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Ready-to-use real estate email templates
Costas PeppasMay 26, 2022 8:19:30 AM20 min read

20 Ready-to-use Real Estate Email Templates For Every Situation

Running a real estate business can be challenging. There are listings to manage, clients to meet, and paperwork to complete. 

But a long to-do list can often impact the most critical part of your job - nurturing client relationships.

And with the market of the newer generation, you can’t rely on face-to-face meetings or calls to earn clients’ trust and loyalty. 

That’s where email communication helps. Using simple email automation, you can connect with all your prospects with the right message that keeps the ball rolling. 

Now, scroll down a bit before you agonize over what to write.

We have done the work for you, so sit back and enjoy closed deals and more time.

In this article, we have 20 free email templates for each stage of the client journey.

Table of Contents

20 Best Email Templates For Real Estate Businesses

1. Follow-up Email After an Open House

A timely follow-up can be the only difference between a successful and a failed deal.

Writing a short follow-up email with the next steps can drive the discussion in the right direction and convert leads into customers. 

Here’s a template you can use after a client visits a property.

Subject: Nice to meet you at [address] on [date]

Body: Hi [Name],

Thank you for showing up to the open house on [address] on [date] – it was great to meet you.

How did you feel about the property? I’d love to hear your thoughts on it.

I hope the house's special features like [mention a couple of good features] caught your attention.

Feel free to reach out to me if you’re interested in viewing any of the properties. I know [neighborhood] at the tip of my finger and have been working in the area for [X years], so you’re in good hands.

Many thanks,


2. Approaching a New Prospect

There’s nothing like the help received when needed. 

When you reach out to the client at the right time, they will automatically trust you with their property.

Here’s a template to reach out to potential clients to smoothen their buying or selling experience.

Subject: [Neighborhood] is a great location. No wonder people are looking for their dream home here.

Body: Hi, [Name]!

Buying or selling your home can be a tiring experience. But, you can take a deep breath and relax now. I am here to help you with it and make sure you feel entirely confident in finding the perfect home for your family and selling your current home.

It is a very competitive area, but I have sold [X] properties in the area and have an experience of [Y] years. You can trust me with some of the best methods for finding, selling, and negotiating homes here.

You can expect a sneak peek of new listings (before they’re available to anyone else) and unique real estate market details in [neighborhood].

I’d love to find a time soon to grab a coffee and bagel. Feel free to email me any time for a quick chat.


3. Contract Email

You can soften the blow while delivering bad news with a well-written email.

Here’s a template to let your client know that the property they were interested in is already under contract.

Subject: [Address] went fast, but I’ve got more for you!

Body: Thank you for your interest in [address]. But, as you might have heard, the property is already under contract. I understand this might be disappointing, but don't worry!

I have some great options in your neighborhood that meet your requirements. There are upcoming homes in the area, and I can arrange a private or early showing just for you. I’m happy to arrange a showing at your convenience.

Let me know when you have time, and we’ll take it ahead accordingly.



4. Expired Listing If You Aren’t the Listing Agent

An expired listing with no buyers can be a big disappointment for the sellers and an opportunity for you to help them.

Here’s an email template that you can send a seller whose listing expired and their previous real estate agent couldn’t get them a deal.

Subject: Let’s sell your house (now)!

Body: Hi [Name],

I noticed that your listing for [address] recently expired before you could make a sale. It happens, but it shouldn't have happened to your house in such a neighborhood.

You're frustrated and probably disheartened. I want to help.

Allow me to introduce myself. I'm [Your Name], and I specialize in selling homes in your neighborhood. I have sold [X] houses in [neighborhood] in an average of [number] days for [percent] over the asking price. I do it with intelligent marketing and [Y] years of expertise. 

I have several ideas for better positioning your property, and I’d love to hear what you think about them. If you’d be interested in bringing your house back on the market to get a fair price, let’s schedule a meeting here [link to your online meeting tool]

I am looking forward to meeting with you soon.



5. Expired Listing If You are the Listing Agent

You have done everything to sell the house, but still, the listing expired with no buyers. 

Here’s an email template to get the seller back on board with you.

Subject: Let’s try a different course of action to sell your house.

Body: Your listing has expired, and I understand your frustration. You might also be swarmed by other agents planning to offer you the perfect way to sell your home.

While you can choose any way to sell your house, here are some things that I can offer you.

I know your home and requirements better than any other agent in the market. I’ve got some great new ideas to make your property more appealing to buyers. And I’m willing to offer my services at a discounted rate when we're-list it, so you’ll save money.

