For Real Estate Transaction Coordinators ·
What you'll accomplish
By the end of this guide, you'll have a Claude Project that stores your process documents, email templates, state disclosure requirements, and institutional knowledge — and lets you query all of it in plain English. When a new scenario comes up, your knowledge base gives you an answer grounded in your own processes instead of generic AI output.
What you'll need
Go to claude.ai. If you have a free account, click "Upgrade" in the left sidebar. Choose the Pro plan ($20/month). Complete checkout.
What you should see: A "Pro" badge in your account, and a "Projects" option appears in the left sidebar.
In the left sidebar, click "Projects" → "New project."
Name it: TC Knowledge Base — [Your Name/State]
Description: "My transaction coordination processes, templates, and state-specific requirements."
Click Create.
Every Project has a "Project instructions" field — this is always visible to Claude in every conversation within this Project. Click "Add project instructions" and write:
You are my Transaction Coordinator assistant. You have access to my process documents, email templates, and state-specific requirements uploaded to this Project.
When I ask you to draft communications, use the templates and tone from my uploaded documents as a guide. When I ask compliance questions, reference the disclosure requirements I've uploaded.
I work in [YOUR STATE] on residential transactions. I use [YOUR PLATFORM — Dotloop/SkySlope/etc.]. My clients are primarily [first-time buyers / move-up buyers / investors / all types].
When drafting formal documents (addenda, disclosures), always note these are drafts for review.
In the Project panel, click "Add content" or the upload icon.
Upload the following (in whatever format you have them — PDF, Word, Google Doc, text):
Troubleshooting: If a document is too large, break it into sections and upload separately. Claude Pro handles long documents well.
Start a conversation within the Project (not in the general chat — make sure you're inside your Project). Ask:
"Based on my process documents, what are all the disclosures I need to send within the first 3 days of opening a new residential transaction?"
What you should see: An answer that references your specific uploaded documents, not generic information.
For process questions: "According to my documents, what are the steps for [specific scenario — cash transaction, FHA loan, lease-back]?"
For generating new templates: "Using the style of my existing email templates, draft a new email for [new scenario I haven't templated yet]."
For compliance checks: "What disclosures are required for a [type] transaction in [state] based on the requirements I uploaded?"
For onboarding content: "Create an agent FAQ document based on the questions I've answered in my uploaded emails and notes."