10 Real Estate Email Templates To Use In 2024
Good client communication is the foundation for successfully closing real estate deals.
If you and your client aren’t on the same page, your transaction could quickly fall apart, and you could lose out on a sale.
Real estate agents and transaction coordinators (TCs) need to communicate effectively with buyers and sellers to ensure the transaction process goes smoothly. One way to establish and maintain this communication with clients is through email.
It can be difficult to know what to say in an email. How can you better manage your emails and remain consistent in your communications? The answer is to use templates.
Relying on email templates allows you to communicate with clients at critical times within the transaction process to ensure every requirement is met.
The best part is you don’t have to spend time developing your own templates, we’ve handled this for you. In this article, we share 10 real estate email templates that are ready for you to use.
Why You Need Real Estate Email Templates
Having a library of email templates that you can rely on in any situation helps streamline your communication. It also improves your efficiency and creates a positive, responsive image for your business.
In this article, we discuss email templates that agents or transaction coordinators can use for client communication. You can also find out more information about real estate email marketing in our full guide to newsletters for real estate agents.
Here are some of the main reasons why your real estate team needs email templates:
✔️ Save time
In any real estate business, time is money. Using an email template can help your team save time, as they won’t have to compile a new message each time they need to contact a client.
You’ll also save money, as you won’t need dedicated staff to streamline your client communications.
We’re not suggesting you shouldn’t have agents or TCs in place to maintain communication with your clients. However, these team members could focus on more important tasks—like closing deals—rather than drafting and sending countless manual emails.
✔️ Remain consistent
Using email templates helps you keep your company’s messaging and branding consistent across all communication with clients.
This creates a professional image for your real estate business and reinforces brand identity with every email sent.
✔️ Get good response rates
Email is an excellent platform for client communication. On average, people check their emails 15 times per day.
This means that if you email clients, they are likely to open, read, and respond to your email, which is crucial to maintaining effective communication regarding a transaction.
Experimenting with different templates can help you determine what works best and what email content or subject lines get the best response rates.
You can continue to optimize your templates for clarity and better engagement until you have a full set of email templates that you know works well.
✔️ Maintain open and honest communication
If you want to ensure that every step of the transaction process is completed correctly and on time, you need to ensure that your client communication is crystal clear. You can do this by communicating openly and honestly about every detail of the deal as it progresses.
Your clients are making a big decision in their lives when they’re buying or selling a property.
They will appreciate it when an agent or transaction coordinator maintains transparent communication on a matter of such importance to them. It may even help in the sense that happy clients could bring you repeat business in the future.
✔️ Reduce errors
A spelling mistake or grammatical error can make your business look unprofessional. You need to ensure that the information you’re sending is accurate and complete to avoid a deal falling through.
Having email templates in place leaves little room for error and reduces the risk of miscommunication, which could be detrimental to closing a deal.
✔️ Stay organized
Having a set of email templates for different parts of the transaction process helps real estate professionals stay organized and on top of all the steps involved. This is crucial if you want your transactions to run smoothly and to close the deal.
5 Real Estate Email Templates for the Buying Side
At Paperless Pipeline, we work with thousands of real estate professionals and have learned a lot along the way.
This knowledge has helped us develop five essential email templates that your agents and TCs on the buying side can use to ensure they close deals successfully.
Template 1: The transaction timeline
You must inform your clients about the progress of the transaction process from the start of your deal. Emailing this information is an excellent way to ensure clients have a record of it and can plan accordingly.
Although these templates are designed for TCs to send, if a real estate agent is handling the transaction process, this template can be adjusted to accommodate this.
🕙 When to use this template
Our first template should be sent to clients when they enter the escrow process for purchasing a new property.
Transaction coordinators can use this template to introduce themselves to clients and reassure them that they are in good hands.
📧 The template
Email Subject: Transaction Timeline for {{transaction name}}
Email Body: Hi {{buyer first name}},
Congratulations on opening escrow for {{transaction name}}!
