Guide
What to text your client at each stage of a real estate deal
47 texts for buyers and sellers, from the offer to the one-year anniversary, with when to send each one. They are the texts HomeAxis drafts on its default playbooks. Adapt the wording to your voice, and send them yourself.
Updated by the HomeAxis team
Four rules for client texts
- Send it from your own phone. The client should see your name and your number, not a service.
- Short, then the next step. What happened, what is next, and whether they need to do anything.
- Their name and their house. A first name and the address make a template feel personal.
- Text for news, email for detail. Contracts, checklists and closing instructions go by email; the text points to it.
Texting a client is your decision and your responsibility: make sure they have agreed to be contacted by text. For the bigger picture, see how to keep clients updated.
Texts for buyers
From writing the offer to the anniversary of the closing. The names and address are samples.
Offer Setup
- Prepare Offer Documents On the day the deal was added
Hi Jordan, I’m writing up your offer now and pulling the paperwork together. I’ll keep you posted every step of the way.
Under Contract
- Congratulate Buyer on Accepted Offer On the offer acceptance date
Congratulations Jordan, your offer was accepted! I’m emailing you the signed contract and next steps now. The home inspection is next, and I’ll be in touch to set it up.
- Schedule Home Inspection On the offer acceptance date
Hi Jordan, your home inspection is booked. I’ll see you there, and if any questions come up before then, just text me.
- Prepare Information for Your Client's Upcoming Inspection On the offer acceptance date
Hi Jordan, a quick heads-up before the inspection: plan to be there for the whole thing, bring a notepad, and ask the inspector anything you’re unsure about. I’ll be there too. It usually takes a few hours.
- Review Inspection Report & Contact Client 1 day after the home inspection
Hi Jordan, I have the inspection report and I’m going through it now. When’s a good time to talk it over and decide on next steps?
- Prepare Repair Request Addendum (If necessary) 1 day after the home inspection
Hi Jordan, I’m putting together the repair request we talked about. I’ll send it over for you to review and sign before it goes to the seller’s agent.
Pending
- Confirm Appraisal Details 8 days before the closing date
Hi Jordan, the lender has ordered the appraisal on 42 Maple Ave. Nothing you need to do for this one. I’ll let you know as soon as the value comes back.
- Send Mortgage Commitment Letter to Listing Agent On the mortgage commitment date
Hi Jordan, great news: your mortgage commitment came through. That’s one of the biggest hurdles behind us. I’m sending it to the listing agent now, and we’re on track for closing.
- Send Commission Statement to Closing Attorney 5 days before the closing date
Hi Jordan, I’ve sent the commission statement to the closing attorney, so everything is in place on our side for closing.
- Send Buyer ‘Final Steps’ Email Template 4 days before the closing date
Hi Jordan, closing is almost here! I just emailed you the final steps for the next few days. Have a look when you can, and text me with any questions.
- Confirm Closing Date and Clear to Close 5 days before the closing date
Hi Jordan, your closing is on the calendar! Take a look at the checklist I emailed so everything’s ready, and start moving the utilities (gas, water, electric) into your name. I’m so excited for you.
- Coordinate Final Walkthrough 3 days before the closing date
Hi Jordan, it’s almost time for the final walkthrough. What days and times work for you? I’ll set it up with the listing agent.
- Confirm Final Walkthrough & Closing Dates and Times 1 day before the closing date
Hi Jordan, your final walkthrough is all set. If any last-minute questions come up, just text me.
Closing Preparation
- Send Congratulations Message to the Buyer On the closing date
Congratulations Jordan! It’s been such a pleasure helping you find your new home. Enjoy today. And if friends or family ever need help buying or selling, I’d be glad to help them too.
- Send Follow-up Contact Information Email (Post Move) 5 days after the closing date
Hi Jordan, just checking in. How are you settling in, and how are you loving the new place? If you need anything at all, I’m here.
Post-Closing Follow-Up
- Request Google/Zillow Review from Buyer 14 days after the closing date
Hi Jordan, I hope you’re loving the house! I have a small favor to ask: would you be open to leaving me a quick 5-star review? It really helps future clients get a feel for working together. Thank you so much.
- Annual Anniversary Outreach 365 days after the closing date
Hi Jordan, happy home anniversary! I can’t believe it’s been a year since you got the keys. How are you loving the house? If you know anyone thinking of buying or selling, I’d love to help them too.
Texts for sellers
From the pre-listing guide to the one-year check-in, including open houses and offers.
Pre-Listing
- Send Seller Pre-Listing Checklist On the day the deal was added
Hi Jordan, I’m so glad we’re doing this together. I just emailed you a quick guide to getting the house ready, with the recommendations we talked about. Text me anytime with questions.
- Schedule Listing Photos, Staging, and/or Marketing On the day the deal was added
Hi Jordan, I’m booking the listing photos. What days work best for you to have the house photo-ready?
- Schedule Sign Installation On the day the deal was added
Hi Jordan, I’m scheduling the for-sale sign for 42 Maple Ave. Is there a spot in the yard you’d prefer, or anywhere it shouldn’t go?
- Schedule Your Open House On the day the deal was added
Hi Jordan, let’s pick dates for your open house. Which days work for you? You’ll want to be out of the house while it runs.
Coming Soon
- Finalize Listing Details 7 days before the listing going active
Hi Jordan, I’m putting the final touches on your listing today. Anything I should mention, like recent updates, the age of the roof and furnace, or what stays with the house?
- Create and Approve Marketing Materials 7 days before the listing going active
Hi Jordan, the photos and the listing write-up are ready. I’ll send them over for a look. Tell me if anything should change before we go live.
