This article explains how to cancel a pending transaction or an active listing, including how to submit the cancellation request, upload the required documentation, and understand the status changes throughout the process.
The new cancellation workflow keeps the request, required documents, and auditor review in one place. This helps reduce back-and-forth and makes it easier to track the progress of a cancellation.
Canceling a Pending Transaction
Use the Cancel Contract workflow when you need to cancel a pending transaction.
Step 1: Open the Pending Transaction
Go to Pending Files.
Locate the transaction you want to cancel.
Open the property profile.
You can view the current status of each transaction, including Pending and Cancellation Pending.
Step 2: Start the Cancellation Request
From the property profile:
Click Cancel Contract at the top of the page.
Click Cancel Contract when prompted.
Confirm that you want to cancel the contract.
After you confirm, the status will automatically change to:
Pending → Cancellation Pending
The auditor will be notified that a cancellation request has been submitted.
Step 3: Upload the Cancellation Documents
Submitting the cancellation request is only the first part of the process.
After the status changes to Cancellation Pending:
Go to your Auditing Dashboard.
Open the appropriate file.
Upload the Cancellation of Contract document to the designated checklist item.
Upload any other required supporting documentation.
Submit the file for auditor review.
Important: The transaction cannot be fully canceled until the required cancellation documentation has been uploaded to the checklist and approved by the auditor.
Step 4: Auditor Review
The file will remain in Cancellation Pending while the auditor reviews the cancellation request and supporting documentation.
Once the auditor approves the cancellation, the status will change to:
Cancellation Pending → Contract Canceled
Canceling an Active Listing
Use the Cancel Listing workflow when you need to cancel an active listing.
Step 1: Open Active Listings
Go to Active Listings.
Locate the listing you want to cancel.
Open the listing profile.
You can view the listing's current status, including Active Listing and Listing Cancellation Pending.
Step 2: Start the Cancellation Request
From the listing profile:
Click Cancel Listing in the top-right corner.
Click Cancel Listing when prompted.
Confirm that you want to cancel the listing.
After you confirm, the status will automatically change to:
Active Listing → Listing Cancellation Pending
The auditor will also receive a notification that you have requested to cancel the listing.
Step 3: Upload the Cancellation Documents
After submitting the cancellation request:
Go to your Auditing Dashboard.
Open the listing.
Upload the Cancellation of Listing document to the appropriate listing checklist item.
Upload any other required supporting documentation.
Submit the file for auditor review.
Important: The listing cannot be canceled until the appropriate cancellation documentation has been uploaded to the checklist and approved by the auditor.
Step 4: Auditor Review
The listing will remain in Listing Cancellation Pending while the auditor reviews the request and supporting documentation.
Once the auditor approves the cancellation, the status will change to:
Listing Cancellation Pending → Listing Canceled
After the listing is canceled, it will automatically drop out of the Active Listings tab and will no longer appear there.
Understanding Cancellation Statuses
File Type | Initial Status | After Cancellation Request | After Auditor Approval |
Pending Transaction | Pending | Cancellation Pending | Contract Canceled |
Active Listing | Active Listing | Listing Cancellation Pending | Listing Canceled |
Expired File Status
In addition to cancellation statuses, files can also automatically move to Expired when an important date has passed.
A file may become Expired when:
A pending transaction passes its closing date, or
A listing reaches its expiration date.
Expired does not automatically mean the transaction or listing is canceled. It means the file has reached its relevant date and requires action.
Expired Pending Transaction
If a pending transaction reaches its closing date and becomes Expired, but the transaction is still moving forward:
Open the expired transaction.
Go to the Cover Sheet.
Update the closing date to the new expected closing date.
Upload any required supporting documentation.
Submit the file for auditor review.
Updating the date notifies the auditor that the file requires review. Once the auditor approves the updated information and documentation, the file can return to Pending status.
If the Transaction Is No Longer Moving Forward
If an expired pending transaction is no longer moving forward, follow the Cancel Contract workflow instead of simply updating the closing date.
Expired Listing
If a listing reaches its expiration date, review the listing and determine the appropriate next step.
If the Listing Is Being Extended
Open the listing.
Update the expiration date on the Cover Sheet.
Upload any required supporting documentation.
Submit the file for auditor review.
If the Listing Is Being Canceled
If the listing is no longer active, follow the Cancel Listing workflow:
Cancel Listing → Listing Cancellation Pending → Upload Cancellation of Listing Documents → Auditor Approval → Listing Canceled
Cancellation vs. Expired Status
It is important to understand that Cancellation Pending and Expired are different statuses.
Status | What It Means | What You Should Do |
Pending | Transaction is active and expected to close | Continue managing the transaction |
Cancellation Pending | Cancellation request has been submitted | Upload the Cancellation of Contract document and required supporting documents |
Contract Canceled | Pending transaction cancellation has been approved | No further cancellation action is required |
Active Listing | Listing is currently active | Continue managing the listing |
Listing Cancellation Pending | Listing cancellation request has been submitted | Upload the Cancellation of Listing document and required supporting documents |
Listing Canceled | Listing cancellation has been approved | Listing is removed from Active Listings |
Expired | Closing or expiration date has passed | Update the relevant date and documentation, or proceed with cancellation if appropriate |
Important: Starting a New Transaction After Cancellation
If a listing is canceled and a new buyer or transaction is subsequently created, do not upload the new buyer's documents to the existing canceled transaction file.
Follow the appropriate process for the new transaction. This prevents documents from different transactions from being mixed together and keeps the file history accurate.
When a listing is canceled, the system is designed to help provide a clean slate:
Existing listing documentation remains on the file.
Sales documents associated with the previous buyer are removed.
Documentation for a new transaction can be added separately.
Frequently Asked Questions
Why is my transaction still showing "Cancellation Pending"?
The cancellation remains pending until the required Cancellation of Contract document has been uploaded to the designated checklist and approved by the auditor.
Why is my listing still showing "Listing Cancellation Pending"?
The auditor must receive and approve the required Cancellation of Listing documentation and any other supporting documents before the listing can move to Listing Canceled.
Does "Expired" mean my file is canceled?
No. Expired only means that the relevant closing or expiration date has passed. If the transaction or listing is still moving forward, update the appropriate date and supporting documentation.
Can I upload new buyer documents to a canceled transaction?
No. A new buyer or transaction should follow the appropriate new transaction process. Do not mix new buyer documents with the previous canceled transaction.
What happens after my listing is canceled?
Once the auditor approves the cancellation, the status changes to Listing Canceled, and the listing is automatically removed from the Active Listings tab.
Quick Reference
Pending Transaction Cancellation
Pending Files → Property Profile → Cancel Contract → Confirm → Cancellation Pending → Upload Cancellation of Contract → Auditor Review → Contract Canceled
Listing Cancellation
Active Listings → Listing Profile → Cancel Listing → Confirm → Listing Cancellation Pending → Upload Cancellation of Listing → Auditor Review → Listing Canceled
Expired Pending Transaction
Expired → Update Closing Date on Cover Sheet → Upload Supporting Documents → Auditor Review → Pending
Expired Listing
Expired → Update Expiration Date if extending OR use Cancel Listing if no longer active → Auditor Review
Key takeaway: Always submit the cancellation request through the appropriate Cancel Contract or Cancel Listing button and upload the required cancellation documentation to the checklist. The file will not be considered canceled until the auditor reviews and approves the request.
For more information, please watch the videos below:
How to cancel a pending transaction
How to cancel your listing