Who’s Handling What in Your Real Estate Transaction?

When you’re buying or selling a home, there’s one question that comes up more than any other: “Who’s handling what?”

From the outside, it might look like your real estate agent is running the whole show. And while we are involved in almost every step from coordinating, communicating, and negotiating to inspections, lawn and final walkthrough….A smooth transaction takes a team of specialists, each playing a specific role.

Whether you're a first-time buyer, a repeat seller, or just someone who likes to know how things work behind the scenes, this post will give you a clear breakdown of who does what during a real estate transaction.

The Pillars of a Successful Real Estate Transaction: Expertise and Trust

Navigating a real estate transaction involves a complex interplay of professionals, each bringing a unique set of skills and responsibilities to the table. While your real estate agent acts as the conductor of this orchestra, ensuring harmony and progress, the depth of their expertise is amplified by the trusted specialists they collaborate with. Building a strong network of reliable professionals is paramount to achieving a seamless and successful closing. This is where the concept of "authority" in a real estate transaction truly shines – it's not just about one person's knowledge, but the collective competence and trustworthiness of the entire team.

Your Realtor (Buyer’s or Listing Agent)

Let’s start with me, your favorite Tulsa REALTOR®. Whether I’m helping you find a home or sell one, my role is to:

• Guide you through the entire process

• Help you understand contracts and timelines

• Negotiate offers, repairs, and terms

• Coordinate communication with lenders, inspectors, and title

• Make sure deadlines are met and paperwork is complete

• Keep the transaction on track and stress levels in check

Realtors are like the general contractors of the real estate world. We don't do every job ourselves, but we know what needs to happen, who needs to do it, and when it needs to be done.

The Lender / Mortgage Broker

If you’re buying a home with financing, your lender is a key player. They’re responsible for:

• Pre-approving your loan

• Reviewing income, credit, and financial documents

• Ordering the appraisal

• Working with underwriting

• Securing loan approval and funding

They’ll also send you lots of paperwork — disclosures, closing cost estimates, and final loan documents. A good lender communicates clearly and helps you avoid surprises on closing day.

💡 Pro Tip: Choose a local lender with a reputation for closing on time. Online lenders can be hit-or-miss when it comes to timelines and communication. I have been referring my customers to Chuck Wilson with AMC Mortgage for about 10 years now. He returns calls, is kind, is knowledgeable AND most importantly….TRUSTWORTHY!

Title Company or Escrow Officer

Your title company (we love Colonial Title here in Tulsa!) makes sure:

• The property has a clear title

• All liens are paid or resolved

• Legal documents are prepared correctly

• Funds are held and disbursed properly

• The deed is recorded with the county

They’re the ones who make the transaction legal and official. Think of them as the behind-the-scenes legal team making sure everything is buttoned up correctly.

I have been referring my customers to Colonial Title for about 15 years now. They also have a team who returns calls, are kind, are knowledgeable AND most importantly….TRUSTWORTHY!

Home Inspector

For buyers, the home inspection is one of the most important steps. Your inspector’s job is to:

• Identify potential issues with the home’s structure, systems, and safety

• Provide a written report with photos and recommendations

• Help you make informed decisions about repair requests

You’ll usually schedule this within a few days of going under contract. As your agent, I’ll help coordinate it and walk you through what to expect.

I have been referring my customers to Tulsa Home Inspections for about 15 years now. They also have a team who show up on time, are kind, are knowledgeable AND most importantly….TRUSTWORTHY!

Pest Inspector (Termite Inspection)

In Oklahoma, termite inspections are common and often required by lenders. A licensed pest inspector will:

• Examine the property for signs of termite damage or infestation

• Provide a report and treatment estimate if necessary

It’s a small step with a big impact. Undetected termites can cause thousands of dollars in damage. I have been referring my customers to Brewer Russel Exterminating for about 15 years now. They also have a team who returns calls, are kind, are knowledgeable AND most importantly….TRUSTWORTHY!

Appraiser

The appraiser is hired by the lender to determine the home’s market value. Their job is to:

• Evaluate the home based on condition, size, location, and comps

• Provide an appraisal report to the lender

• Ensure the property supports the loan amount

💡 If the appraisal comes in low, your agent (me!) will help you renegotiate or restructure the deal as needed. As a REALTOR® we do not get to pick the appraiser. However, if you need your house measured (because size does in fact matter) I have been referring my customers to LeeAnn Nelson for about 15 years now. She returns calls, is kind, is knowledgeable AND most importantly….TRUSTWORTHY!

Insurance Agent

Before closing, your lender will require you to purchase homeowners insurance. Your agent will:

• Provide quotes and policy options

• Coordinate with the lender to send the binder (proof of coverage)

• Ensure your policy is active before closing day

Bonus tip: it’s smart to use a local agent who knows Oklahoma risks (like hail and tornado coverage). When you let Legacy (me) represent you, you automatically get a tribe of people to support you. Legacy Insurance Advisors has a team who returns calls, are kind, are knowledgeable AND most importantly….TRUSTWORTHY!

Transaction Coordinator / Closing Team

This person works behind the scenes with your agent (or brokerage) to:

• Double-check documents

• Track timelines

• Schedule closing

• Communicate between parties

At Legacy Realty Advisors, we use professional transaction coordinators to make sure nothing falls through the cracks.

Mobile Notary / Closing Coordinator

If you’re closing remotely, a mobile notary may be hired to:

• Meet you in person

• Verify your identity

• Walk you through signing documents correctly

They then return everything to the title company for funding and recording. Easy and efficient.

And You — the Client!

Yes, you’re part of the team too!

Your job is to:

• Provide accurate information to your lender and agent

• Respond quickly to requests for signatures or documents

• Stay engaged and ask questions when something isn’t clear

• Trust the process and lean on the professionals you've hired

Final Thoughts: It Takes a Team

So if you're ever wondering, "Why is someone else emailing me about my closing?" — now you know.

It’s not because I’ve stepped away or passed the buck. It’s because real estate is complex, and the best outcomes come from great teamwork.

I’ll always be your point person. But the reason I can serve you well is because I’m not trying to do it all alone. I trust my circle — and that means you can too.