{{agent first names}} will still be working closely with you during the escrow process. However, I wanted to take a moment to introduce myself as your dedicated Transaction Coordinator. I am here to guide you through each step of the process, ensuring a seamless and stress-free experience. Below, I’ve outlined the anticipated timeline and key milestones for your upcoming transaction:
##Please keep in mind the following important dates:##
- **Acceptance Date:** {{acceptance date}}
- **Contingency Removal Date:** {{option period end date}}
- **Anticipated Close Date:** {{close date}}
Most documents will be sent for your signature via DocuSign. Please consider all documents time-sensitive. Should you prefer to receive and sign paper-based documents, please let us know and we will be happy to have all documents sent to you directly.
I look forward to working closely with you over the next few weeks! Please do not hesitate to contact me with any questions or concerns.
Best regards,
{{sender full name}}
Transaction Coordinator/Agent
{{location phone}}
Template 2: Preparing for a property inspection
Clients who are new to the home-buying process might not have a lot of knowledge about the home inspection requirement before a deal can continue.
🕙 When to use this template
The agent or transaction coordinator on the buyer’s side needs to notify the client about the upcoming inspection and what they can expect. This template is the ideal way to communicate all the details regarding the inspection.
It also allows the buyer to ask any questions they may have ahead of the inspection to ensure it goes smoothly.
📧 The template
Email Subject: Preparing for Your Property Inspection
Email Body: Hi {{buyer first name}},
I hope this email finds you well! I’m reaching out to confirm the details for your upcoming property inspection appointment. Ensuring that the property meets your expectations is an essential part of the home-buying process, and I’m here to assist you every step of the way.
We have scheduled the inspection for the following date and time:
- Date: {{inspection due date}}
- Time: [Insert Time]
- Inspector’s Name: {{contacts:Inspection Company:name}}
- Inspector’s Contact: {{contacts:Inspection Company:phone}}
Please mark the date on your calendar and attend the inspection if possible. The inspection typically takes [insert duration] and will provide you with valuable insights into the condition of the property.
Here are a few important points to keep in mind for the inspection:
- Be prepared: Arrive at the property on time and dress comfortably, as you will do a walkthrough of the property.
- Ask questions: Feel free to ask the inspector any questions you may have about the property’s condition or any issues they identify during the inspection.
- Take notes: Bring along a notepad or smartphone to jot down any important observations or recommendations from the inspector.
- Review the inspection report: After the inspection, you will receive a detailed inspection report outlining any findings or concerns. Take the time to review this report carefully and discuss any significant issues with your real estate agent.
If you have any questions or need assistance before or after the inspection, please don’t hesitate to reach out to me.
Best regards,
{{sender full name}}
Transaction Coordinator/Agent
{{location phone}}
Template 3: Homeowners insurance
First-time buyers might not be aware that they must have homeowners insurance finalized before the deal can close.
🕙 When to use this template
You can treat this message as a follow-up email that helps guide your clients through the transaction. You’ll need to send them this email well in advance of the estimated closing so that they can make the necessary arrangements to have their insurance in place.
📧 The template
Email Subject: Friendly Reminder: Homeowners Insurance
Email Body: Hi {{buyer first name}},
I hope you’re doing well! As we move closer to the closing date for your new home, I wanted to send you a quick reminder about obtaining homeowners insurance.
Having homeowners insurance in place is a requirement aimed at protecting your investment and providing you with peace of mind. It’s important to take out a policy before the closing date to ensure a smooth transition.
If you haven’t done so already, please take a moment to reach out to your insurance provider or shop around for quotes. Once you have your policy in place, please send me a copy.
If you have any questions or need assistance with this process, feel free to reach out. I’m here to help!
Best regards,
{{sender full name}}
Transaction Coordinator/Agent
{{location phone}}
Template 4: Closing reminder
The last thing you want is for a deal to fall through at the last minute because the final steps weren’t followed correctly.
🕙 When to use this template
This template can be used in the days leading up to the closing date. It informs the client of the exact documentation they’d need to have with them on the day of the closing, which helps ensure that everything is in place at this critical time.
📧 The template
Email Subject: Important Reminder: Upcoming Closing for {{transaction name}}
Email Body: Hi {{buyer first name}},
I hope this email finds you well and excited about the approaching closing date for your new home! We’re just a few days away from finalizing your purchase, and I wanted to ensure that you have all the information you need to make the closing process smooth and stress-free.
