Consultation
- Schedule 60-min buyer consult
- Send pre-consult homework form
- Prepare buyer presentation
- Review BRRETA agency disclosure
- Confirm pre-approval status
- Pull neighborhood comps
- Pre-consult email (template below)
- Day-of reminder text
- Post-consult roadmap email
- CRM: Add to Buyer Pipeline
- Lender introduction if needed
Subject: Your Home Search Begins — A Few Things Before We Meet
Hi [First Name],
I'm so excited to help you find your next home! Before we sit down, please take 5 minutes to complete your Buyer Wishlist Form: [LINK]
In our meeting we'll cover: how the process works start to finish · your timeline and must-haves · agency relationships and your rights · getting pre-approved (if not already) · what to expect each step of the way.
See you [DATE] at [TIME] at [LOCATION / ZOOM LINK].
Looking forward to it!
[Your Name] | [Phone] | [Website]
Subject: Great Meeting You — Here's Your Buyer Roadmap
Hi [First Name],
It was such a pleasure! I've attached your Buyer Roadmap so you always know what's coming next.
Your next steps:
① Get pre-approval letter from [Lender Name/Contact]
② Send me your top 3 non-negotiables
③ I'll set up your custom home search portal
Questions? Text or call me anytime at [Phone]. This is a team effort and I'm in your corner every step!
[Your Name] | [Branding Line]
Showings
- Confirm schedule 24 hrs prior
- Prep property show sheets
- Bring tape measure & notepad
- Note HOA, taxes, utilities
- Observe what they react to
- Debrief after every 3–4 homes
- Day-before confirmation text
- "What to Expect" showing email
- Post-showing recap email
- CRM: Log showing notes & feedback
- Adjust search based on reactions
Hi [First Name]! Just confirming our showings tomorrow — [#] homes starting at [TIME]. I'll have your property sheets ready. Wear comfortable shoes! See you then. — [Your Name]
Subject: Showings 101 — What to Look For (and What to Ignore)
Hi [First Name],
We're getting closer! A quick cheat sheet:
Focus on: Layout & flow · Natural light · Neighborhood feel · Storage · The bones (structure, roof, foundation clues)
Ignore: Paint colors, carpet, décor — all changeable!
I'll handle the details. Your job is to walk in and feel it. Trust your gut. We'll talk through the practical stuff together. See you [DATE/TIME]! [Your Name]
Subject: Today's Showings — What Did You Think?
Hi [First Name],
Thanks for spending the afternoon with me! Based on your reactions, I noticed you really lit up at [Address/Feature]. Here's a quick recap:
🏠 [Address 1] — [Your brief note]
🏠 [Address 2] — [Your brief note]
🏠 [Address 3] — [Your brief note]
Ready for a second look, or want me to pull new options? Reply here or text/call me. We're getting warmer! [Your Name]
Binding Agreement
- Write offer with buyer (GAR forms)
- Confirm earnest money & holder
- Review all special stipulations
- Submit & follow up with listing agent
- Negotiate counters in writing
- Confirm Binding Agreement Date (BAD)
- Send BAD + all deadlines to buyer
- Offer submission confirmation text
- Binding Agreement phone call
- Timeline & next steps email
- CRM: Update to "Under Contract"
- Intro to closing attorney
- Champagne / Sparkling cider ✨
Subject: 🎉 You're Under Contract — Here's What Happens Next
[First Name], YOU GOT IT! 🏠🎉
Your Binding Agreement Date is [DATE]. All deadlines in your contract are counted in calendar days from that date.
Your Key Deadlines:
📅 Inspection Period Ends: [DATE] (Day [#])
📅 Loan Application Deadline: [DATE] (Day [#])
📅 Appraisal Contingency: [DATE] (Day [#])
📅 Closing Date: [DATE]
Earnest money must be delivered to [Holder] by [DATE]. I'm scheduling your inspector now — options in 24 hours.
Breathe. You're in great hands. 💪
[Your Name]
Inspections & Due Diligence
- Schedule general home inspection
- Consider: radon, sewer, pest, roof
- Attend inspection with buyer
- Review inspection report together
- Prepare amendment / repair request
- Negotiate repairs or credits
- Review HOA docs (if applicable)
- Confirm insurance quote started
- Pre-inspection prep email
- Post-inspection call same day
- Repair request / amendment email
- CRM: Log inspection outcome
- Insurance agent referral if needed
Subject: Inspection Day — What Inspectors Find (And What It Means)
Hi [First Name],
Your inspection is [DATE] at [TIME]. Here's what to expect:
The inspector WILL find things. That is their job. Most findings are routine maintenance items, not dealbreakers. Don't panic — we'll review the report together before reacting.
What we're really watching for: Structural issues · Roof condition · HVAC age & function · Plumbing/electrical red flags · Water intrusion
Plan for 2.5–4 hours. Wear comfortable clothes. You're allowed to ask the inspector questions — take notes and photos! I'll be there with you.