I have an action plan in mind for how to move forward and sell your home in a few weeks. I'd love to talk it through with you in person or over the phone at a convenient time. Choose a time [link to your meeting tool].



6. New Listing Email

Offer a unique value that makes you stand out from the online property listing portals.

Here’s a template that you can use to grab the client’s attention.

Subject: Your dream home awaits you! 

Body: A few listings in [area] recently popped up, and I think you’d be interested in seeing them. They all have [key features] that you are looking for in your home.

  • [House #1]
  • [House #2]
  • [House #3]

Please let me know if you’d like to see either of these homes privately. You can schedule a time here [link to meeting tool].

If none of these meet your expectations, I want to know that too to improve the suggestions.



7. Low-Interest Rate in an Area

A good real estate agent doesn’t only reach out when someone has listed a property or wants to buy one. 

They are constantly trying to nurture their relationship with previous clients and farm new leads.

Here’s an example of how you can do the same. Keep yourself updated, and if you see a decline in interest rates of a neighborhood, reach out to the clients of that area. It’s a great way to stay ahead of your competition and maintain relevance among your prospects.

Subject: I’m not lying. It’s true!

Body: Hope you’re doing great!

I thought you’d be interested to know that interest rates in your area have dropped to [percent]. Let’s connect if you are wondering what price your home could be listed for and what your options are for buying. If you want to learn how much you can save, book a call with me [your meeting tool link]. 

Looking forward to hearing from you.



8. Client Retention Email

Want a client for life? Stick with them after closing the deal too.

A finished deal doesn’t have to mean the end of a relationship. In fact, it’s an opportunity for you to earn client loyalty. 

Reach out to them for feedback, help, or suggestions to improve their service experience with you.

Here’s a template that you can refer to.

Subject: Hit the honey pot with your home!

Body: I hope you’re enjoying the cozy home and have settled well there.

Now that the difficult part is over, the next item on the to-do list is increasing the value of your home for the following year. 

Here are a few suggestions for improving the property value with marginal efforts. Have a look at the following ideas.

  • [Article about home improvement project #1]
  • [Article about home improvement project #2]
  • [Article about home improvement project #3]

[#2] is an ongoing project in your neighborhood  & it has increased the current market value by 10%. By the time the work is complete, it may increase further.

If you have any questions about getting started, or if you need recommendations on good carpenters, handypersons, electricians, etc., I’d be happy to share some of my favorites.

Happy home improvement!



9. Testimonial Email

Your clients are searching for what people say or think about you. 

It helps the prospects trust you and make an informed decision.

Make this easier for them, and send an email with your past victory reviews.

Subject: See it to believe it

Body: I’m always grateful for my clients who choose to share their positive experiences with me. Being a realtor demands hard work, but I wouldn’t trade it for the world! I know it’s tough to select your agent, so I wanted to give you some more information to decide better.

Real estate agents (including me) throw around a lot of realty stats and awards, but it comes down to people looking for a place to build their lives and succeeding in it with your help. That’s the real reward.

To show how personal this process is to me, I wanted to share a story from a recent client, [client name].

[Insert client testimonial]

If you are interested in finding a home that fits perfectly for you, just like with [client’s name], click this link to set up a meeting: [online meeting link]



10. Data-driven Email

Sharing vague details can only get so far. To crack the deal, your clients expect facts.

You can share an email with accurate data to expedite their decision.

Here’s an email template that will help you play with numbers without overwhelming the client.

Subject: Now’s the right time to start fresh. See why!

Body: Are you ready for a change? If you have been thinking about a move, there are a few reasons why now is the best time:

  • Your neighborhood’s housing prices are historically high, but not for long
  • Homes are selling in less than 10 days on average
  • Homes in [neighborhood] sell at an average price of [number].
  • I have been selling property in your area for 4 years, and I know how to get you the asking price or more by marketing the home in the right way.

You deserve to get the maximum returns on your home when you sell. And, of course, you should be able to live in the area that fits your family's requirements!

I'm just a phone call away if you’d like me to help you with this process. Book a time [insert meeting link tool], and let’s get it started.



11. Thank You Email

If your clients chose you over the rest, then a token of appreciation can go a long way in building client relationships.

Send an email to them expressing your genuine gratitude for their trust.

Here’s a template that you can use to convey your thanks.

Subject: Thanks for your time and trust!

Body: I hope you’re getting comfortable in your new house and that it’s starting to feel like home for you and your family.

