To your client, escrow can feel like a mystery—and not the good kind.

While you’re busy coordinating inspections, negotiating terms, and keeping deadlines straight, your clients are often left in the dark. And when they’re unsure of what’s happening or who’s handling what, frustration quietly builds. Even the smoothest real estate deals can feel rocky to a client when expectations aren’t managed.

Let’s walk through 5 common reasons clients feel frustrated during escrow, and how a real estate transaction coordinator can help you smooth things over (and make you look like a hero in the process).

Lack of Communication and Updates

To a busy real estate agent, “no news” may mean good news. But for clients, silence can signal that something is wrong—or worse, that they’ve been forgotten. This is especially true for first-time homebuyers or sellers who are already anxious about the process.

Clients want to feel seen and reassured, even if there’s nothing major to report. A few days without contact can lead to unnecessary worry, and that worry can quickly erode trust in the process.

How to fix it: Set the tone from day one by explaining how often they’ll hear from you and what to expect. Better yet, use a transaction coordinator real estate system that includes scheduled status updates to keep clients informed without extra work on your part.

Too Much Industry Jargon

Real estate is packed with legal and technical terms that can overwhelm even the most educated clients. From “earnest money” to “title objections” and “contingency deadlines,” it’s a lot to take in—especially when these terms are delivered via email without much explanation.

Clients often won’t ask for clarification because they don’t want to appear uninformed. Instead, they internalize confusion and stress out behind the scenes.

How to fix it: Simplify your language whenever possible. Offer a quick glossary of key terms or a one-page summary of important steps. A transaction coordinator can provide this as part of their onboarding process, making you look polished and professional.

Feeling Like They Have to Manage It Themselves

Clients may not realize that there’s a system in place behind the scenes. If they aren’t getting regular check-ins or proactive support, they may feel like it’s their job to stay on top of everything. That leads to second-guessing and added pressure.

In their mind, if they miss something, the deal could fall apart—and that fear turns into micromanagement or frustration.

How to fix it: Set expectations early. Let clients know who’s managing the timeline, collecting signatures, and checking in on vendors. When a transaction coordinator is involved, clients feel like there’s a dedicated person keeping everything on track… because there is.

Inconsistent or Last-Minute Requests

Few things frustrate clients more than being asked to drop everything to sign a form or find a document they thought they already provided. Even if the deal is progressing on time, sudden requests can make it feel like things are unorganized or falling apart.

Worse, this creates unnecessary panic—especially for clients with busy schedules or those traveling during escrow.

How to fix it: A streamlined, checklist-based approach prevents surprises. With a real estate transaction coordinator managing the file, everything from signature requests to form submissions is done proactively and in sequence, so clients aren’t caught off guard.

Uncertainty About Next Steps

One of the biggest hidden frustrations? Clients not knowing what happens next. They’re unsure what they should be doing, what deadlines are approaching, or when they’ll finally get the keys. This uncertainty makes the entire process feel more stressful than it needs to be.

When they don’t know the roadmap, they can’t relax—even when things are going well.

How to fix it: A clear, easy-to-follow transaction timeline works wonders. When a transaction coordinator is on board, your clients get timely reminders, milestone updates, and answers to questions before they even have to ask.

Real Estate Transaction Coordinators Make Escrow Easy

Behind every frustrated client is usually a lack of structure, communication, or clarity. And even though you’re handling countless details behind the curtain, your clients can’t see that effort—unless someone is actively showing them.

A professional transaction coordinator real estate solution bridges the gap. It ensures your clients feel supported, informed, and confident at every step of the journey—without adding more to your already full plate.

If you’re ready to offer a five-star experience your clients will rave about, let’s talk. Our transaction coordination team is here to make every transaction feel like a smooth, well-run machine.