[Your Name]
Subject: Inspection Complete — Here's My Take
Hi [First Name],
Great job today — great questions! Here's my initial take:
Items I recommend we address: [List top items]
Items that are typical/routine: [List routine items]
Items to monitor (not urgent): [List FYI items]
I'll have our repair request ready for your review by [DATE]. Can we connect [TIME OPTION 1] or [TIME OPTION 2]?
[Your Name]
Appraisal
- Confirm appraisal order with lender
- Provide appraiser with comps
- Prepare improvements list for sellers
- Be present or send a comp package
- Review appraisal when received
- Advise buyer on options if low
- Appraisal ordered confirmation email
- Appraisal result — phone call first
- Options memo if low appraisal
- CRM: Note appraisal value & outcome
Subject: Appraisal Update — What This Means for You
Hi [First Name],
The appraisal has been ordered! An independent appraiser will visit the home and compare it to recent sales. Their job is to confirm the home's value supports your loan.
Best case: Comes in at or above purchase price — we move forward!
If it comes in low: We have options — negotiate with the seller, appeal, or make up the difference. We'll talk through everything together.
I'm proactively sending the appraiser supporting comps to help our case. Results typically take 7–10 business days. I'll call you the moment I have news.
[Your Name]
Closing
- Confirm date, time & location
- Final walkthrough 24 hrs before
- Confirm wire / cashier's check amount
- Review closing disclosure with buyer
- Confirm utilities transferred
- Attend closing — remind buyer to bring ID
- Hand over keys 🔑
- "Closing week" prep email
- Final walkthrough confirmation
- Day-of "bring this" text
- Post-close celebration call
- CRM: Move to "Closed / Past Client"
Subject: Closing Week — Your Final Checklist
Hi [First Name],
We are SO close! Here's your closing week game plan:
✅ Bring to closing: Government-issued photo ID · Cashier's check or wire confirmation for [AMOUNT] · Checkbook (just in case)
✅ Final walkthrough: [DATE] at [TIME] — confirming the home is in agreed condition
✅ Utilities: Call [Electric/Gas/Water] to transfer in your name starting [DATE]
✅ No major financial changes until after closing — no new credit, no large purchases!
See you at the closing table. This is the moment we've been working toward! [Your Name]
Post-Closing Care
- Day 1: Celebration call + social post
- Day 7: "Settling in?" text check-in
- Day 30: Phone call — how's the home?
- Day 60: Send home maintenance tips
- Day 90: Homeowner "1st Quarter" card
- Month 6: Neighborhood market update
- Month 11: Annual home value review
- Month 12: Home Anniversary card + call
- Ongoing: Birthday program
- Ongoing: Holiday touchpoint
Subject: Happy 1-Year Homeiversary, [First Name]! 🏡
Can you believe it's already been a year?! I remember the day we got your keys like it was yesterday.
A few things worth knowing as you hit the one-year mark:
Your home's estimated value today is approximately [VALUE] · Your equity has grown · Time to review your homestead exemption if not done
It has been my honor to be part of your journey. If anyone in your world is thinking about buying or selling, I would love to help them too. A quick introduction means the world to me.
Here's to your next year in your beautiful home! [Your Name]
Client Programs — Forever Clients
These programs apply to anyone with real potential to refer business or return as a future client. The ROI is referrals. Build systems, automate reminders, and show up consistently where no other agent does.
🎂 Birthday Program
Card mailed 2–3 days before birthday · Personal phone call on the day · Small gift for top-tier clients (coffee card, bakery item) · CRM reminder set annually
🤝 Referral Program
Immediate thank-you call when referral is given · Handwritten card + small gift at referral · Update them on their referral's progress (with permission) · Additional gift at closing of referred deal
😔 I'm Sorry Program
When you drop the ball — own it fast. Call first, then follow up in writing. Don't make excuses. Acknowledge specifically what happened. Offer a tangible remedy. A sincere apology + action turns a critic into a loyal advocate. Silence turns them into a 1-star review.
🎄 Holiday Program
Thanksgiving: text or card with genuine gratitude (not just "Happy Thanksgiving!") · Christmas/Holiday: branded card or gift — mail by Dec 10 · New Year: "What's your real estate goal this year?" — opens a natural conversation · Pick one non-December holiday to stand out when no one else is sending anything
🏡 Homeiversary Program
Card + call every year on their closing date anniversary · Quick home value update included · Natural, non-pushy referral ask: "Anyone you know thinking about buying or selling?" · CRM: Set as annual recurring task from closing date
📊 Market Update Program
Personalized neighborhood update every 6 months · "Here's what's happening with your home's value" — they read it every time · Positions you as the expert before they ever need to sell · CRM: 6-month drip from close date
Dear [Name],
I'm so honored you trusted me enough to send [Referral Name] my way. That means more to me than you know.
I'll take great care of them — just like I took care of you.
With gratitude, [Your Name]
P.S. Something small is on its way to say thank you properly. 🙏