- Karen Rogers
Real Estate Emails to Clients: Free Templates for a Seamless Closing Experience
You’ve done an ace job of communicating with your client through the nurture, search and negotiation process. By now, you’ve probably called, emailed and texted your heart out to stay on top of their needs at lightning speed. Now, you’re finally ready to take the deal over the finish line. 🙌🏻
But there’s just one problem.
Closing a sale is nothing like making a sale.
Unlike the lead conversion process, the real estate closing process is complicated by the addition of new players, like lenders and title agents. It’s loaded with details that often demand immediate attention from your team and your clients — and it requires continual follow-up to make sure every ‘t’ is crossed and ‘i’ is dotted.
No way around it, when you’ve got to explain processes and transmit sensitive documents, you need to use email. And yes, emails are time consuming, they’re harder to write on the fly, and worst of all — they can get lost in the tangled web of ads, newsletters and cat videos that populate most inboxes.
In this article, we’ll show you how to use emails to ace the closing process without spending your entire day writing them. We’ll also give you some templates you can use to communicate even the thorniest information, so you don’t have to reinvent the wheel each time you send an email.
Communicate better via chat, text, and email. With Preclose GO!, transaction coordinators get better, faster answers from agents, clients, and third parties in one central place.
Inside this article:
When do you absolutely, positively need to use email for the real estate closing process?
Let’s face it. The period from contract to close is a trying time for everyone. Your client is feeling overwhelmed and stressed, and your agents would rather be out generating leads.
You might feel like email is the default communication method for this stage of the process, but it’s important to point out that there are other options.
For example, texting (or completely secure chatting if you use a tool like Preclose GO!) is ideal for sending reminders or a quick check-in or follow-up. But some aspects of the process can only be managed with emails — not only because there’s too much to explain in a text, but also because many clients will want to refer to an email record containing important instructions, dates, or contact information.
The Basics: Real estate email must-haves
The key to writing an effective real estate email to your clients is to remember that they can’t see or hear you.
You don’t have the luxury of using your tone of voice, facial expressions, or any other means of non-verbal communication to say what you mean. You have only words — and the way you position them — to convey urgency, importance, caution, or simply show empathy and understanding.
These techniques will help you get your message across when you can’t communicate with clients face-to-face:
1. Use a subject line specific to the reason for the email.
Remember that your clients are receiving a lot of emails throughout the closing process.
The email might arrive at a time when they’re distracted or busy with other things, and they’ll want to refer to it later. Instead of using a generic subject line like “Closing Information,” use something specific like, “Following Up on Documentation the Lender Requested”, to make it easier for clients to find your email later.
2. Make it personal.
It goes without saying that you should always start off an email with a personal greeting that mentions the client by name. But in this automated age, it’s also a good idea to use a personalized opening sentence that helps clients feel like you are talking directly to them.
You can prepare a few opening sentences to choose from such as:
I’m sure you’re getting excited about moving into your townhouse
Just a few more steps to go before you get the keys to your new home
I’m thrilled that we’re on schedule to close on your new home on [Insert Date]
3. Keep it simple.
Bells and whistles like fancy design elements, catchy sayings, etc. might help get a recipient’s attention when you’re sending a marketing message. But when you’re emailing about important real estate information, it’s best to stick to the facts.
Closings are serious business, and your email should reflect the importance of the subject matter.
4. Use white space and formatting to emphasize important info.
When you want to make sure your client sees important dates and deadlines, feel free to bold, Italicize, underline and also keep them separate from the rest of the email by adding white space above and below.
For example, you might write an email about an upcoming walk-through like this:
Hi [Client Name],
We’re almost at the finish line! I’m looking forward to seeing you for the walk-through to get a final look at the repairs made and the condition of the property. As arranged, we’ve scheduled the walk through for:
9:00 a.m. on Monday, Aug. 5 at 100 Main St.
Please bring the list of contingencies and the purchase agreement with you.
I look forward to seeing you.
5. Use capital letters for celebration (not instruction).
Writing your email in capital letters can appear to the recipient as if you’re shouting at them.
That’s great when you’re offering congratulations, but it’s not good etiquette if you’re asking your client to do something. 😬
6. Mind your timing.
When you send an email that requires action too early, it can get lost in the shuffle.
But if you don’t give clients enough time to respond, you might rush and frustrate them. The goal is to send your emails at just the right time to make sure you’re giving your customers the best possible experience.
With Preclose GO!, you can integrate your calendar to sync with your closing checklist and automatically send timely emails. GO! will even auto-calculate your sending dates for you, based on key deadlines and milestones!
