• Chelsea Donovan

Realtor Thank You Letters: Your Approach Is Everything

If there’s a single two-word phrase we all love to hear, it’s ‘Thank you’.


Though commonplace, this simple expression is much more than a quick way to convey gratitude — it’s an integral part of the real estate customer experience. One that serves to continue building the relationship, long after the ink has dried.


Top producers are always checking the temperature as they work through the real estate transaction process with their clients. When the time comes to say thank you, they know exactly what it is they’d like to thank them for.


And that’s important, because the best Realtor thank you letters are personal and specific to each client.


Was the customer patient during the inevitable hiccups in the transaction process? Were they active participants in the face of a particularly challenging hurdle? Were they clear and candid about what they did and didn’t like? Were they understanding? Flexible? Organized?


But before we get ahead of ourselves, let’s take a step back and dive deeper into why, even in this era of digital homebuying, there are still so many reasons for sending real estate thank you letters.


An experience buyers and sellers will rave about. With Preclose GO!, communication and collaboration is made so simple and transparent, your buyers and sellers will be referring you to everyone they meet.


Here’s what we’ll cover:

Realtor thank you notes after closing — why every message matters


No matter how much technology floods the market, real estate is a business built on relationships and trust.


And nothing will poke holes in a relationship faster than dropping out of sight once a deal is closed. 😬


Remember that buying or selling a home is one of the most important decisions your customers will ever make. They want a partner who appreciates what that means, from the starting gate to the finish and beyond. By sending a thank you letter after a sale closes, you’re telling your customer they’re not just a transaction.


Thank you letters have a powerful impact on both your customers and your business, largely because they:

  • Keep you top of mind for referrals

  • Invite clients to call on you in the future

  • Encourage clients to leave a review

  • Are a great time to ask for a referral

  • Show clients you value them


 good customer experience makes them feel loyalty toward a brand

Beyond ‘Congratulations’: 7 simple rules for making the most out of your post-closing thank yous


For all the benefits of a thank you letter, nailing your closing thank yous isn’t quite as simple as firing off a quick two-word text message.


As alluded to earlier, we live in the era of hyper-personalization. From Netflix recommendations to perfectly-spelled Starbucks lattes, modern customers love to feel seen. Here are some simple rules for showing customers that you’ve put time and effort into your thank you letter.


1. Keep it old school

You might have noticed we keep referring to letters and not emails. That’s because when it comes to showing gratitude, old school is the best tool. 👍🏻


For optimal impact, your thank you letter should be handwritten and sent via snail mail.


Just picture it: Your client checks their mailbox for the first time at their new home and sees their name handwritten on a personal letter from you.


How memorable would that be?


Even if your letter isn’t the very first your client receives in their new home, chances are good that it will get opened. In fact, data shows that an estimated 20% of emails get opened, whereas the open rate for a handwritten note is 99%.


Of course, personalized real estate emails to clients still hold a lot of value. If it comes down to sending a thank you email vs. not saying thank you at all — definitely send that email!


2. Get personal

To really show that you appreciate your client’s business, you need to get personal. (Tastefully, of course. 😉)


To help personalize your letter, try referencing something that occurred during the transaction, a funny moment you shared during a home search — or even the time it took to find just the right home.


For example, if your customer had a long list of must-haves for their home, you might say something like:

“I couldn’t be happier that we were able to find all the features you need for your family. I’m sure the kids are going to love helping you plant the new veggie garden!”

Another easy and impactful way to make your letter personal is by including a photo of their new home as a subtle, friendly reminder of this awesome moment. And who knows, it might even end up on the fridge or in a frame!


jared james quote

3. Offer your help

One of the worst things a real estate agent can do after closing, is forget that it was their ability to serve that got the deal over the finish line in the first place.


Stay consistent with your commitment to lead with value by letting your customer know you’re still here to help, even after the sale has closed.


Your offer can be general, such as:

“I’m here to help if you have any questions going forward.”

Or, if you know there are specific tasks they may need help with, you can make it even more tailored by sharing your list of preferred providers for home improvement tasks, landscaping, etc.


By the way! Did you know that you can easily share your trusted network of lenders, home inspectors and other experts directly with clients via simple, visual Decision Pages inside Preclose GO!? It’s a nifty way to share your digital Rolodex, without lifting a finger!


4. Keep the door open

To be clear, we definitely don’t suggest popping in on your clients whenever you feel like it.


But it’s important to let clients know that you want to stay in touch, and that you’re keeping the door open to future meetings (and opportunities!).


Simply say, “I’m always here to help with anything you might need!” or get more nuanced by inviting them to ask questions about something they read in your newsletter or had doubts about during the home buying process.