I wanted to express my sincere thanks for choosing me as your Realtor. It was an absolute pleasure working with you, and your trust marks me during this critical process.

Please don't hesitate to reach out. I can answer any queries you might encounter over the next few weeks and months.

Happy nesting,


12. Email to Potential Seller

You might be the right agent for the seller, but it will take time for them to realize that. 

Build trust and engage the lead by sharing the right amount of information and leaving room for more value.

The motive of sending an email to a lead is to get their attention and time. So, hold your cards right and let them reach out to you.

Here’s an email template you can use for nurturing the lead.

Subject: Buyers are interested in your home for the most $$.

Body: Selling a home is a new beginning for you and your family. Congratulations!

It’s the right time because the market is heating up, and buyers are interested in your neighborhood. It’s great news for you because the inventory is low, and the demand is high, which means you can get the maximum returns from your home.

Let’s get on a quick call [your meeting link here] to explore the possibilities and discuss the property valuation.



13. Home Valuation Offer

It marks the beginning of the client’s journey into property selling. 

You can send a home valuation offer to the client to show your interest in their journey and help them get the most out of their property.

Here’s an email template to strike the right chord and get the client curious.

Subject: Let’s see what the best buyers are willing to pay for your home.

Body: I’m [name], and I just got your inquiry about [property address or information title].

Selling a house marks the beginning of an exciting new journey, but it can be overwhelming too. I am here to help you with the right strategy so that we can find the right buyer for your home without unnecessary stress.

I’ll get started on your home’s valuation analysis right away. You can expect the report within [X] working days.

When creating the valuation report, I’ll refer to the information delivered through the form and analytics of recent house sales on [address].

Meanwhile, feel free to reach out to me for any queries.



14. One-year Follow-up Email

A real estate agent’s primary task is to identify the prospect and nurture the relationship.

It’s a constant cycle, applicable even for the old clients or leads that have gone cold. Additional read: 8 Ways to Handle Leads that Have Gone Cold

Here’s an email template that you can use to reach out to your clients after a year(or lesser time) of the deal. It reminds them of you so that they think of you for any future opportunities. 

Subject: It’s your first house anniversary!

Body: Can you believe you’ve already owned your house for a year? Last week, I was in your neighborhood, which reminded me of you. 

Even when we’re not working together on a property, you can still reach out to me at any time.

And if you have a friend or family member who needs honest estate-related advice or is considering buying or selling a home, you can share my contact details with them.



15. Follow-up Email to Clarify Buyer’s Needs

One can never lose a client by asking questions.

Asking relevant questions from the client gives an impression that you’re engaged and dedicated to helping them.

It also helps you identify their requirements and deliver accordingly. 

Here’s an email template that will guide you in asking the questions without annoying the client.

Subject: A quick question for you.

Body: Thanks for your time on the call on [date] about buying a home.

I’m sure I can help you find your dream home that you’ll love and cherish. I have a couple of questions that will help me identify the relevant listings to send you:

[Clarifying question for buyer]

[Clarifying question for buyer]

I really appreciate your time to reply. It will help me narrow down the best options for you. Feel free to contact me with any additional relevant information for our search.



16. Real Estate Email Newsletter

You don’t have to pitch listings only after the client asks so. Reach out to your mailing list with monthly or weekly newsletters and drive the interested leads further.

A newsletter is an email that shares the latest updates on the neighborhood. You can even share the market analytics to create interest in buying or selling.

Here’s an email template to design your newsletter. Remember to use catchy subject lines for people to open your email.

Subject: 3 Reasons Why You Must Buy a New Home (Right Now)

Body: How are you doing! 

What are you looking forward to the most [list some unique things about the neighborhood like a baseball game or a rally]?

This month, [neighborhood] is hosting some especially exciting events:

[list of events]

Now's the right time to buy a home and build your future. Here's why:

Reason 1: Interest rates are low. This means a lower monthly mortgage and more savings.

Reason 2: Buying a home further builds your wealth. 

Reason 3: Taking out a mortgage has a positive impact on your credit health, which is essential to your financial health.

Have I convinced you yet? I understand this is one of the most significant decisions you'll ever make. If you'd like to talk more about it, you can book a time here [insert meeting link].



17. Open House or Showing Thank You Email 

Out of sight is out of mind. It’s especially true when many other realtors are also running after your client for their attention.

To keep the lead hot and close the deal faster, you must engage with the client at any chance you get. 

