The Contract-to-Close Timeline Explained

The moment a buyer and seller sign a purchase agreement, the clock starts ticking. What happens between contract acceptance and closing day can make or break a deal—and for busy real estate agents, managing this timeline is one of the most complex and time-consuming parts of the job.

Whether you're a new agent learning the ropes or an experienced professional juggling multiple transactions, understanding the contract-to-close timeline is essential. Even more important? Having a system (or a transaction coordinator) to ensure nothing falls through the cracks.

Let's break down the entire timeline, key milestones, critical deadlines, and what needs to happen at each stage to get your clients to the closing table successfully.

Overview: The Typical Contract-to-Close Timeline

Most residential real estate transactions take 30-45 days from contract acceptance to closing, though this can vary based on:

• Financing type (cash, conventional, FHA, VA)

• Property condition and inspection results

• Title issues or survey problems

• HOA or condo approval requirements

• State-specific requirements (Florida, Georgia, and South Carolina each have unique timelines)

• Buyer and seller negotiation on repairs or credits

The timeline is packed with critical deadlines, contingencies, and coordination between multiple parties: buyers, sellers, agents, lenders, title companies, inspectors, appraisers, and more. Missing even one deadline can jeopardize the entire transaction.

Phase 1: Contract Acceptance (Day 0-3)

What Happens:

The purchase agreement is signed by all parties, and the transaction officially begins. This is when your transaction coordinator (or you, if you're managing it yourself) springs into action.

Critical Tasks:

• Review the contract thoroughly for accuracy, signatures, dates, and terms

• Create a detailed timeline of all deadlines and contingencies

• Set up the transaction file in your management system

• Notify all parties that the contract is executed

• Coordinate earnest money deposit delivery and wire instructions

• Order title work and schedule the title search

• Submit contract to brokerage for compliance review

State-Specific Requirements:

• Florida: Earnest money must be delivered to the broker by the next business day; deposit must be made within 3 business days

• Georgia: Earnest money should be deposited within 48 hours (though contracts may specify up to 5 days)

• South Carolina: Earnest money typically due within 48 hours, though contracts may allow up to 5 days

Why This Phase Matters:

A strong start sets the tone for the entire transaction. Errors in the contract, missed signatures, or delayed earnest money can create problems that echo throughout the timeline. This is also when you establish communication protocols with all parties.

Phase 2: Due Diligence Period (Day 3-14)

What Happens:

The buyer investigates the property through inspections, reviews HOA documents, and ensures financing is on track. This is the most active phase of the transaction and requires careful coordination.

Critical Tasks:

• Schedule home inspection (typically within 7-10 days of contract acceptance)

• Notify all parties of inspection date and time

• Order additional inspections as needed (pest, roof, HVAC, pool, septic, well water)

• Request HOA/condo documents and approval applications if applicable

• Obtain preliminary title report and review for issues

• Confirm buyer's financing progress with lender

• Order home warranty if included in contract terms

• Review survey or order new survey if required

• Obtain escrow deposit verification from title company or broker

Common Deadlines:

• Inspection contingency: typically 7-14 days

• HOA document review period: typically 3-10 days after receipt

• Due diligence period end date (varies by contract)

Potential Complications:

• Inspection reveals significant issues requiring negotiation

• HOA documents contain concerning restrictions or fees

• Title search uncovers liens, easements, or ownership issues

• Buyer requests repairs, credits, or price reduction

• Financing delays or issues with buyer's loan approval

Why This Phase Matters:

This is when most deals fall apart. Inspection issues, financing problems, or buyer's remorse can derail the transaction. Proactive communication and quick problem-solving are essential. A transaction coordinator monitors all these moving parts and addresses issues before they become deal-killers.

Phase 3: Inspection Resolution and Amendments (Day 10-21)

What Happens:

The buyer and seller negotiate any issues discovered during inspections. This often involves amendments to the original contract, repair requests, credits, or price adjustments.

Critical Tasks:

• Review inspection reports with buyer and determine requests

• Submit repair requests or amendment to seller

• Negotiate terms between buyer and seller

• Draft and execute amendments to the purchase agreement

• Update transaction timeline based on any date changes

• Coordinate contractor estimates if needed for repair negotiations

• Ensure all amendments are properly signed and distributed

• Update brokerage files with all amendments and changes

Common Amendments:

• Repair addendums specifying what seller will fix

• Price reduction or credit at closing

• Extension of closing date

• Changes to included appliances or fixtures

• Additional earnest money deposit

Why This Phase Matters:

Amendments must be handled carefully to maintain contract integrity and compliance. Every change needs to be documented, signed by all parties, and properly filed. This is where attention to detail is absolutely critical—and where many agents struggle to keep up.

Phase 4: Appraisal and Financing (Day 14-30)

What Happens:

The lender orders an appraisal to confirm the property's value supports the loan amount. Meanwhile, the buyer continues through the underwriting process.

Critical Tasks:

• Coordinate appraisal scheduling with all parties

• Ensure property access for appraiser

• Provide comparable sales data to support value if needed

• Monitor appraisal timeline and follow up on results

• Address low appraisal issues if value comes in below contract price

• Track buyer's loan progress through underwriting

• Respond to lender requests for additional documentation

• Confirm loan approval and clear-to-close status

Common Deadlines:

• Appraisal contingency: typically 21-30 days

• Financing contingency: typically 21-30 days

• Loan commitment deadline

Potential Complications:

• Appraisal comes in below contract price

• Buyer's financing falls through or is delayed

• Underwriter requests additional documentation or conditions

• Changes in buyer's financial situation affect loan approval

Why This Phase Matters:

Financing is the most common reason deals fall apart after inspections. Staying in close contact with the lender, monitoring progress, and addressing issues quickly can save transactions that might otherwise collapse.

