- Karen Rogers
25 Free Transaction Coordinator Email Templates that Win Trust with Clients
Did you know it’s estimated that a good transaction coordinator can save an agent between 15-20 hours per closing?
With TC’s handling between 20-30 contracts per month, that’s a ton of time they’re investing in your client base. So it stands to reason that how a transaction coordinator communicates within your contracts can make a massive impact on your overall reputation and real estate brand.
People trust consistency. And leaning on email templates with your TC can really help provide a consistent client experience as they move into closing.
Templates allow you to control a consistent tone of voice, timeline requirements, and more. On top of this, robust email template libraries are a great way to free up your TC’s time, empowering them to quickly respond to urgent matters, and over-communicate when it matters most.
What makes a good transaction coordinator email template?
As we dive into our free email templates below, it’s important to keep in mind these are guidelines.
You may want to consider taking the time to sit with your TC and reword the templates you like to ensure they fit your unique brand and needs.
Here are a few tips to keep in mind as you’re finalizing your templates:
Keep the subject line specific: Clients are going to have a ton of emails in their inbox during the closing process. Between vendors, work, and the occasional spam mail telling them they’ve won a $10,000 Walmart gift card, you need your subject line to stand out and elicit trust. Keeping things specific will help response times, and prevent your communications from hitting the trash folder.
Leave room for personalization: Yes, we’re using templates, but it’s important to leave a bit of wiggle room to allow your transaction coordinators to maintain positive relationships with clients.
Use effective formatting: Bold, italicized, and highlighted text can help clients quickly see important dates and information. It’s important to keep in mind that these email templates are not marketing emails. Too much design work can distract from the message you’re sending across, and make things feel less personal. It’s best to keep these emails text-specific.
TC email templates for real estate buyers
Buying a home is an emotional process with a ton of steps.
Homebuyers are going to be juggling emotions of excitement, fear, and anxiety — not to mention their other priorities with work, caring for kids, etc.
This means a truly stellar transaction coordinator needs to shoulder more than just the responsibility of keeping things organized. They need to be thorough as well as thoughtful with their communications.
Here are some templates to get you started.
Jump to the TC buyer email templates you need
Introductory email to buyer:
Subject Line: Thank you for trusting us with your property purchase
My name is (NAME) and I will be working with you and (AGENT’S NAME) to ensure a smooth transaction process from now till you close (PROPERTY ADDRESS).
Now that you’re under contract, here are some important things to keep in mind:
Earnest Money: Earnest money should be delivered to (Investors Title Company) no later than (DATE). You can send the check to (Investor’s Company Address). Please, inform me or (AGENT’S NAME) once this is done.
Inspection: Inspection is due by (DATE). Please, contact (NAME) at (COMPANY’S NAME) via (EMAIL ADDRESS) OR (PHONE NUMBER) to schedule your inspection and finalize other details.
Appraisal: You have until (DATE) to finalize your appraisal and submit your loan commitment letter. Please, keep in constant with your lender and provide all necessary documents to ensure this date is not missed. Also, for a seamless transaction process, try not to make any major purchases that can alter your financial situation until we’ve closed.
You will be getting more follow up emails from me with further explanations on some of these processes in the coming days.
Closing process steps and timelines:
Subject Line: Closing Process Steps and Timelines
Dear (INSERT BUYER NAMES),
Congratulations! Your purchase agreement was signed and executed on (INSERT DATE). Thanks again 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.
(INSERT AGENT NAME)
(INSERT AGENT CONTACT INFO)
Escrow and title company information to buyer:
Subject Line: Escrow and Title Company Information
Please be aware that (POINT OF CONTACT) AT (NAME OF TITLE CO) will be handling your title at closing. It’s common for buyers to wire their escrow deposit. Please be sure to independently confirm wiring instructions either in person or via a phone call to a verified phone number. You can always call our office if you aren’t sure.
We’ve been made aware of an increase in cyber crime in real estate, where email accounts are hacked and fake wiring instructions are sent. Fake phone numbers are attached in the emails as well, so please verify contact information outside of an email before calling. Also, be sure to never wire money without double-checking instructions are correct.
Feel free to reach out with any questions!
Escrow update to buyer:
Subject Line: (PROPERTY ADDRESS) Escrow Update
This is a quick email to let you know your escrow deposit has been received by the title company. Please, reach out if you have any questions.
Getting ready for inspection:
Subject Line: Important Information on the Upcoming Property Inspection
Per your contract, you have until (DATE) to carry out an inspection. We advise you inspect the property as early as possible and no later than two days to the deadline.
You can contact any inspection company you prefer. But, if you don’t have any options, check out our list of recommended inspection companies (INSERT LINK).
Inspections that should be carried out include home inspection, wind mitigation, termite, sewer etc. We recommend you’re present during the inspections.
Each inspector will provide you with a report and will review all areas of concern with you. Let us know any concerns or questions you may have following this review so we can work things out with the seller.
Please, let us know as soon as you schedule the inspections so we can inform the listing agent.