- Closing Details:
- Date: {{close date}}
- Time: [Closing Time]
- Location: [Closing Location Address]
Important Documents:
Please make sure you have the following documents with you on the day of closing:
- Government-Issued Photo ID
- Proof of Funds
- Homeowners Insurance
- Purchase Agreement
- Bank/Certified Check
Final Walkthrough:
Prior to the closing, we recommend scheduling a final walkthrough of the property. This is an opportunity to ensure that the home is in the agreed-upon condition and that any related repairs or changes have been completed satisfactorily.
If you have any questions or concerns about the final walkthrough, closing process, or the documents you need to bring, please don’t hesitate to reach out to me. I’m here to support you and make this transition as seamless as possible.
Once again, congratulations on finding your dream home!
Best regards,
{{sender full name}}
Transaction Coordinator/Agent
{{location phone}}
Template 5: Finalizing closing
You’ve helped your client find their dream home, but your email communication shouldn’t end there.
🕙 When to use this template
You can send this email template with some final steps that need to be completed as soon as the deal is successfully closed. This is your opportunity to send them their final closing documents and give them advice to help them settle in.
📧 The template
Email Subject: Congratulations on Your Successful Home Purchase Closing!
Email Body: Hi {{buyer first name}},
Congratulations on the successful closing of your new home! We are thrilled to have been a part of this journey with you and are excited to see you achieve this significant milestone. As your dedicated Transaction Coordinator, I wanted to take a moment to extend my heartfelt congratulations and provide you with some important information moving forward.
To ensure a smooth transition as you settle into your new home, here are a few essential steps and pieces of information:
- Final closing documents: Please find attached all the finalized closing documents for your records. It’s important to keep these documents in a safe place for future reference.
- Utilities and services: If you haven’t done so already, contact the respective utility companies to set up the transfer of services. This includes electricity, water, gas, and any other essential services.
- Change of address: Don’t forget to update your address—for example, with the post office, banks, credit card companies, and any subscriptions you may have.
- Property maintenance: If you need recommendations for local contractors, repair services, or maintenance professionals, feel free to reach out to us.
- Warranty information: If any warranties for appliances, systems, or the property itself were included as part of your purchase, make sure you keep the necessary documentation.
Remember, we’re here to support you beyond the closing process. If you have any questions or concerns, or need assistance with anything related to your new home, please don’t hesitate to reach out.
Once again, congratulations on your new home! We’re confident that it will bring you joy and fulfillment for years to come.
Warm regards,
{{sender full name}}
Transaction Coordinator/Agent
{{location phone}}
4 Real Estate Email Templates for the Listing Side
If you’re a real estate agent or transaction coordinator on the listing side of a deal, you’ll also need to send several crucial emails to your clients to keep the deal on track. We’ve compiled four templates for you to use as the transaction progresses.
Template 1: Preparing for the listing
It’s important to remember that, like first-time buyers, many of your clients on the listing side will be new to the process. Your email templates need to be detailed enough to keep them informed and communicate clearly what is required from them.
🕙 When to use this template
Once a client has chosen your firm to list and sell their property, you need to send them information about what to expect, even if they’ve been through the process before. This template helps them understand how everything will work so that they are fully prepared.
📧 The template
Email Subject: Your Home Listing Is About to Shine!
Email Body: Dear {{seller first name}},
I hope this email finds you well. As we gear up for an exciting phase in the selling process of your home, I wanted to send you a quick reminder and share some important details.
Your home listing is scheduled to go live on {{listing date}}, and we couldn’t be more thrilled to showcase your property to potential buyers. Here’s what you can expect in the days leading up to the big reveal:
- Photos and virtual tours: Our talented photographer captured the essence of your home, highlighting its best features. Buyers will get a virtual sneak peek before even stepping through the door.
- Listing description: We’ve crafted a captivating listing description that captures the essence of your property and its unique appeal. This will give potential buyers a sense of the lifestyle your home offers.
- Market exposure: Your home will be featured on various online platforms, including [List of Platforms], ensuring it gets the exposure it deserves. We’re also sharing it with our network of agents and potential buyers.
- Showings and open houses: As inquiries come in, we’ll be scheduling private showings and hosting open-house events to give interested buyers a firsthand experience of your home’s charm.
- Feedback and updates: We’ll keep you informed about showings and gather feedback from potential buyers. This information will help us make any necessary adjustments to attract the right buyers.
Feel free to reach out at any time if you have questions or if there’s anything you’d like to discuss. Your comfort and confidence are essential to us.
