Buying or selling a home can be one of the most exciting, and stressful, experiences your clients go through.

Once the contract is signed, many buyers and sellers think the hard part is over. But as any experienced agent knows, escrow is where the deal is made or broken.

The key to smoother closings and happier clients? Setting realistic escrow expectations early—and delivering on them.

Here’s how you can do exactly that (with a little help from your transaction coordinator).

What Is Escrow, and Why Is It So Important?

Escrow is the period between an accepted offer and closing day, during which a neutral third party holds funds and documents while all contractual obligations are fulfilled.

It includes inspections, appraisals, financing, disclosures, repairs, and final sign-offs. It’s a time of due diligence—and delays can happen if clients don’t understand what’s coming.

Step 1: Educate Clients at the Start

Set the tone early by walking clients through the key stages of escrow. Be proactive and clear.

What to explain:

  • Who is involved in escrow (title, lender, escrow officer, transaction coordinator)
  • Typical timelines for inspections, loan approval, and contingency removals
  • What’s expected from them (e.g., timely paperwork, earnest money deposit)
  • That surprises are common—and solvable

A quick, plain-English guide can go a long way in reducing panic later.

Step 2: Give Them a Custom Timeline

Clients feel confident when they know what’s happening and when. Your transaction coordinator can provide a detailed transaction calendar that outlines:

  • Important due dates
  • When documents need to be signed
  • When funds are due
  • Milestones like loan approval and final walk-through

This helps clients stay involved and reduces last-minute chaos.

Step 3: Communicate Early and Often

During escrow, silence feels like something is wrong. Instead:

  • Set expectations about when they’ll receive updates
  • Share progress weekly (or more often, if needed)
  • Let them know when something changes—even if it’s minor

Pro tip: Let your real estate transaction coordinator handle routine updates, freeing you to focus on higher-level client care.

Step 4: Be Transparent About Possible Delays

No one likes surprises. Be honest from day one that delays can happen, especially with loans, appraisals, or repairs. If something does go off track:

  • Acknowledge it early
  • Give a new expected timeline
  • Explain the next steps

This builds trust and keeps emotions in check.

Step 5: Partner with a Transaction Coordinator

If you’re managing all of this yourself, things can slip through the cracks—especially when you’re juggling multiple transactions.

A transaction coordinator keeps everything running behind the scenes:

  • Tracks deadlines
  • Sends reminders
  • Communicates with all parties (escrow, title, lender)
  • Keeps your files compliant and complete

The result? Fewer surprises, smoother closings, and happier clients.

Transaction Coordinators Make Escrow Less Stressful

Escrow doesn’t have to be stressful—for you or your clients.

By setting clear expectations from the start and partnering with a real estate transaction coordinator, you can guide your clients with confidence and consistently deliver smooth, professional closings.