10 Real Estate Email Templates To Make The Transaction Process Smoother
Email isn’t just another communication tool. It’s one of the most effective ways to connect with your clients and prospects in real estate.
Around 60% of consumers prefer to hear from businesses through email, making it the ideal way to communicate with your clients. And when you use structured templates instead of writing from scratch, the results can be huge.
Average open rates for template-based emails can reach up to 50%, compared to an average of just 37% for non-template-based messages. That’s a big difference in how often your messages get read.
The problem is that most agents and transaction coordinators don’t have time to write fresh emails for every scenario in the transaction process. This is why ready-to-use templates are so helpful.
In this guide, we’ll share 10 real estate email templates you can use to improve client engagement and ultimately close more deals.
Why You Need Real Estate Email Templates
Here are some of the main reasons why your real estate team needs email templates:
Save time
Using email templates helps businesses save five to seven hours per week, or around 300 hours annually.
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.
Salesforce reports that email templates can help you maintain consistent messaging across communication, which can improve customer trust and brand professionalism.
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.
Maintain open and honest communication
If you want to ensure that every step of the transaction process is completed correctly and on time, 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 buy or sell a property, so they’ll appreciate it when an agent or transaction coordinator maintains transparent communication. These happy clients could bring you repeat business in the future.
Reduce errors
A spelling mistake or grammatical error can make your business look unprofessional, so you need to ensure that the information you send 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.
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 first step 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. TCs 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 to ensure a smooth process. 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 Pipeline eSign. 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
{{Insert contact details}}
Template 2: Preparing for a property inspection
Clients who are new to the home-buying process might not know they need to have a home inspection before a deal can continue.
When to use this template
The agent or TC 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 to chat.
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
Ideally, you should send your client 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 need to have with them on the day of the closing, helping 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, and 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, but 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 through referrals.
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 thank the vendors who were involved in the buying and selling process of a property.
Sending emails like this helps you maintain a strong connection with your vendors and creates an opportunity to collaborate again in the future.
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 explain 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.
If you’re going to send these emails out manually, ensure you 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. Automated emails have 52% higher open rates compared to those that aren’t automated.
With an email automation tool, you can use templates and then send messages out to hundreds or even thousands of users in your database in just a few clicks. 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.
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.
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 because they can increase open rates by up to 26%.
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 to 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 via text message.
Providing your contact details also shows 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.
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.
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.
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.
You can include brand-specific elements like your logo and professional visual assets.
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, especially once a deal is closed.
There is a lot of value in getting feedback on your emails, as 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 enables you to communicate clearly and effectively with clients, ultimately helping you close deals successfully and on time.
The templates we’ve provided above have been developed while working with some of the best professionals in the real estate industry, and 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 impact automation can have on the way you do real estate.