Transaction Management and Workflows

Create a transaction timeline for:

Transaction type: [purchase/sale]
Contract date: [date]
Closing date: [target date]
Property: [address]
Buyer: [name]
Seller: [name]
Key contingencies:
- Inspection contingency: [deadline]
- Financing contingency: [deadline]
- Appraisal contingency: [deadline]
- Other: [any additional deadlines]

Generate the complete timeline:
1. Every contractual deadline with the specific date
2. For each deadline: what needs to happen 7 days before,
   3 days before, and day of
3. Who is responsible for each action item
   (buyer, seller, buyer's agent, seller's agent, lender,
   title company, inspector)
4. Communication triggers: what emails/calls should go
   out and when
5. Risk flags: where are deals most likely to stall,
   and what's the contingency plan?

Format as a chronological checklist I can use throughout
the transaction.

Here's the current status of my active transaction:

Property: [address]
Contract date: [date]
Closing date: [date]

Completed milestones:
[List what's been accomplished]

Upcoming milestones:
[List what's coming in the next 7-14 days]

Current issues:
[Any problems or delays]

Generate:
1. A status summary I can send to my client
2. Action items for the coming week
   (who does what, by when)
3. Potential risks I should be watching
4. Communications I should send proactively
   (to client, to cooperating agent, to lender,
   to title company)

Create a set of milestone emails for a [buyer/seller]:

1. UNDER CONTRACT
   - Congratulations + what happens next
   - Timeline overview
   - What you'll need from them

2. INSPECTION COMPLETE
   - Summary of findings
   - What's normal vs. what needs attention
   - Next steps and decisions needed

3. APPRAISAL COMPLETE
   - Results and what they mean
   - How this affects the transaction
   - Next steps

4. FINANCING APPROVED
   - The good news
   - What still needs to happen
   - Clear-to-close timeline

5. CLOSING WEEK
   - What to expect at closing
   - What to bring
   - Final walkthrough details
   - Moving logistics reminder

6. POST-CLOSING
   - Congratulations + key contacts
   - Utility transfer reminders
   - Home maintenance checklist
   - "I'm always here for you" note

Each email should:
- Be under 200 words
- Lead with the most important information
- Set clear expectations for what's next
- Feel personal and supportive
- Include your contact info for questions

Draft a professional email to the [buyer's/seller's] agent:

Situation: [what you need to communicate]
Current status: [where the transaction stands]
What you need: [specific action or information]
Timeline: [when you need it]

Write an email that:
1. Is direct and professional
2. References specific contract terms or dates
3. Clearly states what's needed and by when
4. Maintains a collaborative (not adversarial) tone
5. Documents the request for your file

Draft an email to the buyer's lender:

Transaction: [property, buyer, contract details]
Concern: [what you need to know or communicate]
Timeline impact: [why timing matters]

Write an email that:
1. Identifies the transaction clearly
2. States the specific information or status needed
3. Explains the timeline implications
4. Asks for a concrete response by a specific date
5. Copies appropriate parties

Create a listing launch checklist from signed
listing agreement to live MLS entry:

Week 1: Pre-launch preparation
Week 2: Photography and marketing materials
Week 3: MLS entry and marketing launch

For each task:
- What needs to happen
- Who's responsible
- Deadline
- Dependencies (what must be done first)
- Communication needed

Include tasks for:
- Seller property preparation guidance
- Photography scheduling
- Listing description writing
- MLS data entry
- Coming soon marketing
- Open house planning
- Digital marketing launch
- Print marketing (if applicable)

Create a buyer transaction workflow from accepted offer
through closing:

Organize by phase:
PHASE 1: Under Contract (Days 1-3)
PHASE 2: Inspection Period (Days 3-10)
PHASE 3: Financing Process (Days 10-30)
PHASE 4: Pre-Closing (Days 30-40)
PHASE 5: Closing Week (Days 40-45)
PHASE 6: Post-Closing (Days 45-60)

For each phase:
- Key milestones and deadlines
- Action items (with responsible party)
- Client communication touchpoints
- Potential issues and contingency plans
- Documents needed

Create a seller transaction workflow from accepted offer
through closing:

Same phase structure as buyer workflow, but from
the seller's perspective:
- What the seller needs to do at each stage
- How to handle inspection repair requests
- Appraisal preparation and response
- Title and HOA document delivery
- Moving coordination
- Final walkthrough preparation
- Closing day logistics

Create a post-closing welcome package for:

Buyer: [name]
Property: [address, type]
Move-in date: [estimated]

Include:
1. Personalized congratulations letter
2. Important contacts list:
   - Utility companies (electric, gas, water, internet)
     with local provider names and phone numbers
   - Trash/recycling schedule
   - Local emergency numbers
   - HOA contact (if applicable)
3. Home maintenance calendar (monthly/quarterly/annual tasks)
4. Local welcome guide:
   - Nearest grocery stores
   - Recommended restaurants
   - Parks and recreation
   - Schools (if family)
   - Community events calendar
5. Warranty and service information
6. "Your home team" card
   (your recommended contractors and service providers)
7. Personal note about what you hope they enjoy
   most about their new home

Help me set up a transaction management system using:
[your current tools: CRM, Google Workspace, Trello,
spreadsheets, etc.]

I need to track:
- Active transactions (status, deadlines, action items)
- Communications sent (when, to whom, about what)
- Document collection (what's received, what's missing)
- Calendar deadlines (with advance reminders)

Design a system that:
1. Takes less than 15 minutes per day to maintain
2. Prevents any deadline from being missed
3. Generates client-facing status updates easily
4. Scales from 2 transactions to 20
5. Creates a record I can reference later

I do these tasks in every transaction:
[List your recurring tasks]

For each task, create:
1. A template or prompt that makes it 80% done instantly
2. A checklist for the 20% that needs customization
3. A trigger reminder (when should I do this relative
   to the contract date or closing date?)