We look forward to finding the perfect match for your home.
Warm regards,
{{sender full name}}
Transaction Coordinator/Agent
{{location phone}}
Template 2: When the listing goes live
The next step in the process for a real estate agent or transaction coordinator is to get the seller’s property listed.
🕙 When to use this template
You need to let your client know once their property has been listed. It’s also a good idea to provide a link to the listing so the client can check that they’re happy with it.
This is also a good opportunity to reassure the client that you will do everything possible to ensure a smooth process, from hosting their open house to finding the right buyer.
📧 The template
Email Subject: Exciting News! Your Home Listing Is Now Live 🏡
Email Body: Dear {{seller first name}},
I hope this email finds you well. I’m thrilled to share some fantastic news: your home listing is now officially live and ready to make its mark in the real estate market!
You can view the listing here: [Insert link to listing]
Your participation and input are essential to our success. If you have any questions or concerns, or if there’s anything specific you’d like to discuss, please don’t hesitate to reach out.
Thank you for entrusting us with the responsibility of presenting your home to potential buyers. I’m here to ensure a smooth and positive experience from listing to closing.
Wishing your home all the best on its journey to finding its new owner!
Warm regards,
{{sender full name}}
Transaction Coordinator/Agent
{{location phone}}
Template 3: Closing reminder
Once you’ve found the right buyer for your client’s property, it’s time to ensure that your seller is aware of their role in the closing process. As mentioned above, this is a crucial part of the transaction, and you don’t want to miss any details.
🕙 When to use this template
This email template provides a comprehensive checklist of all the items a seller needs to have in place for a successful closing process. Feel free to edit or add to this list if any other requirements are needed for this specific deal.
📧 The template
Email Subject: Important Reminder: Items to Bring to Your Closing
Email Body: Dear {{seller first name}},
I hope this email finds you well and excited about the upcoming closing of your home sale. As we approach this significant milestone, I wanted to provide you with a friendly reminder about the essential items you’ll need to bring to the closing appointment.
Here’s a checklist to ensure a smooth and successful closing process:
- Photo ID: Please bring a valid government-issued photo identification, such as a driver’s license or passport. This is necessary for verifying your identity.
- Keys and garage door openers: Gather all keys, including any copies, to the property, along with any remote controls or garage door openers you have.
- Utilities information: Provide information about your utility providers and any required account numbers. This will ensure a seamless transition of services to the new owners.
- Home warranty information: If applicable, bring any documentation related to home warranties, including contact information and policy details.
- Any agreed-upon repairs: If there were any agreed-upon repairs or requirements during the negotiation process, please bring documentation showing that these have been completed or addressed as agreed.
- Closing disclosure and documents: If you’ve received a Closing Disclosure or any other closing-related documents, bring these with you for reference.
- Outstanding bills: If there are any outstanding bills related to the property (HOA dues, property taxes, etc.), make sure to have information about these on hand.
- Power of Attorney: If you’ll be unable to attend the closing in person, please ensure that any necessary Power of Attorney documents are properly prepared and submitted in advance.
- Any additional requirements: If your specific situation requires additional documents or items, our team will inform you, and it’s essential to bring these as well.
Please feel free to reach out if you have any questions or if there’s anything you’re uncertain about. My goal is to ensure a seamless and stress-free closing experience for you.
Thank you for your attention to these details, and I look forward to celebrating the successful sale of your home!
Best regards,
{{sender full name}}
Transaction Coordinator/Agent
{{location phone}}
Template 4: Closing confirmation
Once a transaction has been successfully completed, you may want to send one final message to your client to offer them any assistance they may need with closing documents or post-closing procedures.
This helps maintain a positive image of your real estate firm and may even earn you repeat business.
🕙 When to use this template
You’ll want to use an email template like this once the deal has closed and all the seller’s responsibilities have been met.
📧 The template
Email Subject: Successful Closing of Your Property Sale
Email Body: Dear {{seller first name}},
I hope this email finds you well. I wanted to personally reach out and extend my warmest congratulations on the successful closing of the sale of your property. It’s been an incredible journey, and I’m pleased to inform you that the transaction has been completed as smoothly and efficiently as we envisaged.
