5 Sneaky Details Most Real Estate Agents Forget To Double-Check Before

Even the most seasoned real estate agents know this truth: closings never fall apart because of the big things, it’s always the little things that slip through unnoticed.

And in fast-paced markets like Hawaii and Las Vegas, those “little things” can snowball into delays, frantic last-minute calls, or frustrated clients.

As a Hawaii transaction coordinator, I see these same mistakes across transactions, even from top-producing agents. Luckily, each one is preventable with a bit of strategy, structure, and TC-level oversight.

Here are 5 sneaky details agents forget to double-check before closing and how the best Hawaii TCs prevent them from becoming deal-breakers.

1. The Final Walk-Through Isn’t Confirmed (or Clients Don’t Know What to Look For)

Agents often assume the final walk-through is already scheduled… until the day before closing. Or the clients show up and have no idea what they’re supposed to be checking.

TC Tip: 

• Confirm the date, time, and who’s attending at least 3–5 days before closing.
• Provide clients a simple walk-through checklist (condition changes, repairs, appliances, fixtures, etc.).
• Ask the co-op agent to confirm property access early.

This is one of the most common areas where a top Hawaii transaction coordinator saves agents from last-minute chaos and stressed-out buyers.

2. Commission Instructions Are Missing, Incorrect, or Outdated

Nothing halts a smooth closing faster than commission issues. If there’s an error on the CDA… everyone feels it. 

TC Tip: 

• Double-check commission splits, referral agreements, escrow instructions, and broker-specific requirements at least one week prior.
• Confirm receipt with escrow/title and don’t just assume it’s in their queue.
• Request a draft CDA early to spot errors before closing day.

This is exactly the kind of detail a best Hawaii transaction coordinator catches long before it becomes a payout delay.

3. Title Contact Info Isn’t Consistent Across All Parties

You’d be shocked how often buyers, sellers, lenders, and agents all think they’re talking to the right person… and they aren’t.

TC Tip: 

• Send a “Who’s Who” recap with contact names, emails, phone numbers, and role clarity (think: title, escrow, lender, TC, agent, processor).
• Identify communication gaps early. Some things we’ve seen is the lender waiting on title or title waiting on clients.
• Confirm all parties are connecting in the correct order as it prevents bottlenecks.

This is where a Hawaii transaction coordinator (like me!) shines: consistent communication flow across all parties.

4. Repair Receipts Don’t Get Collected or Verified

If repairs were part of the contract or amendment, it’s not enough to just trust they were done. Missing receipts = closing delays and unhappy clients.

TC Tip: 

• Ask for receipts before the final walk-through
• Request photo documentation for completed repairs
• If required, send the receipts to the lender and escrow so they can clear conditions 

A great TC ensures this step never falls through the cracks.

5. Utility Transfers Get Overlooked Until the Last Minute

This one is small but mighty. Forgetting utilities leads to client stress, frantic calls, and avoidable confusion.

TC Tip: 

• Send a “Utility Transfer Reminder” email 3–5 days before closing.
• List major providers (water, electricity, gas, internet, trash).
• Provide move-in dates so buyers know when to activate service and sellers know when to deactivate service. 

This attention to detail creates a sense of professionalism and your clients will remember it! 

Why These Details Matter More in Hawaii’s Market

In Hawaii’s unique real estate landscape, from varying contract terms to multi-party communication and tight timelines, these small details become amplified.

Missing just one of these can create: 

• Last-minute scrambling 
• Delayed funding 
• Stressed clients
• Compliance issues 
• Miscommunication between parties

But with a skilled, detail-oriented Hawaii transaction coordinator, every single one of these potential issues becomes preventable.

Ready to stop stressing and start closing with confidence?

If these sneaky details are tripping you up, you need to work harder.

We’re here to help you:

• Get organized
• Manage deadlines 
• Handle communication so nothing gets missed
• Ensure your file is compliant

Ready for smoother files, happier clients, and less stress? 

Fill out my contact form and let’s make your next transaction the smoothest one yet!