Real Estate Checklists & Email Scripts

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  • Improve your client satisfaction scores with our professional email templates.
  • Navigate real estate transactions more efficiently with our transaction checklists.
Free Real Estate Transaction Templates

Send the Right Emails at the Right Time to Keep Your Clients Informed and Engaged

Navigating the real estate transaction landscape demands strategic and timely communication. Let’s explore the key moments that necessitate interaction with your clients, along with tips on what to focus on and examples of scripted emails.

Welcoming New Clients

Goal: Establishing a Positive Connection.

Welcoming a new client sets the tone for your entire relationship. Your welcome email should convey warmth, enthusiasm, and a commitment to guiding them through a successful real estate journey.


Welcome the client and introduce yourself

Subject Line: Thank you! We’re excited to sell your house


My name is [YOUR NAME], and I am the Transaction Coordinator who will be working on your listing with [AGENT’S NAME].

My job is to ensure your closing runs smoothly.

Throughout this process, you will be receiving several emails from me with updates, reminders, and occasional questions. To ensure all of my emails go straight to your inbox please add my email “[YOUR EMAIL]” to your contact list.

[AGENT’S OFFICE] uses ListedKit to manage all transactions. You will receive an invite via email shortly. Please follow the instructions in the email to create your account.

Please reach out via phone at [YOUR PHONE NUMBER] or email with any questions. I’m always happy to help.


Notification of Listing Going Live

Goal: Highlighting Key Features and Encouraging Client Engagement

When a listing goes live, it’s a pivotal moment. Your email should not only inform clients but also spark excitement about the property. Encourage them to share the listing with their network, amplifying its reach.


Your listing is live

Subject Line: Your Home is Live on the Internet


Congratulations, your home is officially listed! To view your listing, please click on this link [LINK TO LISTING].

To view your home on the MLS, please use this link: [LINK TO LISTING ON MLS].

Please reach out via phone at [YOUR PHONE NUMBER] or email with any questions. I’m always happy to help.


Notification of Home Going Under Contract

Goal: Celebrating Milestones and Providing Support

When a client’s offer is accepted, it’s cause for celebration. Acknowledge this milestone, express your excitement, and reassure them of your ongoing support throughout the contract and closing processes.


Your home is under contract

Subject Line: Your Home is Under Contract!


Congratulations! Your home is under contract. Here is a timeline of the important events leading to your closing.

  • The Effective Start Date is [EFFECTIVE START DATE].
  • The Escrow Deposit is due to [TITLE COMPANY] by [ESCROW DUE DATE].
  • Home Inspection is due by [INSPECTION DUE DATE]. 
  • Title Commitment is due by [TITLE] from the title company. 
  • Your Home’s Appraisal is due [APPRAISAL DUE DATE].
  • The Loan Approval is due from the buyer’s lender by [LOAN APPROVAL DATE]. 
  • Anticipated closing date: [CLOSE DATE].

    Home Inspection

    You do not have to attend, but it is recommended that you do. A septic inspection, wind mitigation, and/or a wood-destroying organism (WDO) inspection may be necessary.

    Title Commitment

    The title insurance company discloses to all parties involved in the real estate transaction any defects, liens, and obligations that affect the property.

    Home Appraisal

    Your home appraisal is initiated by the lender to ensure the loan value is supported by an appraised value. You will be notified when this is scheduled.

    Loan Approval

    This signifies the buyer’s mortgage is approved for closing.

    Final Walkthrough

    The final walkthrough will be scheduled before the buyer’s closing. This usually occurs right before the buyer’s signing. Don’t forget to turn all utilities on for this walkthrough.


    The above must be completed on time to ensure we close on time. You will be contacted soon by the closing agent at [TITLE CO NAME]. Please work with them on any information they might need to get you to the closing table on time.

    A copy of your executed contract is available for you on

    As always, give me a call at [YOUR PHONE NUMBER] or shoot me an email if you need anything or have any questions. 




    In today’s competitive real estate market, effective communication is essential for building strong client relationships. This blog has provided tips on how to write effective transactional emails that bridge the gap between agents and their clients, from the initial welcome to the closing celebration.

    But effective communication doesn’t end there. It’s also important to nurture relationships with clients post-transaction, which can lead to repeat business and valuable referrals. That’s why we’re excited to introduce ListedKit for Teams, a platform that helps agents streamline their communication and build stronger relationships with their clients.

    Take your communication to the next level with ListedKit today!


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