Under 59 O.S. 858-360, the duties and responsibilities set out in the Oklahoma Real Estate License Code replace and abrogate the fiduciary or other duties a broker would otherwise owe to a party under common law principles of agency. The same section says a broker shall not be an agent, subagent or dual agent, and that an offer of subagency shall not be made to other brokers. What replaces agency is a fixed list of statutory duties, described in 59 O.S. 858-353 as mandatory and incapable of being abrogated or waived by a broker.
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1,700+
real estate companies
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transactions managed
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in business
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In most states a transaction file exists to show who represented whom. In Oklahoma there is nobody representing anybody, so the file exists to show that the duties were performed - honestly, timely, for every party, and provably. Paperless Pipeline is real estate transaction management software that gives each of those duties a record: auto-applied checklists, a complete audit trail, document review history, and unlimited users, locations and storage.
The Oklahoma Real Estate Commission reported 26,676 licensed individuals and entities in the state in fiscal year 2025 (Oklahoma Real Estate Commission FY 2027 Budget Performance Review). Every one of them is working under the same fixed duty list.
No credit card. No contract. Free setup.
1,700+
real estate companies
4.6M+
transactions managed
16 years
in the industry
~30,000
closings last month
Here is every duty the Broker Relationships Act imposes, in plain English, paired with the thing in the file that proves it happened. A duty with no record behind it is a duty you cannot demonstrate, and in a state with no agency to fall back on, demonstrating it is the whole defence. See everything the checklist engine covers.
Owed to every party in the transaction - 858-353(A)
Treat all parties with honesty and exercise reasonable skill and care.
What that means: Honesty is not a document, but the sequence of what you sent and when is.
What proves it: A complete audit trail on every file, recording every action taken and by whom.
Unless specifically waived in writing by a party, receive all written offers and counteroffers, reduce offers or counteroffers to written form on request of any party, and present all written offers and counteroffers timely.
What that means: The duty is not to get a deal done, it is to move every offer, including the ones nobody wants.
What proves it: A per-transaction Maildrop address that pulls offer emails into the file as they arrive, Standardized Document Names so an offer is filed as an offer, and dashboards showing what is sitting unactioned today.
Timely account for all money and property received by the broker.
What that means: Receipts, deposits and disbursements, each with a date somebody can check.
What proves it: Checklist items for the deposit record and the disbursement record, tied to Key Dates that auto-calculate due dates in business days or calendar days.
Keep confidential information received from a party or prospective party confidential. The statute lists exactly four things that count as confidential - that a party will pay more or accept less than what is being offered, that a party will agree to different financing terms, the party's motivating factors, and information a party specifically designates as confidential unless it is public - and states this is the only information considered confidential in a transaction.
What that means: A narrow, defined duty is easier to keep than a vague one, provided the people with access are the right people.
What proves it: Granular permissions scoped to the person, and optional auditor access so an examiner can read a file without being handed the keys to the company.
Disclose information pertaining to the property as required by the Residential Property Condition Disclosure Act.
What that means: This is where the duty framework and the disclosure statute meet, and it is covered in full below.
What proves it: An auto-applied checklist item that has to clear before a file moves past offer stage.
Comply with all requirements of the Oklahoma Real Estate License Code and all applicable statutes and rules.
What that means: The catch-all, which in practice means your process has to match the Code even on the files nobody is watching.
What proves it: Auto-applied Checklist Templates that fire by deal type, side, location and status, so the standard is the same on a Tulsa lease and an Oklahoma City resale.
Disclose information about the compensation and fees assessed on each transaction to the represented party, communicated in writing before the effective date of the contract for sale or lease, and disclose the time frame for which the compensation agreement is valid, which may not exceed one year and defaults to sixty days if no time frame is specified. This provision was amended by Laws 2024, chapter 326, effective 1 November 2024, so it is newer than a lot of the advice circulating.
What that means: A written disclosure that has to exist before a date, plus a compensation agreement with an expiry somebody has to track.
What proves it: Doc Labels on the written compensation disclosure, document review history showing when it was handled, and Key Dates carrying the agreement's expiry as a real deadline rather than a memory.
Owed only to the party receiving brokerage services - 858-353(B)
Inform the party in writing, when an offer is made, that the party will be expected to pay certain costs and brokerage service costs, and the approximate amount of those costs.
What that means: A written notice at a specific moment, one per offer.
What proves it: A checklist item that attaches to the offer stage, with the sent notice landing back in the file through the transaction's Maildrop address.
Keep the party informed regarding the transaction.
What that means: The duty that quietly generates more complaints than any other, because it is continuous rather than a single event.
What proves it: Messaging with @mentions kept on the transaction itself rather than in personal inboxes, a Message Template Library so updates go out consistently, and dashboards showing what is due today, overdue and upcoming across every file in the firm.
In short
The Oklahoma Real Estate Commission is empowered to create an Oklahoma Real Estate Contract Form Committee by rule, which is required to draft and revise real estate purchase and lease contracts and related addenda for voluntary use by real estate licensees (59 O.S. 858-208(14)). Oklahoma does not mandate these forms - the statute's own word is voluntary.