Here’s an email template that you can use to thank the client for an open house visit and use this opportunity to gauge their thoughts about the whole experience.

Subject: Thanks for popping up at the open house at [address]

Body: Thanks for stopping by on [date]. I just wanted to check in and ask if there are any queries that I can answer about [address]. 

Also, I considered sharing a few other similar properties available in your area. I'd be happy to arrange meetings to visit those properties if that interests you:

  • Property 1
  • Property 2
  • Property 3

Homes like these are spending approximately [number] days on the market, so let me know if you'd like to get a head start!



18. Pre-approval Email to Prospective Buyer

Buying a house is an exciting and overwhelming task for buyers. 

There are lots of processes and paperwork that the buyer has to navigate through. 

Think about how glad they will be if you swoop them out of the hassle and deliver their dream home to them. You will earn a client for life.

Here’s an email template that offers help with one such buying process.

Subject: Learn how to get pre-approved and kickstart your home buying journey

Body: Buying a home is one of the most significant decisions you’ll ever make, and the process can be intimidating for anyone. I’m here to help you get familiar with the home buying process and provide you with the best options for your requirements including home loans types.

To get started, the first step in this process is getting pre-approved. Pre-approval reinforces your intent to home sellers that you are serious about buying, and it often speeds up the process once your offer is accepted.

Here is an article to learn more about pre-approval: [add article link].

Let me know if you have any questions.

I'll be happy to connect you with one of the most reliable loan agencies once you’re ready to get started.

Best Wishes,


19. Open House Feedback Request

Client feedback is the holy grail for better services.

Always ask your clients about their experience to improve it further. It also gives an impression to the client that you care about their opinion. 

Here’s an email template to ask for feedback after an open house your client might have attended.

Subject: Would love to hear your feedback on the visit to [address]

Body: Thank you for showing by the open house at [address] on [date].

I’m writing to you because I’d love to get your genuine feedback, the good along with the bad.

What do you think of the property? Where does it stand in comparison to others that you have seen? Do you think the price fits your budget?

I am all ears to your experience of the open house. Here’s a link to book a time for a quick feedback call: [link to meeting tool].

It will help me create a better experience for you in the future.



P.S.: There’s a stunning (#)-bedroom in (neighborhood) at a steal deal. I’ll be happy to arrange a visit if you want.

20. Offering Tips To Help Sellers Attract Buyers

Often clients are occupied with hundreds of other tasks and might miss the best practices for fast-tracking the selling process. 

But you can save the day with your proactive communication.

It will get the client the highest returns and you a fast deal.

Here’s an email template that you can send your clients as a suggestion to attract more buyers and close the deal quickly.

Subject: Unlock the tips to attract buyers for your property

Body: As per our last conversation about selling your home, we discussed making some tweaks to make your house pop with buyers.

Here are a few links to articles with tips and inspiration to get you started. These are handpicked by me and tested by some of my other clients.

  • [Link 1]
  • [Link 2]
  • [Link 3]

I often work with many trustworthy landscapers and interior designers, and I would be happy to pass along their contact information if you need that.

Feel free to shoot any questions that you have.



What's Next? How Can You Use These Templates?

Leveraging email templates can truly optimize your communication as a real estate agent, but it's equally essential to choose the right platform for the job. Templates would not help convert prospects to leads or customers if your message is not sent to the recipient. 

That's why we recommend SendX, a leading email marketing platform that can handle high volume emails without compromising on deliverability. No matter how big your client list is, SendX ensures your emails land right in their inboxes, not in the spam folder.

You don't need to be a tech genius to use SendX. It's super simple to create, send and analyze emails.

The right tools can make your job significantly easier and your campaigns more effective. So why not give SendX a try? You can get a 14-day free trial, so you can test the waters and experience the benefits first-hand. Click here to sign up for your free trial and elevate your email marketing strategy to the next level.


1. Why should I use templates for sending real estate emails?

Templates allow you to save time by providing pre-designed email structures that you can customize as per your needs. Instead of starting from scratch every time you need to send an email, you can simply select a relevant template and make necessary modifications. This helps streamline your communication process, especially when dealing with multiple clients or properties.

2. How does using real estate email templates help prevent errors?

By using predefined templates, you have a consistent framework that ensures important details are not missed, such as contact information, property specifications, or legal disclaimers. This helps prevent errors and ensures your emails are accurate and professional.

Make Your Email Marketing Profitable


Costas Peppas

Costas Peppas is the Co-founder of Agent Legend. He is passionate about creating amazing lead followup experiences for his customers.