TC Weekly Pipeline Report
For Transaction Coordinators and team leads. After reading this page you will be able to send a one-page weekly pipeline report that puts the client's decisions first and shows every file's status, risk and next deadline.
Track: Transaction Coordination · Role: Transaction Coordinator · Time to complete: 15 min
When and who
- When: every week on the client's chosen day, before the end of their day.
- To: the client and your team lead.
- Built from: the tracker and your daily file notes. Every number comes from the tracker.
- Order: decisions and Red files first. A busy investor reads the first five lines.
The report (table version)
Use this in an email or document that supports tables.
Header: TC weekly pipeline report for (CLIENT NAME), week ending (WEEK END DATE), prepared by (YOUR NAME).
Decisions needed this week
| Property | Decision | My recommendation | Decision needed by |
|---|---|---|---|
| (PROPERTY ADDRESS) | (DATE AND TIME) |
1. Headline numbers
| Measure | This week | Last week |
|---|---|---|
| Active files | ||
| Closed and funded this week | ||
| Fees and spreads received this week (USD) | ||
| Expected fees, next 30 days (USD) | ||
| New contracts received | ||
| Files died this week | ||
| Files on original closing date |
2. Closing in the next 14 days
| Property | Deal type | Closing date | Status | Heat | Expected fee | Open items |
|---|---|---|---|---|---|---|
| (PROPERTY ADDRESS) |
3. Red and Yellow files
| Property | Issue | Risk | Recommendation | Decision needed by |
|---|---|---|---|---|
| (PROPERTY ADDRESS) |
4. Rest of the pipeline
| Property | Status | Next deadline | Next action |
|---|---|---|---|
| (PROPERTY ADDRESS) |
5. Closed and dead this week
| Property | Result | Fee received or dead reason |
|---|---|---|
| (PROPERTY ADDRESS) |
6. Lessons and process suggestions: two or three bullets.
The report (plain text version)
Use this in a team channel or any place that does not show tables.
TC WEEKLY PIPELINE REPORT · (CLIENT NAME) · week ending (WEEK END DATE) · (YOUR NAME)
DECISIONS NEEDED
- (PROPERTY ADDRESS): (DECISION). I recommend (OPTION), because (REASON). Needed by (DATE AND TIME).
1. HEADLINE NUMBERS (this week / last week)
Active files: (NUMBER) / (NUMBER)
Closed and funded: (NUMBER) / (NUMBER)
Fees and spreads received (USD): (AMOUNT) / (AMOUNT)
Expected fees, next 30 days (USD): (AMOUNT) / (AMOUNT)
New contracts: (NUMBER) / (NUMBER)
Files died: (NUMBER) / (NUMBER)
Files on original closing date: (NUMBER) / (NUMBER)
2. CLOSING IN THE NEXT 14 DAYS
- (PROPERTY ADDRESS) · (DEAL TYPE) · close (DATE) · (STATUS) · (HEAT) · fee (AMOUNT) · open: (ITEMS)
3. RED AND YELLOW FILES
- (PROPERTY ADDRESS) · (RED OR YELLOW) · issue: (ONE LINE) · risk: (DEPOSIT, FEE, CLOSING DATE, LEGAL) · recommend: (OPTION) · by (DATE)
4. REST OF THE PIPELINE
- (PROPERTY ADDRESS) · (STATUS) · next deadline (DATE) · next: (ACTION)
5. CLOSED AND DEAD THIS WEEK
- (PROPERTY ADDRESS) · (CLOSED OR DEAD) · (FEE RECEIVED, or DEAD REASON CODE)
6. LESSONS AND SUGGESTIONS
- (ONE LINE)
- (ONE LINE)Example (plain text)
TC WEEKLY PIPELINE REPORT · (CLIENT NAME) · week ending Oct 30, 2026 · (YOUR NAME)
DECISIONS NEEDED
- (PROPERTY ADDRESS 1): extend closing 10 days for the death certificate. I recommend yes, because title confirms everything else is clear and the buyer agrees. Needed by Nov 2, 12:00 PM ET.
1. HEADLINE NUMBERS (this week / last week)
Active files: 9 / 8
Closed and funded: 2 / 1
Fees and spreads received (USD): 31,500 / 12,000
Expected fees, next 30 days (USD): 84,000 / 79,500
New contracts: 3 / 2
Files died: 1 / 0
Files on original closing date: 7 / 7
2. CLOSING IN THE NEXT 14 DAYS
- (PROPERTY ADDRESS 2) · Assignment · close Nov 4 · SS-REVIEW · Green · fee 15,000 · open: final statement
- (PROPERTY ADDRESS 1) · Assignment · close Nov 6 · CURATIVE · Red · fee 12,500 · open: certified death certificate
3. RED AND YELLOW FILES
- (PROPERTY ADDRESS 1) · RED · issue: seller has not ordered the death certificate · risk: closing date · recommend: 10-day extension · by Nov 2
- (PROPERTY ADDRESS 3) · YELLOW · issue: buyer switched from cash to hard money · risk: closing date · recommend: confirm lender timeline today · by Oct 31
4. REST OF THE PIPELINE
- (PROPERTY ADDRESS 4) · MARKETING · next deadline Nov 9 (buyer lock) · next: 4 walkthroughs Saturday
- (PROPERTY ADDRESS 5) · SEARCH · next deadline Nov 3 · next: read commitment on arrival
5. CLOSED AND DEAD THIS WEEK
- (PROPERTY ADDRESS 6) · CLOSED · 16,500 received Oct 27
- (PROPERTY ADDRESS 7) · CLOSED · 15,000 received Oct 29
- (PROPERTY ADDRESS 8) · DEAD · SELLER-CANCEL (used state cancellation window)
6. LESSONS AND SUGGESTIONS
- Two files this month waited 4 or more days for death certificates. Suggest acquisitions asks about deceased owners on the first call.
- Buyers who switch to loans cause most Yellow files. Suggest proof of funds before assignment on every deal.Coach's note: Put decisions at the very top, above the numbers. The client can approve an extension in one reply before they even scroll. Good news belongs in the report, but keep it short.
Never do this: Never put Social Security numbers, bank account numbers, full dates of birth or ID copies in the report. Never count a fee as received until the client confirms it arrived. Never leave a Red file out of the report because it is already being handled.
Check yourself
- What goes at the top of the report, and why?
- Where do you get every number?
- A fee is on the final statement but the client has not confirmed it arrived. Where does it go?
- A file died because no buyer was found in time. Which dead reason code do you write?
Answers
- Decisions needed and Red files, because a busy client reads the first five lines.
- The tracker and your daily file notes.
- In "Expected fees" and on the file's line, not in "Fees received", until the client confirms.
- NO-BUYER.
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