Real estate transactions have a reputation for being confusing — and honestly, a lot of that confusion comes down to one simple thing: people don’t know who’s responsible for what.
In the corporate world, there’s a framework called a RACI chart. It stands for Responsible, Accountable, Consulted, and Informed — and it’s basically a map of who owns what in any complex project. After years of sitting in marketing war rooms at companies like Salesforce and Facebook, I lived and died by these things.
Turns out, a real estate transaction is basically a project. A high-stakes, emotionally loaded, very expensive project. So let’s build the RACI.
First, the key: what do R, A, C, and I actually mean?
R – Responsible: The person doing the work. Hands on keyboard (or steering wheel, or clipboard).
A – Accountable: The person who owns the outcome. If something goes wrong, this is who answers for it. There should only be one “A” per task — otherwise no one’s truly accountable.
C – Consulted: Subject matter experts whose input is needed before a decision is made. Two-way communication.
I – Informed: People who need to know what happened, but aren’t part of making it happen. One-way communication.
The Players
Before we get to the chart, let’s meet the cast. These are all the folks involved in the a real estate transaction.
Your Real Estate Agent - The Buyer Agent
Your quarterback. In the East Bay, your agent should also know Berkeley’s BESO requirements, the latest of Oakland’s ordinances, local transfer tax nuances, and who to call to transfer utilities. Though the heavy lifting of their job was done by writing you a winning offer, you can rely on them as a key point person during the transaction to keep things moving.
The Listing Agent
The seller’s quarterback. Their loyalty is to the seller. They are not your friend (even if they seem lovely). Respect the relationship; don’t confuse it.
The Escrow Officer
The neutral third party who holds the money, coordinates the paperwork, and makes sure the transaction closes in the right order. In California, escrow companies (not attorneys) typically handle this role. They work for both parties and follow the escrow instructions to the letter.
The Lender
If you’re financing the purchase, your lender is pulling your credit, ordering the appraisal, underwriting your loan, and ultimately giving the green light that funds can be released. They are often the reason transactions are delayed. They aren’t a scary bank who may or may not lend you money. They are actually on your team. Choose wisely.
The Appraiser
If you’re getting a loan, the lender orders an independent appraisal to confirm the home’s value supports the purchase price. The appraiser works for the lender, not you — but their findings affect you enormously.
The Title Company
They research the property’s ownership history to make sure the seller has the legal right to sell, and that no liens, judgments, or easements will surprise you after close. They issue title insurance to protect you (owner’s policy) and your lender (lender’s policy).
Transaction Coordinator (TC)
Often working behind the scenes on your agent’s team, the TC tracks every deadline, chases every signature, and keeps the transaction moving. Think of them, working in partnership with the Broker, as the compliance officer to make sure everything is being acknowledged and signed.
Your Real Estate Attorney
They aren’t particularly necessary in a transaction in California (unlike East Coast states). Sometimes they are worth consulting for probate sales, trust-held properties, complex contract disputes, and the odd and rare scenario. But they aren’t part of a typical transaction in the East Bay.
City / County Officials
For East Bay transactions, this can include the City of Berkeley (BESO energy compliance, permit pull history), the City of Oakland (rent ordinance, transfer tax, point-of-sale retrofit requirements), and Alameda County (recording deeds, transfer tax assessments).
The RACI (Simplified)
R = Responsible | A = Accountable | C = Consulted | I = Informed
What this chart is really telling you
You are Accountable for more than you think. Your agent does a lot of the work, but the decisions — the offer price, whether to remove contingencies — those are yours. A good agent educates and advises. A great agent won’t let you sign something you don’t understand. But the A is always with you.
Escrow is the hub. Almost every piece of the transaction flows through escrow at some point. They’re neutral, they’re methodical, and they’re not there to give you advice — they’re there to execute.
Your lender can hold the whole thing hostage. This rarely happens but this is why I always recommend getting fully underwritten pre-approval — not just pre-qualification — before we make an offer. They fund the EMD, the down payment and order the appraisal. So the more “on top” of it they are from the get, the smoother the process will go.
In the East Bay, city compliance is its own track. Getting the work done for city ordinances don’t pause for your timeline. Even if some are the seller’s responsibility to complete, but you (as the buyer) should also be tracking them — because they affect your close date. Stay close, stay informed.
The bottom line
Real estate transactions feel chaotic because most people don’t know who to call when something goes wrong — or who to thank when it goes right. Now you have the map.
If you’re getting ready to buy or sell in Oakland or Berkeley and want to walk through how this looks for your specific situation, I’d love to connect.
And if you found this useful — share it with someone who’s about to go through this for the first time. The more people understand the process, the smoother every transaction gets. For everyone.
Melissa is a licensed California real estate agent (DRE #02335814) specializing in the East Bay market. She works with buyers and sellers in Oakland, Berkeley, and the surrounding area.