- Coordinate Final Preparations with the Seller 6 days before the listing going active
Hi Jordan, we’re about a week from going live! Do you have time this week to go over the final prep and confirm the open house schedule?
- Set Up MLS “Coming Soon” (If desired) 5 days before the listing going active
Hi Jordan, 42 Maple Ave is now showing as Coming Soon, so agents already know it’s on the way. Showings start when we go live, and I’ll keep you posted on the interest.
- Confirm Signage Installation 1 day before the listing going active
Hi Jordan, the sign is up at 42 Maple Ave! Let me know if it is not where you expected.
Active Listing
- Confirm Open Houses With Clients 1 day before the listing going active
Hi Jordan, confirming your open houses on Saturday and Sunday, 1 to 3. Before each one, put away valuables, medications and personal papers, and plan to be out while it runs. Any questions, just ask.
- Prepare for Open House, Announce Dates and Times, Add to MLS On the listing going active
Hi Jordan, the open houses are set for Saturday and Sunday, 1 to 3. Before each one, turn the lights on, clear the counters, put pets and valuables away, and plan to be out for the afternoon. I’ll handle the rest.
- Change MLS Listing to Active On the listing going active
Hi Jordan, we’re live! 42 Maple Ave is on the market as of today. Showing requests come through me, and I’ll keep you posted on every one.
- Host Open Houses On the open house
Hi Jordan, the open house is today. I’ll text you afterwards with how it went and what buyers said.
- Communicate the Results of Each Open House with Your Seller 1 day after the open house
Hi Jordan, thank you for having the house looking so good for the open house. I’d love to share how it went and what buyers said. When’s a good time for a quick call?
- Monitor and Adjust Marketing 2 days after the open house
Hi Jordan, quick update on 42 Maple Ave. I’ve been watching the showings and online views this week, and I have a few ideas on what to adjust. Do you have time for a quick call?
Offer Management
- Notify Seller of Offers Received 1 day after the open house
Great news, Jordan: we have an offer on your home! I’d like to walk you through it. When’s a good time to go over your options?
- Review Offers with Seller 1 day after the open house
Hi Jordan, I have the offers side by side and I’d like to walk you through your options. When can we sit down and go over them?
- Obtain & Share Fully Executed Documents On the offer acceptance date
Hi Jordan, everything is signed! I’m emailing you a copy of the fully signed contract for your records.
Under Contract
- Change Status to Pending On the offer acceptance date
Congratulations Jordan, your home is under contract! Next is the buyer’s home inspection. I’ll work out the day and time with the buyer’s agent and let you know.
- Coordinate Inspections 1 day after the offer acceptance date
Hi Jordan, the buyer’s agent is setting up the home inspection. I’ll let you know the day and time as soon as it’s confirmed. Plan to be out of the house for a few hours that day.
Closing Preparation
- Order Any Reports, Inspections, Condo/HOA Documents, Local Requirements, etc. 2 days after the offer acceptance date
Hi Jordan, a few reports or certificates may be needed before closing (a smoke certificate or HOA documents, for example). I’ll send you the list and help you get them scheduled.
- Send Final Steps Email to Seller 7 days before the closing date
Hi Jordan, closing is almost here! I just emailed you a few final things to get ready for the big day. Text me with any questions.
- Schedule Closing with Closing Attorney/Title Company 14 days before the closing date
Hi Jordan, I’m scheduling the closing with the attorney now. Are there any days or times that don’t work for you?
- Coordinate Final Walkthrough with Co-brokers & Client 4 days before the closing date
Hi Jordan, the buyers will do their final walkthrough shortly before closing. I’ll confirm the time with you once it’s set, so the house is ready for them.
- Confirm Closing Date, Time, Location – With Client 1 day before the closing date
Hi Jordan, confirming your closing details. Bring your photo ID, all keys and garage remotes, and anything the closing office asked for. Any questions, just call or text me.
Closing Day & Follow-Up
- Closing Day – Contact Client On the closing date
Good morning Jordan, today’s the day! Bring your photo ID, keys and anything the closing office asked for. Call me if anything comes up.
- Send Congratulations Message to the Seller (After Closing) 1 day after the closing date
Congratulations Jordan! Thank you for trusting me with the sale of your home. It’s been a real pleasure. If friends or family ever need help buying or selling, I’d be glad to help them too.
- Send Follow-up Contact Information Email (Post Move) 5 days after the closing date
Hi Jordan, just checking in. I hope the move went smoothly and you’re settling in well. If you need anything at all, I’m here.
- Request Google/Zillow Review from Seller 14 days after the closing date
Hi Jordan, thank you again for trusting me with your sale. I have a small favor to ask: would you be open to leaving me a quick 5-star review? It really helps future clients get a feel for working together.
- Annual Anniversary Outreach 365 days after the closing date
Hi Jordan, it’s been a year since we sold your home! I hope you’re loving where life has taken you. If you know anyone thinking of buying or selling, I’d love to help them too.
When the news is not good
A low appraisal, a tough inspection, a lender delay: these are the texts agents put off, and the silence makes them worse. Keep the same shape. Say what happened, say what you are doing about it, and offer a time to talk. “Hi Jordan, the appraisal came in under the price. I’m already talking with the lender and the listing agent about options. Can we talk this afternoon?” A call is often better for the details; the text makes sure the client hears it from you first.
Having these ready on every deal
In HomeAxis each of these texts is drafted on its task with the client’s name, the address and the dates filled in. When the task is due, tap it: your Messages app opens with the text ready, you change what you want, and you tap Send. HomeAxis never sends a text itself. The wording is yours to edit on your playbook, so every new deal uses your voice. More on drafted client updates.