Free templates for your real estate emails to clients
Now that you know what makes a client email worth sending, it’s time to get your closing templates in order.
Using templates for communicating with your real estate clients over key stages of the transaction process will not only help you avoid delays in closing, it will also save you precious time.
You can create your own real estate client emails, or use the following done-for-you templates for the key stages and steps in the closing process.
Real Estate Client Email Template #1: Buyer email for the start of the closing process
To: [INSERT BUYER NAME]
Subject Line: Closing Process Steps and Timelines
Dear [INSERT BUYER NAMES],
Congratulations! Your purchase agreement was signed and executed on [INSERT DATE]. Thank you for allowing all of us at [INSERT BROKERAGE NAME] to be a part of your home-buying experience!
I wanted to give you a rundown of what to expect in the coming weeks to help you prepare for your closing and make it a seamless experience.
Please feel free to contact me at any point during the process, and I will, of course, be in touch regularly to make sure everything is running smoothly.
1. Inspection: As discussed, you’ll need to schedule a home inspection [ADD OTHER INSPECTIONS AS APPLICABLE] by [ADD INSPECTION DUE DATE]. Once completed, we’ll review the reports, and you’ll have an opportunity to ask any questions.
2. Financing: Your mortgage is conditionally approved, and the underwriters are now reviewing it.
Please do not make any large purchases until after your sale closes. Doing so can result in delays in your loan approval and changes in your interest rate.
If you haven’t already done so, arrange to liquidate any assets you are using for your earnest money deposit.
Please be certain to respond promptly to any lender requests for additional information to avoid any delays. Your loan is scheduled to close on [Insert Date].
3. Opening Escrow: You’ll be receiving a packet from the Escrow company with requests for information and documents to sign. Please attend to their request immediately. [NAME OF ESCROW COMPANY] cannot open escrow until you return the documents.
4. Appraisal: Your lender will contact you to schedule the appraisal. Once the appraisal is completed, you and I will review the report.
5. Home Insurance: Begin shopping for your insurance policy now. You’ll need to have a policy in place for the closing.
6. Closing Day is set for [INSERT DATE]. You’ll need to arrange for any final payments due to be wired as of that date.
I’ll be updating you throughout the process. Please don’t hesitate to contact me with any questions or concerns.
Sincerely,
[INSERT AGENT NAME]
[INSERT AGENT CONTACT INFO]
Real Estate Client Email Template #2: Seller email to prepare for closing
TO: [INSERT SELLER NAMES]
Subject Line: Important Information and Timelines for Closing
Dear [INSERT SELLER NAMES],
Congratulations! Your home is under contract. Thank you for trusting all of us at [INSERT BROKER NAME] with this very important decision.
We’ve prepared the information below detailing what you’ll need to do, and the timelines. We’ll strive to do all we can to make this process as seamless as possible for you.
1. Home Inspection: A home inspection is scheduled for [INSERT DATE]. [INSERT ADDITIONAL INSPECTIONS AND DATES IF APPLICABLE]
· You do not have to attend, but it is recommended that you do.
2. Contingencies: We’ll contact you as soon as we receive the inspection reports to review any matters that must be addressed.
3. Title Commitment: The title commitment (preliminary title report) is due by [INSERT DATE]. Please respond immediately to any requests by [INSERT TITLE COMPANY NAME AND AGENT NAME] to keep the closing on schedule.
4. Home Appraisal: We will notify you as soon as the lender schedules the home appraisal and let you know when we receive the report.
5. Escrow: Please provide contact information for your lender(s), if applicable, to [INSERT NAME OF ESCROW COMPANY AND OFFICER CONTACT INFO].
· The escrow company will also require any applicable tax withholding forms for the proceeds of the sale and instructions for distribution of the proceeds.
6. Property Survey: If the title company orders a property survey, we’ll advise you and provide you with scheduling information.
7. HOA: If your home is subject to an HOA, please provide us with contact information for the association.
8. Walk-Through: The buyer will conduct a final walk-through between [INSERT DATE RANGE]. We’ll advise you of the exact date and time as soon as it is scheduled.
· Please do not shut off the utilities until the walk-through has been completed.
9. Closing: If all goes according to plan, you will be closing on [INSERT DATE].
I’ll be in regular touch with you throughout this process. If you have any questions, please do not hesitate to contact me.
Sincerely,
[INSERT AGENT NAME]
[INSERT AGENT CONTACT INFO]
Real Estate Client Email Template #3: Buyer email for the escrow and title process
TO: [INSERT BUYER NAMES],
SUBJECT LINE: Important Action Items for Escrow
Dear [INSERT BUYER NAMES],
We’re almost at the finish line! We’ve prepared the list below to help explain the escrow and title process, and to let you know about important action items that will be required.
