Questions to Ask Before Hiring a TC in Ontario
Short answer: Ask whether they're registered, which Ontario forms and systems they know, how they keep your files private, whether anything is ever sent without your approval, how they track dates and how they charge. Good answers are specific; vague ones are a warning.
A transaction coordinator gets access to your files, your clients' details and your deadlines. Before you hand that over, ask these eight questions. Here's what a good answer sounds like.
1. Are you registered with RECO?
Either answer can be fine, as long as it's clear. An unregistered TC should be able to explain exactly what they do and don't do. A vague answer here is a red flag.
2. Which Ontario forms and systems do you work in?
Listen for specifics: the forms you use, your board's systems, your e-signature tool, your CRM. "I can learn anything" is not the same as "I've done it."
Want to ask me these yourself? Book a 30-minute call. Book a call
3. How do you keep my files private?
A good TC keeps every client's files, accounts and templates separate, and never reuses one client's details on another file.
4. Will anything ever go out without my approval?
The answer you want is "no." Drafts should stay drafts until you approve them.
5. What happens when something doesn't match?
Names that differ between documents, a date that doesn't add up. A good TC stops and asks instead of picking one.
6. How do you track condition and deposit dates?
Look for a real system: every deadline as a calendar date, reminders before it's due, and proof on file when it's met.
7. How do you charge?
Per file, hourly or monthly, and is there a contract? Make sure the model fits how your volume moves; this comparison can help. I charge per file, with no contract.
8. Can I start with one file?
A good TC should be fine with you testing them on one deal before you commit.
Common questions
Should I ask for references?
Yes. Reviews from other agents, or a short call with one, tell you more than any pitch.
How long does setup take?
It depends on your systems and access. Ask what they need from you before the first file.
What if the first file doesn't work out?
With a per-file, no-contract setup, you simply don't send the next one.