Subject Line: Utility Provider Information
We’re nearing the finish line! As we approach the close of your new home, it’s time to start contacting utility providers to avoid service disruption. Below, you’ll find a list of service providers in your area.
Electric/Gas: (INSERT ELECTRIC/GAS UTILITY PROVIDER)
Internet Provider: (INSERT INTERNET PROVIDER)
Phone Company: (INSERT PHONE PROVIDER)
Waste Management: (INSERT WASTE MANAGEMENT CO INFO)
Third Party Service Providers:
HVAC: (INSERT HVAC CONTACT INFO)
General Contractor/Handyman: (INSERT POC)
Electrician: (INSERT ELECTRICIAN INFO)
Landscaping: (INSERT LANDSCAPING INFO)
Pool Maintenance: (INSERT POOL MAINTENANCE INFO)
Let us know if you have any questions, or run into issues setting up your utilities!
Here is a copy of the Title Commitment for your review. This comes from the title insurance company, and lists defects, liens and obligations that affect the property you’re buying. There’s nothing for you to sign, but this information is disclosed to all parties and worth reviewing. If you have any questions or concerns with this report, please contact (THE AGENT).
Please don’t hesitate to reach out with any questions or concerns!
Subject Line: Final Closing Details For (PROPERTY NAME)
As you’re aware, closing has been scheduled for (DATE). You will sign all necessary documents at (TITLE CO NAME) and their office is located at (ADDRESS). You can reach them via (TELEPHONE LINE).
The closing is not complete until all necessary documents have been signed by you and the seller. You will also need to wire any closing funds to the title company.
Also, bring the following to closing:
Driver’s licence or State ID
Social security card or voter registration card (Credit cards will not be accepted)
Feel free to reach out anytime if you have any questions or need help with any part of the process.
Subject Line: Pre-closing Preparations For (PROPERTY ADDRESS)
This is a quick one to remind you that closing is on (DATE). Please, ensure you get all necessary documents ready prior to closing day.
Also, the final walkthrough is still to hold on (DATE). Please, let me know if you have any questions.
Email templates for sellers
Home sellers are typically overwhelmed with the complexities of making a major life change.
They have to look ahead and deal with potential buyers, lenders, property inspectors, insurance agents, moving companies — all while trying to maintain their sense of calm. 🧘
Having organized email templates designed to deliver everything they need, when they need it will increase efficiency throughout the process.
Jump to the TC seller email templates you need:
Introductory Email to Seller:
Subject Line: Thank You for Listing (PROPERTY ADDRESS) with Us
My name is (NAME) and I will be working with (AGENT’S NAME) to ensure there are no hitches in your transaction process from now till closing.
I’ll send you all necessary updates and information via this email or text. Please, don’t hesitate to reach out if you’ve any questions.
I’m available Monday through Friday (9am-5pm) and you can reach me via this email address or my office line (NUMBER).
Closing Process Steps and Timelines:
Subject Line: Closing Process Steps and Timelines
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 touch with you throughout this process. If you have any questions, please do not hesitate to contact me.
(INSERT AGENT NAME)
(INSERT AGENT CONTACT INFO)
Home listing activation:
Subject Line: Your Listing is Live!
Congratulations, your home is officially listed and live on the market! To view your listing, please click on this link (INSERT LINK).
To view your home on the MLS, please use this link: (INSERT MLS LISTING).
To view on Zillow, please use this link: (INSERT ZILLOW LISTING).
To view the guided tour, please use this link: (INSERT VIRTUAL TOUR).
Please let me know if you have any changes or corrections to make. I’ll be in touch with updates in the coming days!
Home under contract:
Subject: Congratulations! Your Property is Under Contract
Happy to inform you that your home is now under contract! We’ve submitted your file to (Investors Title Company) and you’d be contacted by (CONTACT NAME). You can also reach them at (TELEPHONE LINE).
Moving forward, here are the next steps to take:
Schedule municipality inspection (Add further details on scheduling this including cost and contact for the seller’s city and county.
Please send your rental docs; lease, tenant screening docs, rent roll etc.
Schedule all utilities to be transferred before closing and don’t forget to turn on utilities on the day of the final walk-through.
Please, find attached your contract and a checklist of important dates. Don’t hesitate to reach out if you have any questions.
Things have been moving fast these past few days and I just want to inform you that the tile company is in receipt of the escrow deposit.
Also, I will be sending you another email with information on the surveyor’s visit. Please, reach out if you have any questions.
Subject Line: It’s Time to Survey (PROPERTY ADDRESS)
This is a quick one to let you know that (SURVEYOR’S NAME) will conduct a survey of your property on or before (DATE). You don’t have to do anything, we just want to make sure you aren’t surprised when you see the crew on your property.
Please, reach out with any questions or concerns you may have.
Subject Line: Please, Find Title Commitment Attached
Please, find attached the title commitment document provided by the title insurance company. The title commitment is a promise by the title company to issue a title insurance policy on your property. It contains details on all