The escrow company is acting as an intermediary between you, the seller, your lender, and the title company. It holds monies for the home purchase in a separate account so that you and the seller can be assured that the funds are available for payment at the appropriate times in the process.
Here are some details of the process:
1. Send Purchase Agreements: If you haven’t already done so, please send a fully executed copy of your purchase agreement to [INSERT NAME OF ESCROW COMPANY AND CONTACT NAME AND INFO]. You should also send a copy to your lender.
2. Provide Information to Escrow: Your escrow company will contact you to request information and documents. It’s important to respond quickly when you’re asked for these and other items to avoid any delays in closing:
Tell the escrow company how you want title to be held. Usually that’s the names of all the buyers with a descriptor like “a married couple,” but you might want to include other entities such as a trust.
Your earnest money deposit and full payment will be transmitted to the escrow company by wire transfer, and the escrow company will provide you with wire transfer instructions. Verify with [INSERT NAME OF ESCROW OFFICER] that the instructions you receive came from their office before wiring your earnest money deposit.
3. Provide Lender Information: The escrow company needs to communicate with your lender about the appraisal and loan approval. Please provide escrow with the name and contact information of your lender.
4. Title Insurance: Your escrow company also works with the title company, [INSERT TITLE COMPANY NAME]. The title company has the job of conducting a title search to confirm that the property you are purchasing is free of liens and other encumbrances. Once the title company clears the title, it issues you title insurance.
Please don’t hesitate to contact me if you have any questions about this process.
Sincerely,
[INSERT AGENT NAME]
[INSERT AGENT CONTACT INFO]
Real Estate Client Email Template #4 Email to buyers with final steps required for closing
TO: [INSERT BUYER NAMES]
SUBJECT LINE: Important Final Action Items for Closing
Dear [INSERT BUYER NAMES],
It’s almost closing day! Here are some final items you’ll want to attend to before we close on [INSERT CLOSING DATE AND TIME].
1. Final Walk-Through: Your final walk through is scheduled for [INSERT DATE AND TIME]. I’ll meet you at [INSERT PROPERTY ADDRESS] so that we can review the repairs made.
Please bring a copy of the purchase agreement with the list of contingencies and any items included in the purchase so we can check everything off.
2. Schedule Activation of Utilities and Services: You should set up your utilities, trash, and Internet services for activation the day after closing. Here is a contact list of your local providers for your convenience:
Electricity – [INSERT HYPERLINK TO WEBSITE]
Water – [INSERT HYPERLINK TO WEBSITE]
Trash/Recycling – [INSERT HYPERLINK TO WEBSITE]
Internet / Cable / Phone – [INSERT HYPERLINK TO PROVIDERS FOR HOME ADDRESS]
3. Receive Closing Disclosure: The lender will send a closing disclosure with a listing of your loan terms and fees. Please review it against the initial financing documents you received, and let me know if you have any questions or concerns.
4. Wire Closing Funds: Upon receipt of the closing disclosure, please wire any closing funds to the escrow company using the same instructions you used to wire your earnest money deposit.
5. Attend Closing: Your closing is scheduled to take place as follows:
[INSERT DATE AND TIME]
[INSERT LOCATION, ADDRESS, AND PHONE]
You’ll need to bring the following items with you to the closing:
2 forms of ID: a driver’s license or state ID, Social Security card, passport, insurance card or voter registration card are acceptable. (Credit cards are not acceptable.)
I’m so pleased to be a part of this very important event in your family’s life! Please don’t hesitate to reach out with any questions or concerns. I’m here to help.
Sincerely,
[INSERT AGENT NAME]
[INSERT AGENT CONTACT INFO]
When it comes to closing, you can’t overcommunicate
Closing is a stressful time for buyers and sellers. But it also presents an opportunity for real estate agents to shine by staying in close touch with clients, communicating the “why” behind what they’re being asked to do, and proactively addressing concerns.
By using email to communicate intentionally, you can provide clients with the transparency they’re looking for and maintain control over the process. You’ll also be the first to know when something goes wrong, and take an active role in getting over any hurdles for a faster and more efficient closing.
The result? Your client will remember their real estate journey as an unforgettable experience, rather than a red tape nightmare. You’ll be the first person they think of when it’s time to buy again, or refer a friend.
If you’re ready to give your clients and team something to brag about, start by taking control of the transaction coordination process.
Try Preclose GO! totally free and start wowing your clients today!