If you share an interest in a certain hobby, activity or community event, help them out by sharing an update or simply let them know you look forward to seeing them at the next one.


5. Make it fridge-worthy

Remember the photo tip we mentioned in rule #2?


A lot can happen in your client’s life between the time a deal closes and the time that a friend, relative, or neighbor comes asking for a referral. Sending a personal thank you note increases the chances your letter will stick around (or if you’re lucky, get stuck to their fridge) long enough to be found and passed forward when the time comes.


You can make your letter even more fridge-worthy by including your business card with a few words handwritten on it. You might say:

“Until we meet again,” “Wishing you the best,” or “Great working with you.”

Bonus points if you can pair your personal note with a unique real estate closing gift like a frame for the photo that matches their new living room, or meal delivery kit they can use while unboxing.


6. Gently ask for a referral or review

This is a tricky one because your letter should be one of appreciation, first and foremost.


That said, you can always add a subtle request without annoying your client, as long as you use the right tone and approach. Try something like:

“I’ve really enjoyed working with you, and I’d be honored if you see fit to recommend me should the occasion arise.”

And if you think your referral asks are better left for during the transaction process, make sure you don’t miss our article on exactly When to Ask for a Real Estate Referral with expert insights from RE/MAX agent Bill Bonner.


7. Say congrats!

If there’s one thing every single thank you letter after closing should include, it’s a heartfelt congratulations.


So whichever approach you choose to take with your Realtor thank you letters, don’t forget to congratulate your clients and offer your best wishes for the future.


89% of companies with above average customer experience perform better financially

Free thank you letter templates for Realtors


Real estate agents are always busy. But things are especially chaotic when there are multiple transactions in play.


To save you some time, here are a couple done-for-you thank you note templates you can quickly tweak, personalize and send to clients immediately after closing.


Thank you letter to homebuyers after closing


Dear Jane and Joe,


It was truly a pleasure to assist you in finding your [first home/forever home/dream home]. Thank you for allowing me to play a small part in your experience!


[INSERT PERSONAL ANECDOTE FROM THE HOME SEARCH]


I can’t wait to hear about the memories you’ll be creating, and I’d like to stay in touch as your journey continues. I’ll be sure to include you in our newsletter distribution, so you can see what we’re up to and what’s happening in the community.


If I can assist you with any questions or services, please don’t hesitate to reach out. I’ve really enjoyed working with you, and I’d be honored if you have a moment to post a review about my service or you see fit to refer me should the occasion arise.”


I wish you and your family all the best in your new home.

[INSERT SIGNATURE]


Thank you letter to home sellers after closing

Dear Jane and Joe,

Congratulations on the sale of your home!

I’m so appreciative of the opportunity to assist you, and for the trust you placed in me for what is surely one of the most important decisions a homeowner can make.

It’s been a pleasure to help you through the process, and I’m both thrilled and thankful with the result we were able to achieve.

[INSERT PERSONAL ANECDOTE]

I want to wish you the best as you begin the next step in your journey, and I’m looking forward to staying in touch. Meanwhile, if I can assist you with any questions or services please don’t hesitate to reach out.


I’ve really enjoyed working with you, and I’d be honored if you see fit to refer me should the occasion arise.”

With all my best wishes to you and your family,

[INSERT SIGNATURE]


melisa vink quote

One-of-a-kind doesn’t mean one at a time


There is a well-warranted debate in client experience circles about how (and how much of) the experience can be scaled.


Convenience isn’t the path to strive for once a deal closes. And while you never, ever want to sacrifice your client’s needs in the name of saving time, there is a way to get the best of both worlds.


That is, if you're intentional about the way you view and apply real estate technology in your business.


Because the fact of the matter is, if you’re good at what you do, things can get hairy for both agents and transaction coordinators — especially when there are multiple transactions in the real estate pipeline.


But at the end of the day, buying or selling a home is a big deal — and every point of communication with the client should reflect that.


With intentionally-built real estate transaction coordinator software like Preclose GO!, you can easily customize your real estate templates for each individual client.


Rainmakers like Steven Rovithis, owner at New England-based brokerage Rovithis Realty, uses PrecloseGO! to rally his team culture around a client-obsessed mission, while making it easy for TCs to personalize their emails with a simple ‘@’ and close multiple dozens of files per month.


“About 95% of [agents and TCs] use the same email templates that go out for every client. And what I love about it is I can make a change in one place and now a thousand transactions get affected.”


When it’s time to thank your real estate customers with transparency, responsiveness and tailored messages at every step of the process, Preclose GO! can help. Closing is no time for a generic thank you. Free up your team’s bandwidth and show your clients you care with a free trial of PrecloseGO!.