FAQs

I have a new listing, now what?

1. Please fill out the form here on this website.

2. At minimum for me to work I will need the Exclusive right to sell to open the file up with your brokerage and begin my work

3. Let me know which forms you are waiting for to get returned to you so I can send out whichever ones you have not sent out

An offer was submitted on my listing, now what?

1. Once you and the purchase agent have come to an agreed upon contract I can send it over to the seller for their signature. Once you ask me to send it, I assume you have already presented the offer to your client and that they are expecting it.

2. OR you can send me the fully executed contract to my email address at JenniferHayesHomes@gmail.com and I will begin all the work I mentioned above. Please put the following in the subject line:

“Property Address/Listing is Under Contract”

My buyer clients offer was accepted, now what?

1. Please fill out the form on this website.

2. If your buyer has a lender the pre-approval letter is helpful for my welcome letter.

3. Send me all contracts you have signed so far and let me know if you are waiting on any contracts from your clients, if you need me to send something out, or amend something right away.

4. I will then begin work by doing all the services I mentioned above.

Turnaround Times:

• Amendments requested before 3:00 pm will go out by end of business (or sooner if requested by agent)

• Option period amendments or repair amendments will take priority over other amendments –I will get to them ASAP but cannot guarantee amendments will be signed by all parties if I get the request after 2:00 pm and option ends at 5:00 pm or if the option period ends on a weekend or federal holiday.

It depends on how complicated the repair request is and how quickly everyone signs.

For repair amendments you can send me what you want repaired, the pictures you want attached, and who you want ccd on the document once it is signed.

▪ I will create an addendum if it does not fit on the amendment

▪ I will attach the pictures you send and turn them into pdf’s

▪ I will then send it all as one long pdf and have the clients initial on each page

▪ The more specific you are in what you are requesting the more likely it is to be accepted the first time. “Fix broken window over the kitchen sink or replace if it can’t be repaired” Picture is attached Vs. “Fix broken window”

▪ I will only put in the amendment what you send to me via text or email (whichever is easier for you)

Listings going on the MLS (Each MLS has their own rules for when you can start to advertise, put signs up, etc. so please know that if you already started to advertise and my timeline doesn’t work for you then you will have to do the listing on your own) It’s always best to wait to put the signs up unless you know the timelines will work together.

  • 2 business days per MLS (but I try to get them out quicker if possible)

  • I do all MLS after traditional business hours. This ensures I will not have any interruptions while doing your listing and can manage the contracts and amendments that need attention during the title and lender’s working hours

  • The clock starts once I receive the following:

▪ Pictures for the property

▪ Exclusive right to sell

▪ All disclosures filled in and returned (that I need to do a thorough listing)

▪ Your private agent remarks (or you can add those in on your own after I am finished)

▪ Your public remarks (or you can add those in on your own after I am finished)

• Contracts added to brokers software

  • By next business day at the latest

• Welcome letter sent out to all parties

  • I try to do them the same day I get the contract but if it is not possible then they go out first thing the next morning.

Common Questions

Does a TC set up templates for each agent that they manage?

  • The agent is responsible for setting up and managing their own templates

How are contingency dates managed on each contract?

  • Emails are sent to you as a countdown at 28, 21, 14, 7, 3, 1, & Today is the day.

Which contingency dates are specifically followed?

  • HOA Addendum

  • EM Is due

  • Option period ends

  • Survey time frame

  • Finance Approval Addendum

  • Appraisal Addendum

  • Sale of other home contingency

  • Anything specific that you want me to follow that is not mentioned here

Who will be contacted by phone or text to ensure dates are being met if emails are not getting a timely response?

  • Agent from the other side

  • Lender

  • Title

  • Client if agent is unable to reach out

How does a TC from a different brokerage get paid by the agent brokerage?

I get paid at title just like you do

  1. If title only cuts one check and it goes to EXP Realty, LLC, EXP Realty pays me

  2. If title only cuts one check and I am not with your brokerage, it will be the agent's responsibility to pay me using

  • Cash app

  • Zelle

How do brokerages allow A TC to work if it is not an agent with their brokerage?

  • I am a licensed Realtor and I have my own company, Jennifer Hayes Transaction Coordinator LLC

  • This means brokers will let me work on your file and put me on the CDA.

Does A TC do any admin tasks that are not specifically attached to an executed contract?

  • A transaction coordinator works on each transaction as they come in, which is different than hiring an assistant.

What hours are ok to call, text, or email a question on an offer or a presentation being worked on but hasn’t been executed yet?

  • Anytime! (But if its late, during a weekend, or on a holiday I may not answer as fast as during normal working hours)

Does a TC create marketing materials to help a listing agent prepare for a meeting?

  • Other than creating the listing on the MLS it is up to the agent to market their property

Who talks to a client if they have not signed an offer or if they have not signed the listing agreement? The agent or the TC?

  • The agent handles all communication with their clients unless they are attached to a specific contract that I have been hired to work on.

Who sets up showing time?

  • The agent handles showing time because they are in constant communication with their clients and know the particulars of when they want their house to be shown and how they want it to be shown.

If a listing or purchase contract fails, who sends out the termination paperwork?

  • The Transaction Coordinator handles sending out all termination documents promptly to ensure earnest money can be returned to the rightful person.

  • It is the agent's responsibility to discuss the failed contract with the agent on the other side and their own clients before a termination of contract and release of Earnest Money is requested to get sent out.

Who adds the documents to a personal drive (Like google drive) not connected to the brokerage?

  • That will be the agent’s responsibility to organize their documents as they see fit.