ASSISTANT.REALESTATE
Terms and Conditions Services Agreement
Independent Transaction Coordination Services Agreement
Effective Date Defaults to eMail Engagement Date
Agent Name Defaults to Agent Initiating eMail Engagement
Property Address Defaults to Address Noted In Engagement
This Agreement outlines the Transaction Coordination (TC) services, responsibilities, and fees,
and confirms your acknowledgment of the role of the TC in your transaction. This Service
Agreement (“Agreement”) is entered into between Assistant.RealEstate ("Company") and the
undersigned client ("Agent") for the provision of Transaction Coordination (“TC”) services. The
Agreement is to fall under San Mateo County, California Jurisdiction.
1. Scope of Basic TC Services ($575 Flat Fee)
Assistant.RealEstate provides document coordination support for residential and commercial
real estate transactions from pre-listing/offer through post-close, for one side of the transaction,
as outlined below:
Preparation of ZipForms, Disclosures.io, and electronic Broker compliance files under
Agent's direct instruction
Listing/Offer agreement document preparation for either wet or electronic signatures via
DocuSign
Coordination and submission of documents against the Broker’s compliance checklist
Ordering of:
Preliminary Title Report
Color Plot Map
Natural Hazard Disclosure (NHD) Report
HOA Documents via HomeWise (only if payment and delivery by email are
enabled)
Agent must provide the following before these services can be completed:
Legal Name of Client(s) and Client Designated for Fillable Disclosures
Preferred escrow officer (to initiate Preliminary Title Report)
Preferred NHD provider (to order the Natural Hazard Disclosure Report)
Access to Appropriate Applications (to obtain, produce, and coordinate
digital documents and signatures)
Homeowner’s Association name (to request HOA documents)
Agent is responsible for all other report orders (e.g., inspections, staging, third-party
scheduling, payment) as well as final product review and confirmation of
completeness and accuracy. The flat fee includes the listed services up to the
defined scope; performance of any or all of these services is not required for the flat
fee to be fully earned. Payment is due upon booking.
Post-ratification, the TC can manage the coordination of:
Follow-up signatures
Outstanding Broker-required documentation, per the checklist and Agent direction
Communication preference is via email, with a standard response time of 48 business hours.
This service includes support for:
Up to two seller signatories and two buyer signatories
Up to two agents within the same brokerage (if no additional file requirements per agent
exist)
2. Optional Add-On Services ($75 each unless noted)
These services are available a la carte upon request:
Formal summary of ratified purchase agreement
Final Dropbox transaction file
Signature pages only for buyer offer preparation
Disclosures.io file sorting and renaming
Additional signatories ($75 per signatory)
Additional units (Apartments, Duplex, Fourplex) ($75 per unit)
Assignment of file to another Buyer/Seller Under Same Contract
Special Projects (negotiable)
ZipForms and DocuSign Templates ($250 each)
MLS Entry Support ($150 each)
Listing Cancellation and Re-listing of property address (Considered different
transactions)
Separate compliance file for additional agents (if required by brokerage; price
determined per individual circumstance)
3. Agent Responsibilities
Agent agrees to provide clear and accurate instructions regarding the preferred signature
method (wet vs. electronic) and all other document preparation details prior to the start of work.
If revisions or rework are required due to incomplete, inaccurate, or changed instructions—such
as switching signature methods after documents have been prepared—these will be considered
outside the scope of the basic flat-fee service. At the Company’s discretion, significant or
repeated rework due to Agent error or client indecision may incur additional charges or require a
shift to an hourly or project-based billing structure. Agent further agrees to:
Coordinate Managing Broker introduction and onboarding approval of using outside TC
Provide complete and timely instructions for all requested actions
Provide proactive updates on timelines and file strategy and concerns
Submit documents in individual PDF format, not bulk files, to support efficient processing
Handle all contractual dates, disclosures, and negotiations personally or through their
brokerage
Schedule services in advance; TC services are not intended for emergency use or
last-minute file rescue
4. Use of Technology & Intellectual Property
Assistant.RealEstate uses a combination of Agent-provided platforms (e.g., ZipForms, MLS
access, brokerage portals) and Company-owned platforms (e.g., Disclosures.io, DocuSign,
PropDisc, broker file systems) to complete TC services.
Access to third-party platforms provided by the Agent is used solely for the purpose
of executing contracted services.
All work-product created by the Company—regardless of which platform it is created
within—remains the intellectual property of Assistant.RealEstate. This includes, but is not limited
to:
Custom workflows
File structures and organization
File naming conventions
Signature templates
Communication templates
Checklists and compliance
procedures
Access to any such work product is revoked to the Agent upon termination of services, and the
Agent may not replicate, retain, or reuse these materials without written permission. The Agent
may not revoke access to the Company’s work product on any utilized platform at any time.
