Most transaction file reviews come down to the same questions: is every required document here, is it signed, and do the names and dates match? Answering those automatically gives coordinators a short list of what to chase, earlier in the deal. These four steps keep the broker or coordinator responsible for every approval.
Step 1 — Turn the checklist into rules
Goal: Make the checklist explicit.
- Write the required documents for each transaction type.
- List the signatures and initials each document needs.
- List the fields that must match across documents.
- Name who approves files and who fixes issues.
You finish with: A checklist per transaction type with matching rules.
Step 2 — Read submitted files
Goal: Know what each file contains.
- Connect the transaction management system or upload folder.
- Identify each document type in the file.
- Extract names, addresses, dates and signature blocks.
- Flag documents that cannot be read clearly.
You finish with: Structured details for each file.
Step 3 — Flag and review
Goal: Give coordinators a short list to act on.
- Compare each file with its checklist.
- List missing documents, unsigned pages and mismatched fields.
- Have the coordinator review flags and request fixes.
- Approve the file only after review.
You finish with: Reviewed files and clear fix requests.
Step 4 — Measure and refine
Goal: Show faster, cleaner approvals.
- Track time from submission to approval.
- Track files sent back after approval.
- Track coordinator time per file.
- Update rules when the checklist changes.
You finish with: Measured results and current rules.
Common pitfalls
- Treating flags as compliance decisions.
- Checklists that are out of date with brokerage policy.
- Approving files without coordinator review.
- Ignoring documents that could not be read.