Real Estate Transaction Coordinator Intake Form

Streamline Your Real Estate Transactions with Paperform

Managing a real estate transaction requires juggling multiple parties, critical deadlines, and mountains of paperwork. This Real Estate Transaction Coordinator Intake Form helps transaction coordinators, real estate agents, and brokerages collect all the essential information in one organized place—from the initial contract upload to vendor coordination and communication preferences.

Whether you're working with buyers or sellers, this template captures everything you need to keep the transaction on track: client contact details, property information, key milestone dates, financing details, and vendor coordination needs. The form replaces scattered emails and messy document chains with a single, professional intake experience that feeds directly into your workflow.

Perfect for Real Estate Professionals

This form is designed for transaction coordinators, real estate agents, brokers, and real estate teams who need to onboard new transactions efficiently. It's ideal for residential sales, whether you're representing buyers, sellers, or managing dual agency situations.

The conditional logic adapts the form based on transaction type, so buyers see financing questions while sellers see questions about existing mortgages and property preparation. Upload fields make it easy to collect signed contracts, inspection reports, and other critical documents right from the start.

Automate Your Transaction Workflow with Stepper

Once a transaction coordinator form is submitted, there's typically a long checklist of follow-up tasks: opening escrow, ordering title reports, scheduling inspections, coordinating appraisals, and keeping all parties informed. Instead of manually tracking each step, you can connect this form to Stepper to automate your entire transaction coordination workflow.

With Stepper, you can automatically create tasks for each milestone, send reminders as key dates approach, notify vendors when their services are needed, update your CRM or transaction management software, and trigger personalized email sequences for clients. This means you spend less time on administrative coordination and more time ensuring smooth closings.

Secure Document Collection with Papersign

Real estate transactions require multiple signed documents beyond the initial purchase agreement—disclosures, addendums, commission agreements, and closing documents. By connecting this intake form to Papersign, you can automatically generate and send these documents for electronic signature based on the information collected in the form.

Papersign keeps all signatures legally compliant and creates a complete audit trail linked back to the original transaction intake, making it easy to track which documents have been signed and which are still pending. This eliminates the need to chase down wet signatures and speeds up the entire transaction timeline.

Built for Professional Real Estate Operations

With Paperform's professional design capabilities, your intake form can match your brokerage branding and create a polished first impression. The form works seamlessly on mobile devices for clients who want to complete it from anywhere, and you can embed it directly on your website or send it as a standalone link.

All submission data is captured securely with SOC 2 Type II compliance, and you can integrate with your existing real estate CRM, transaction management platform, or tools like Google Sheets, Airtable, or Slack to keep your team in sync. For agencies managing multiple agents or transaction coordinators, Paperform's Agency+ plan lets you create and manage forms across your entire organization.