The committee was established by the legislature in 2001 and has thirteen members: five appointed by the Oklahoma Real Estate Commission, three by the Oklahoma Bar Association and five by the Oklahoma Association of Realtors (OREC 2026 Contract Change Guide). The forms are revised annually and republished effective 1 January, with the commission publishing a change guide alongside them. The 2026 revision added a Manufactured or Mobile Home Supplement, a Homeowner's Notice of Cancellation of Wholesale Real Estate Purchase Contract following Senate Bill 1075, and a Deed Theft Advisory following Senate Bill 877, to be completed at each closing of a transaction.
The practical point: because the forms change on a fixed annual cycle, the checklist that expects them has to change too. Auto-applied Checklist Templates are edited once and apply to every new file from that point, and Standardized Document Names keep a 2026 form filed under the same label as its 2025 predecessor so a five-year-old file and a five-week-old file still read alike. Confirm current form editions on the OREC contract forms page.
The Residential Property Condition Disclosure Act reaches residential property improved with not less than one and not more than two dwelling units, and it applies where a seller is represented by a real estate licensee or, where the seller is unrepresented, has received a written request from the purchaser (60 O.S. 831 and 832). It is not a form to be collected at some point before closing. Almost every deadline in it is anchored to a single moment, and that moment is acceptance of the offer. All facts below are cited to the OREC publication of the Act.
The licensee duties run alongside the sequence: a licensee representing or assisting the seller must obtain the statement and any amendment from the seller and make it available to potential purchasers before acceptance of an offer; a licensee representing or assisting the purchaser must obtain it and make it available to the purchaser before acceptance; and every licensee has a duty to disclose to the purchaser any defects actually known to them that are not in the statement (60 O.S. 836(A), (B) and (C)). A licensee who has not complied is subject to disciplinary action by the commission (60 O.S. 836(D)).
A purchaser's action under the Act must be commenced within two years after the date of transfer (60 O.S. 837(C)), a useful reminder that files stay live long after closing. And newly constructed, previously unoccupied dwellings are among the transfers exempt from the Act (60 O.S. 838(A)(9)), exactly the sort of exception a checklist should encode rather than a person remember.
This is a sequencing problem, and sequencing problems are what checklists and dates are for. Auto-applied Checklist Templates put the statement on covered residential files and leave it off exempt new construction, because they key off deal type. Key Dates track the 180-day completion window against the date the purchaser actually received it. And when a defect surfaces mid-deal, document review history makes the amended statement visibly the amended one, with the acknowledgment and confirmation filed behind it.
A broker shall maintain all records and files for a minimum of five years after consummation or termination of a transaction, and for trust account records the five years commences with the date of disbursal of funds. Records must be destroyed in a secure manner (OAC 605:10-13-1(l)).
Then the part almost nobody writes about. The commission has a specific rule for records stored on alternative media, meaning any electronic device or computer technology used to create, store or retrieve trust account and transaction documentation, whether the equipment is internal or external. If a broker uses their own equipment or a third party vendor to create, store or retrieve this information, the broker shall ensure the documentation is maintained and able to be retrieved for the five-year period (605:10-13-1(m)).
The rule goes further: trust account records must be kept in their original format for at least two years before transfer to alternative media; a quality assurance check must confirm every document was imaged and can be reproduced legibly; if requested documentation is irretrievable, the commission may take disciplinary action; and the broker must maintain both the media and a means of viewing and retrieving records, and provide a true, correct and legible paper copy to the commission on request (605:10-13-1(m)(1) to (6)).
Oklahoma's rule anticipated exactly this situation. It says using a vendor does not move the obligation. The broker still has to be able to produce the record five years later, legibly, on request. That makes two questions worth asking of any system holding Oklahoma files: can you retrieve a five-year-old document today, and do you hold a copy that does not depend on that system continuing to exist. Free monthly vendor-neutral backups answer the second question, and unlimited storage means nothing gets pruned to answer the first. Optional auditor access lets the commission's examiner read what they asked for without administrative control of the firm. See our broker record retention guide.
A few trust account facts, briefly and honestly, because the software holds records rather than funds: escrow funds are deposited before the end of the third banking day following acceptance of an offer or receipt of the funds, unless all interested parties agree otherwise in writing (605:10-13-1(a)(1)(D)); trust and escrow accounts must be registered with the commission in writing (605:10-13-1(e)); and a signed settlement statement must be furnished in each transaction at the time it is consummated (605:10-13-1(f)). Paperless Pipeline does not hold or reconcile funds - it holds the deposit records, the settlement statement and the disbursement paperwork that the same rule says have to survive five years. And a broker ceasing real estate activities must notify the commission in writing of the effective date and advise where the records will be stored (605:10-13-1(n)(1)), another reason a firm should hold its own copies.