Phase 5: Final Walkthrough and Pre-Closing (Day 28-44)

What Happens:

As closing approaches, final details are confirmed, documents are prepared, and the buyer conducts a final walkthrough to ensure the property is in agreed-upon condition.

Critical Tasks:

• Confirm closing date, time, and location with all parties

• Review closing disclosure (CD) with buyer (must be provided at least 3 days before closing)

• Verify all repairs were completed as agreed

• Schedule final walkthrough (typically 24-48 hours before closing)

• Conduct final walkthrough with buyer

• Confirm utilities transfer and final readings

• Obtain final title policy and review for any issues

• Coordinate wire instructions for buyer's funds

• Ensure all contingencies are removed and documented

• Confirm home warranty activation if applicable

• Prepare closing binder with all transaction documents

Common Issues:

• Repairs not completed or not completed properly

• Property condition changed since last viewing

• Seller hasn't moved out yet

• Last-minute changes to closing disclosure

• Wire fraud attempts targeting buyer's closing funds

Why This Phase Matters:

The final days before closing are when last-minute issues surface. A transaction coordinator ensures every detail is confirmed, documents are in order, and potential problems are addressed before everyone arrives at the closing table.

Phase 6: Closing Day (Day 30-45)

What Happens:

The buyer and seller sign final documents, funds are transferred, and ownership officially changes hands. This is the moment everyone has been working toward.

Critical Tasks:

• Confirm all parties arrive at closing on time

• Review closing documents for accuracy

• Ensure all signatures are obtained

• Verify funds are wired and received

• Obtain keys, garage openers, and access codes from seller

• Provide closing documents to all parties

• Schedule sign and lockbox removal if applicable

• Submit final documents to brokerage for compliance

• Archive transaction file per state retention requirements

Post-Closing Tasks:

• Confirm deed recording with county

• Follow up with clients to ensure satisfaction

• Request reviews and testimonials

• Send closing gifts or thank you notes

• Update CRM and marketing lists

Why This Phase Matters:

A smooth closing creates happy clients who refer you to friends and family. A chaotic closing—even if it ultimately succeeds—leaves a bad final impression. Professional transaction management ensures closing day is seamless and stress-free.

State-Specific Timeline Considerations

Florida:

• Next-business-day earnest money delivery to broker

• 3-day deposit requirement

• Strict agency disclosure requirements

• 5-year record retention

• Florida Realtors forms and addendums

Georgia:

• 48-hour earnest money deposit expectation

• GAR forms (2025 updates)

• Dual/designated agency with written consent

• 3-year record retention

• Specific disclosure requirements

South Carolina:

• 48-hour to 5-day earnest money deposit window

• SCR110 disclosure required at first contact

• SCR forms with local variations

• Broker-in-charge trust account duties

• 5-year record retention

Common Timeline Challenges and How to Avoid Them

Challenge #1: Missed Deadlines

Solution: Create a detailed timeline at contract acceptance and set calendar reminders for every deadline. A transaction coordinator monitors these automatically and sends proactive reminders.

Challenge #2: Poor Communication

Solution: Establish communication protocols from day one. Provide regular updates to all parties, even when there's "nothing new" to report. Silence creates anxiety.

Challenge #3: Document Chaos

Solution: Use a transaction management system to organize all documents, track versions, and maintain a clear audit trail. Never rely on email alone.

Challenge #4: Compliance Errors

Solution: Use state-specific checklists and forms. Have a second set of eyes (like a TC) review everything before submission.

Challenge #5: Last-Minute Surprises

Solution: Proactive problem-solving throughout the timeline prevents most surprises. Address potential issues early rather than hoping they'll resolve themselves.

Why Transaction Coordinators Are Essential for Managing This Timeline

As you can see, the contract-to-close timeline is complex, deadline-intensive, and requires constant attention. For agents managing multiple transactions simultaneously, staying on top of every detail is nearly impossible.

That's where a professional transaction coordinator becomes invaluable. At Taylor Transactions, we:

• Create detailed timelines for every transaction from day one

• Monitor all deadlines and send proactive reminders

• Coordinate with all parties (lenders, title companies, inspectors, HOAs)

• Handle amendments and updates as the transaction evolves

• Ensure compliance with state-specific requirements across FL, GA, and SC

• Respond within 24 hours to keep transactions moving forward

• Catch potential issues early before they become deal-killers

• Provide regular updates so you always know where your transactions stand

We handle approximately 80 transactions per month for over 200 agents across three states—and our clients stay with us for 12+ months on average because we make their lives easier and their transactions smoother.

The Bottom Line

The contract-to-close timeline is a carefully choreographed process with dozens of moving parts, critical deadlines, and potential complications. Successfully navigating this timeline requires organization, attention to detail, proactive communication, and constant monitoring.

For busy agents closing multiple deals per month, managing these timelines while also prospecting, showing properties, and serving clients is overwhelming—and something has to give.

Don't let it be your transactions, your sanity, or your personal life.

Ready to Hand Off the Timeline Management?

At Taylor Transactions, we specialize in managing the contract-to-close timeline so you can focus on what you do best: building relationships and closing deals.

We handle the details, monitor the deadlines, and ensure every transaction moves smoothly from contract to close—while you stay informed without being buried in administrative tasks.

Ready to reclaim your time? Visit www.taylortransaction.com to learn more about our transaction coordination services.

Because you shouldn't have to choose between growing your business and managing every detail. With Taylor Transactions, you get both.