5. Service Limitations
TC is working as an unlicensed assistant function - see CAR Unlicensed Assistant
guidelines attached
TC does not provide legal advice, negotiation strategy, or contract coaching
All decisions and communications regarding contract interpretation and negotiation must
be handled by the Agent and/or their Broker
Company does not accept responsibility for any delays, errors, or omissions resulting from
incomplete or inaccurate instructions
6. Broker Notice
The parties acknowledge that the Agent’s managing broker (“Broker”) is not a party to this
Agreement and has no contractual rights or obligations hereunder. Assistant.RealEstate may, at
its discretion, provide the Broker with information regarding the transaction, this Agreement, or
the services performed, as necessary for operational, compliance, or oversight purposes.
Such notice is for informational purposes only and does not alter, modify, or relieve any
obligations or responsibilities of the parties under this Agreement, including, but not limited to,
the parties’ respective responsibilities for the accuracy, completeness, and execution of the final
product, as addressed in the Errors and Omissions provisions. Providing notice does not create
any new liability for the Broker.
The Agent remains responsible for directing all TC actions; notice to the Broker does not
substitute for the Agent’s oversight or approval of any transaction documents.
Assistant.RealEstate will exercise professional discretion in determining what information is
necessary to share with the Broker and will limit any disclosures to what is required for
operational oversight. All such information will be handled in accordance with applicable
California real estate, business, and privacy laws, including, without limitation, the California
Department of Real Estate regulations and the California Consumer Privacy Act (CCPA).
7. Payment Terms
Full TC service fee of $575 is due upon booking, as files are front-loaded and staffing is
allocated based on bookings
As a courtesy, payment may be made through escrow when possible
If service is terminated early (by either party), full payment remains due immediately
A loyalty discount may be offered at the discretion of the Company for Agents who
regularly utilize services for both purchase and listing files.
7a. Payment for Services Rendered in Rare Circumstances
In the event of a client’s death or incapacitation, fees for services provided up to the date of the
event remain due. Payment is the responsibility of the client’s estate or authorized
representative, unless otherwise agreed in writing by Assistant.RealEstate.While the Company
may offer appropriate administrative support and extend condolences, payment for services completed up to the date of the event remains due. Assistant.RealEstate understands these
situations are difficult and will work compassionately with the estate.
8. Late Fee Policy and Short Payment Clause
1. Late Payment Fee
In the event that payment is not received within 15 days of the due date, a late fee of
1.5% of the outstanding balance will be charged per month (or the maximum allowable
rate under California law). This fee will accrue until the balance is paid in full. Payments
made after 15 days will be subject to this late fee.
2. Short Payment
If an invoice is paid in part (i.e., a short payment), the remaining balance is due
immediately. If the remaining balance is not settled within 15 days of the short payment,
it will be added to the next invoice and treated as part of that payment.
A 5-day grace period will be honored before late fees apply, unless otherwise arranged in
writing.
9. Compensation Ethics & Payment Independence Clause
In alignment with federal anti-kickback statutes and California Business and Professions
Code § 10176(g), which prohibit compensation arrangements that may constitute
inducements, bribes, or improper influence over a transaction, payment for Transaction
Coordination services is due in full regardless of whether the transaction closes.
Assistant.RealEstate does not base its compensation on the success or failure of the
deal, as doing so may violate ethical standards and compliance laws. Payment is owed
for work rendered and project engagement, not outcome.
10. Termination & Ethics Clause
The Company reserves the right to terminate services at any time if:
The Agent fails to uphold their responsibilities
There is a breakdown in communication
The Agent engages in unethical behavior, including but not limited to misrepresentation,
pressure to perform unlawful acts, discrimination, or harassment
In such cases, the full service fee remains due, regardless of the status of the
transaction.
11. File Retention and Privacy Policy
1. File Retention
While the Broker Compliance file is considered the final work product and formal file, in
compliance with California Department of Real Estate (DRE) regulations,
Assistant.RealEstate will retain all transaction-related documents and records for a
period of at least three (3) years from the date of the transaction's completion or final
closing. This includes, but is not limited to, signed agreements, disclosures, and other
documents involved in the real estate transaction.
2. Document Destruction
After the retention period has elapsed, all documents will be securely destroyed unless
otherwise instructed by the Agent or required by law to retain certain records for a longer
period.
3. Confidentiality and Privacy
Assistant.RealEstate acknowledges and agrees to maintain the confidentiality and
security of all Agent, client, and transaction-related information. All documents and
personal data will be stored securely, in accordance with California Consumer Privacy
Act (CCPA) and other applicable privacy laws.
Documents are stored on Company-provided platforms (e.g., DocuSign,
Disclosures.io, etc.), which are encrypted and compliant with privacy and security
standards.