As the transaction coordinator, I understand that selling a property involves both emotional and practical considerations. I want to assure you that your satisfaction remains our top priority even beyond the closing. Should you have any questions or require assistance related to the closing documents, post-closing procedures, or any other matters, please don’t hesitate to reach out.
We wish you all the best in your future endeavors, whether they involve a new property purchase or other ventures. If there’s anything we can do to support you in the future, please know that we are just a phone call or email away.
Once again, congratulations on the successful sale of your property. It has been a pleasure working with you, and we are grateful for the opportunity to have been a part of this journey.
Warm regards,
{{sender full name}}
Transaction Coordinator/Agent
{{location phone}}
Real Estate Template for Thanking Vendors
There’s one final email template we’d like to share with you, which is relevant for both the buying and listing sides.
This template is designed to extend gratitude to the vendors who were involved in the buying and selling process of a property.
Sending emails like this helps you maintain a strong relationship with your vendors and creates an opportunity to collaborate again in the future.
🕙 When to use this template
Send this email to the vendors you have worked with after a deal has successfully closed.
📧 The template
Email Subject: Thank You for a Successful Closing!
Email Body: Dear [Vendor’s Name],
I hope this email finds you well. I wanted to take a moment to extend my sincere gratitude for the exceptional services you provided during the recent home transaction for {{transaction name}}. Your expertise and dedication were instrumental in ensuring a smooth and successful closing, and I couldn’t be more appreciative.
I would like to request your permission to share your contact information and a brief testimonial about your services with our future clients. Your positive impact can serve as a testament to the quality of work you provide, and it would be an honor to highlight our successful collaboration.
Additionally, if you have any feedback or suggestions on how we can further enhance our partnership in future transactions, please don’t hesitate to share them with me. Your insights are invaluable as we continually strive to improve our services.
Once again, thank you for your exceptional work and dedication throughout the transaction. I look forward to the possibility of continuing our successful collaboration in the future.
Wishing you all the best,
{{sender full name}}
Transaction Coordinator/Agent
{{location phone}}
How to Use a Real Estate Email Template the Right Way
Now that you have all the templates you need to communicate with your clients effectively, we’ll unpack how you can use these templates within your real estate business.
You can use these email templates in three ways:
1. Create a library for your templates
You can take the templates provided above and store them in a cloud-based folder like Google Drive or Dropbox. This ensures that the relevant team members can access the templates from one central platform when needed.
You can then simply copy and paste these documents into your email client—like Outlook or Gmail—and you’re nearly ready to hit send.
If you’re going to be sending these emails out manually, as described above, be sure to enter the relevant details into the fields we’ve created for the client name, property location, and closing details.
Don’t make the mistake of sending off an incomplete email by not filling out a template properly.
2. Use an email automation tool
Using an email marketing tool like MailChimp or Hubspot may be more effective than manually filling out and sending these templates.
With an email automation tool, you can plug in your templates and send them out with one click. This involves storing all your client information in a database so that the tool can automatically fill out the custom fields for you.
3. Try Paperless Pipeline
Using a tool dedicated to transaction management like Paperless Pipeline is another effective way to automate sending out emails to clients.
You can simply take the email templates shared above, copy and paste them to your Message Templates page, and then schedule them to be sent out on the appropriate date.
This ensures that emails are sent to your clients before critical due dates, keeping the transaction process on track.
Tips for Using Real Estate Email Templates
Here is our top advice for using the email templates we provided above:
➡️ Pay attention to your subject line
We included subject line suggestions for you to use with each template we shared. However, you could easily edit these or write your own subject line depending on the following:
- The client.
- The stage of the transaction process.
- The type of property being sold.
- The side of the deal you’re on.
If you are going to be writing your own subject lines, here are some best practices to follow:
✅ Keep them short
The ideal number of characters for a subject line is 30 to 50. More than this and your subject line could be cut short by your clients’ email providers.
Longer subject lines also get cut off on smaller screens, such as mobile phones. If your client checks their email on their phone, they may not see the full subject line, which could hinder your communication with them.
You don’t want important information to be lost because your subject lines are too long.
The entire subject line should also be visible at a glance, regardless of the device it’s viewed on.
✅ Maintain professionalism
You’ve probably received emails in your inbox that use catchy subject lines to entice you to open a message. However, when communicating with real estate clients, it’s important to keep your subject lines professional.
