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Utah · Utah Admin. Code R162-2f-401gDo transaction coordinators need a license in Utah? The personal assistant rule and the pay limit

Utah's Division of Real Estate rule R162-2f-401g says a licensee who employs an unlicensed individual to help with a real estate transaction must get the principal broker's permission first and supervise the assistant so the duties are limited to those that don't require a real estate license, including: clerical duties, such as making appointments for prospects to meet licensees – but only if the prospect initiated the contact; distributing a licensee's preprinted literature at an open house where a licensee is present, without giving other information or getting involved in negotiating, offering, selling or completing contracts; acting only as a courier delivering documents or picking up keys, so long as the courier doesn't discuss or complete forms or documents; placing signs and having keys made for listed properties; and securing public records from a county recorder, zoning office, sewer or water district or similar entity (R162-2f-401g(1)–(2)). The assistant must be paid at a predetermined rate that isn't contingent on real estate transactions happening and isn't set by commission sharing or fee splitting, and must not do telephone solicitation or other prospecting (R162-2f-401g(3)–(4)). For a TC in Utah, that means completing forms or discussing documents is outside what an unlicensed assistant may do, and a fee paid only when a deal closes doesn't fit the pay rule for an assistant employed under this section.

The rule

  1. 1. Permission (401g(1))

    The principal broker approves before the assistant is employed.

  2. 2. Duties (401g(2))

    Only tasks that don't need a license – clerical, courier, signs, keys, public records.

  3. 3. Pay (401g(3))

    Predetermined; not contingent on transactions or split from commissions.

  4. 4. No prospecting (401g(4))

    No telephone solicitation or other activity to secure prospects.

What this means for a TC in Utah

  • Get the principal broker's permission before starting.
  • Keep to scheduling, tracking and courier work – no completing or explaining forms.
  • Agree on a predetermined rate rather than a fee paid only at closing.

Questions about Utah TC licensing

Can an unlicensed assistant fill out forms in Utah?

The rule limits a courier to delivering documents without discussing or completing forms or documents, and limits the assistant to duties that don't require a license (Utah Admin. Code R162-2f-401g(2)).

Can a Utah unlicensed assistant be paid per closed transaction?

No – the rule requires a predetermined rate that isn't contingent on real estate transactions occurring and isn't set by commission sharing or fee splitting (R162-2f-401g(3)).

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Source: Utah Administrative Code R162-2f-401g, Use of Personal Assistants (adminrules.utah.gov, rule R162-2f effective August 16, 2023, read October 26, 2026).

General information, not legal advice. The principal broker decides what an assistant does. ClosingCode is software; it is not a law firm or brokerage. This guide is not a substitute for the advice or services of an attorney.