Access to data is granted solely to authorized parties involved in the transaction.
All data is handled with the utmost discretion and in strict compliance with
California privacy regulations.
4. Data Access and Request
Agents or clients may request access to any retained documents in accordance with
applicable California laws. Requests should be made in writing, and the Company will
respond within a reasonable time frame in accordance with legal requirements.
5. Data Breach Protocol
In the event of a data breach, Assistant.RealEstate will notify affected parties
immediately in accordance with applicable law, including the California Data Breach
Notification Law (Civil Code § 1798.29). Steps will be taken to mitigate any harm
resulting from unauthorized access.
12. Force Majeure
Neither party shall be liable for any failure or delay in performance under this Agreement (other
than for delay in the payment of money due and payable hereunder) to the extent said failures
or delays are caused by conditions beyond their reasonable control, including but not limited to
acts of God, government restrictions, natural disasters, pandemics, labor strikes, power
outages, internet or communications failures, or acts of terrorism or war (“Force Majeure
Event”). In the event of a Force Majeure Event, the affected party shall promptly notify the other
in writing and shall use reasonable efforts to resume performance as soon as practicable.
13. No Interpretation Against Drafter
This Agreement shall be deemed to have been drafted jointly by both parties, and no
presumption or burden of proof shall arise favoring or disfavoring any party by virtue of the
authorship of any provision of this Agreement.
14. Notices
Any notice required or permitted to be given under this Agreement shall be in writing and shall
be deemed effectively given: (a) upon personal delivery; (b) upon deposit with a nationally
recognized overnight courier, with written confirmation of delivery; or (c) via email with
confirmation of delivery or read receipt. Notices shall be sent to the parties at the contact
information provided in this Agreement, unless updated in writing by either party.
Agent Name Defaults to Agent Initiating eMail Engagement
Phone Defaults to Agent Phone Identified in Initiating eMail Engagement
eMail Defaults to Agent eMail Initiating eMail Engagement
Assistant.RealEstate
650-235-0210
PO Box 20, Millbrae, CA 94030
1. Acknowledgement
The Agent is contracting directly with Assistant.RealEstate and is solely responsible for all
payments and obligations under this Agreement. These responsibilities are non-transferable
and may not be assigned to any other party, including their brokerage, clients, escrow, or
cooperating agents. The Agent agrees and instructs Assistant.RealEstate to submit to their
client the Client Acknowledgement of Third-Party, Independent Transaction Coordinator
disclosure for full transparency with CAR guidelines for work completed by unlicensed
assistants. By signing below, the Agent agrees to the scope, responsibilities, limitations, and
payment terms outlined above and has read and understands this Agreement in its entirety.
Your Real Estate Agent has engaged the services of a third-party, Independent Transaction Coordinator (TC) from
Assistant.RealEstate to assist with the documentation and compliance management of your real estate transaction.
What This Means for You:
No Extra Cost to You: Your Agent is solely responsible for the fee associated with the Transaction Coordinator.
Additional Support: The TC serves as an additional team member, supporting the Agent in organizing and submitting
required transaction documents, ensuring compliance with brokerage and regulatory standards, and assisting with general timeline management.
Secure and Professional Handling: All documents are handled securely and confidentially, and stored in compliance
with privacy laws and broker file retention policies.
Availability for Document Questions: The TC is available to assist with questions related to signing documents via
DocuSign or related tools. However, your real estate agent serves as your licensed fiduciary to discuss the contents of the documents and completion requirements.
Important Notes:
Limited Role: The TC is not working in the role of your licensed real estate professional fiduciary and is not authorized to provide legal advice, interpret contracts, negotiate on your behalf, or act independently in any capacity.
Agent Present for Communication: Any communication between you and the TC will take place with your Agent’s
knowledge and/or presence. This ensures clarity and proper representation.
By signing below, you acknowledge that:
You understand a third-party Transaction Coordinator is supporting your Agent.
Your Agent is responsible for directing the TC and paying all fees.
The TC’s involvement is administrative and does not substitute for your Agent’s professional responsibilities or
representation.
TC Advisory:
P*isley LLC, dba Assistant.Real Estate [The Company] is a sole proprietorship Real Estate Support Services Company with the founding Managing Member, Paisley Vartanian, conducting TC services within San Mateo County, California, United States of America. She has completed her California Transaction Coordinator Certification and is also separately a California licensed real estate agent, DRE 01790592, with her license oversight by Corcoran Icon Properties, DRE 02205397. The Company maintains Errors and Omissions insurance for TC Services conducted by the entity.
Effective Date Defaults to eMail Engagement Date
Agent Name Defaults to Agent Initiating eMail Engagement
Property Address Defaults to Address Noted In Engagement