MLSOK serves around 8,600 MLS subscribers in Oklahoma City and the surrounding area (MLSOK). MLS Technology, Inc., formerly NORES, is wholly owned by the Greater Tulsa Association of REALTORS and operates the Tulsa area MLS (MLS Technology, Inc.). Oklahoma REALTORS, established in 1921, is one of the state's largest trade associations with more than 10,000 members (Oklahoma REALTORS).
A firm with an Oklahoma City office and a Tulsa office is working two different markets under one identical set of statutory duties, because 858-353 does not vary by county. Locations give each office its own working view while the firm still rolls up to one standard. Auto-applied Checklist Templates fire by location as well as deal type, side and status, so a Tulsa office can carry a local step Oklahoma City does not without anybody maintaining two separate processes. Instant reports answer firm-wide questions - what is closing in thirty days, what is overdue, what is still open with a deposit held - across both markets at once. Unlimited locations are on every plan. The Enterprise Portal exists for firms large enough to need multi-office roll-up above that.
An Oklahoma coordinator is not chasing an agency file, they are evidencing a duty file. Every one of the nine duties above has a moment where somebody has to actually do something and record that they did. That is the job.
Oklahoma does not license or certify transaction coordinators as a category. The commission issues licenses to real estate brokers, provisional sales associates, sales associates, branch offices, nonresidents, associations, corporations and partnerships (59 O.S. 858-208(5)), and there is no transaction coordinator license on that list. The boundary is the Oklahoma Real Estate License Code itself: work that constitutes real estate brokerage requires a license, so an unlicensed coordinator does administrative work at a broker's direction and does not negotiate or advise. Confirm scope with your broker or with OREC rather than with a job description.
There is no state-issued Oklahoma transaction coordinator certification, and OREC does not certify coordinators. What exists are private courses and the practical requirement that unlicensed work stays administrative under a broker's direction, which follows from the license categories cited above.
The useful path is the one this page describes: learn the nine statutory duties and what evidences each of them, learn the RPCDA disclosure sequence above, get repetitions on real files, and pick up a private certification if a firm you want to work with values one. See our transaction checklist guide. Checklists encode the process, so a coordinator's third Oklahoma file runs like their three-hundredth.
Confidential information under 858-353(A)(4) is a defined and narrow category, and access to it should be scoped deliberately rather than granted by default. Granular permissions let a coordinator run checklists, documents and dates across many brokers' files while staying out of what they have no business seeing, and unlimited users means adding a coordinator never costs a seat because pricing is based on production rather than headcount.
Take an Oklahoma City firm on MLSOK closing 15 sides a month, with an associate office in Tulsa. Plans are priced by monthly production, from $69 per month for 5 transactions up to $540 per month for 250 transactions, with an Unlimited plan at $715 for 450 transactions and $1.65 per transaction beyond that. Every plan includes unlimited users, unlimited locations and unlimited storage, with no contract, free setup, and a 14-day free trial that requires no credit card. See full pricing for the exact tier at 15 monthly transactions, and weigh that per-file cost against the cost of a single duty a firm cannot evidence five years after the fact.
Add-ons, stated honestly: Pipeline eSign is usage-based, sold in blocks of 10 signature requests with unlimited signers and unlimited documents per request. The Commission Module starts at $49 per month and handles splits, tiers, caps, CDAs sent to the closing company and around 12 financial reports, directly relevant given the written compensation disclosure duty at 858-353(A)(7). Pipeline AI early access offers AI Doc Review at $99 per 1,000 pages. The Enterprise Portal provides multi-office roll-up for larger firms. See everything that is included.
No. Under 59 O.S. 858-360 a broker is not an agent, subagent or dual agent, and the statutory duties in the Broker Relationships Act replace and abrogate common law fiduciary duties. Brokers provide brokerage services and owe a defined set of duties to everyone in the transaction.
Honesty and reasonable skill and care, handling and presenting written offers, timely accounting for money and property, confidentiality within the statute's defined limits, property disclosure under the Residential Property Condition Disclosure Act, compliance with the Code, and written disclosure of compensation and fees before the effective date of the contract (59 O.S. 858-353(A)). These duties are mandatory and cannot be waived or abrogated by a broker.
As soon as practicable, but in any event before acceptance of an offer to purchase. If it arrives after an offer has been made, the offer may only be accepted once the purchaser acknowledges receipt and confirms the offer (60 O.S. 834). The statement's completion date may not be more than 180 days before the purchaser receives it.
A minimum of five years after consummation or termination of a transaction, with trust account records running from the date of disbursal of funds, and the broker remains responsible for retrievability even when a third party vendor stores the records (OAC 605:10-13-1(l) and (m)). Unlimited storage and free monthly vendor-neutral backups mean that five year tail costs nothing extra.
Plans are priced by monthly production, from $69 per month for 5 transactions up to $540 per month for 250 transactions, with an Unlimited plan at $715 for 450 transactions and $1.65 per transaction beyond that. Every plan includes unlimited users, unlimited locations and unlimited storage, with no contract, free setup, and a 14-day free trial that requires no credit card. Confirm current pricing at paperlesspipeline.com/pricing.
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