Steer away from too many emojis, slang, and any phrases that are too casual. Remember, even if you have a great relationship with your clients, you are doing business with them, which means you must keep things professional—this includes your subject line.
✅ Use personalization
If you’re using an email automation tool, you can personalize your subject lines. Personalized subject lines, such as those that include the recipient’s name, are more impactful.
Personalized subject lines can also make your clients feel cared for and appreciated as it’s a clear sign that you’re making an effort to address them by name and tailor your communication to them.
✅ Indicate if action is needed
If the email you’re sending to a client requires them to take action, such as signing a document or confirming an appointment for an open house, communicate this in your subject line.
Subject lines that clearly indicate that action is needed from your client increase the chance that they’ll act with urgency.
You want your clients to take action as soon as possible to meet critical due dates and complete tasks in the transaction process.
➡️ Ensure you include your contact details
Although a client will naturally have your email address once you’ve emailed them, you should also include your other contact details in your emails to them. You never know when a client might want to give you a call or reach out to you in a text message.
Providing your contact details also demonstrates that you’re making yourself available to your clients if they need anything, which is the foundation of good client relationships.
➡️ Consider adding the property address
As you might have noticed in some of the templates we’ve provided above, there are fields for you to include the address of the property being bought or sold.
Transactions can often involve multiple properties at different stages of negotiation or purchase. Specifying the property address in your email avoids confusion and ensures your client knows which property is being discussed.
It’s also worth noting that your client could receive hundreds of emails each day. Stating the property address early on in the email can help clients quickly identify what you’re emailing them about among the clutter in their inboxes.
Finally, including the property address in your emails makes it easier for your clients to find emails that directly relate to the transaction in question when they search their inboxes. This helps them keep track of discussions and documents.
➡️ Keep your language professional
Whether you’ve been communicating with a client for months or you’ve just started emailing them, you need to keep the tone professional.
Professional language helps agents and transaction coordinators establish credibility, showing clients that they are knowledgeable and skilled. It also helps to build trust. This lets clients feel more at ease in what can be a stressful transaction.
Using professional language also means that the information you wish to communicate should be presented in a clear, logical, and precise way, which helps your clients understand your email easily.
Misunderstandings can lead to delays, financial losses, or even legal issues. Professional language can help you avoid miscommunication.
➡️ Keep your templates up to date
As you already know, the real estate industry changes rapidly. Market conditions and regulations are always evolving, which is why you need to regularly review your email templates to ensure they’re up to date.
Your email templates must always adhere to legal requirements and reflect best practices to ensure accurate and relevant communications.
➡️ Incorporate your branding
Although the purpose of these emails is to communicate details of a deal with a client, they’re also an opportunity to create brand awareness and a positive impression of your business.
While these aren’t newsletters or marketing emails, you can include brand-specific elements like your logo and professional visual assets.
Regardless of the type of message you’re sending to clients, your branding should always be cohesive if you want to build brand recognition.
➡️ Include a link to an online meeting tool
One additional element you may want to add to your email templates is a link to your online meeting tool or a platform that allows clients to book a meeting with you.
While the templates above provide clear communication, you never know when a client might need more information or clarification of something you’ve mentioned in your email.
Including a link to a platform like Calendly where the recipient can book a meeting at a time that suits them, shows that you’re always available to your clients whenever they need something.
➡️ Encourage feedback
In some of your email templates, you may want to encourage clients to provide you with feedback on your communications with them. You might want to do this once a deal is closed.
Getting feedback on your email communications is invaluable. It can help you gauge client satisfaction and allow you to adjust your templates to better meet their needs in the future.
Use Paperless Pipeline to Simplify Your Email Communication (And Much More)
Using real estate email templates allows you to communicate clearly and effectively with clients, helping you to close deals successfully and on time.
The templates we’ve provided above have been developed while working alongside some of the best professionals in the real estate industry. They’re designed to help streamline your communication with clients.
However, if you’d like to streamline more than just your email communications, Paperless Pipeline provides a complete transaction management solution.
Not only can our software automate your client communication, cut back on typing, and help you schedule emails, but it can also simplify your entire transaction process.
Paperless Pipeline is the fastest and most affordable transaction management software, designed to help you close more deals and run a successful real estate business.
Try Paperless Pipeline for free by visiting our website and seeing the amazing impact automation can have on the way you do real estate.