Seller Email Pack · Narqix Academy

Purpose: Give sellers clear written summaries that match what was said on the phone: the offer, the agreement, and follow-up.

When to use: After an offer call, when an agreement is sent for e-signature, and when a seller goes quiet after an offer.

Goal of each email: One outcome. The seller understands exactly what was offered or sent, and knows the one next step.

Version: v1.0

Track: Real Estate · Role: Lead Manager, Acquisitions · Time to complete: 20 min

Email rules

Rule	Why
Send from the client's business email address, signed with your name and the company	Sellers must know who is writing. Never use a personal email
The email must match the call exactly: same price, same terms, same dates	A written summary that differs from the call destroys trust
One email, one purpose, one next step	Busy sellers act on simple emails
Short paragraphs, plain words, no pressure	Many sellers read on a phone
Include the company's mailing address and a way to opt out on follow-up and marketing emails	US email law requires it for commercial messages, and it is good practice everywhere
Never include bank details or payment instructions	Wire fraud protection. Payment details only ever come from the title company and are confirmed by phone

Coach's note: Send the email within one hour of the call, while the seller still remembers the conversation. Then mention it in a text if they gave texting consent: "I just emailed you a summary." An email that arrives three days later feels like a form letter.

Before you send

Email address confirmed letter by letter on the call.
Every number checked against your call notes and the approved offer.
The seller's names spelled exactly right.
Placeholders all filled. Read the email once from top to bottom as if you were the seller.
The seller has not opted out of emails.

The flow

1. Email 1: Offer summary

Send after the offer call, whether the seller said yes, no or "let me think."

Email 1A: Cash offer summary

Subject: Our offer for (PROPERTY ADDRESS)

Hi (SELLER FIRST NAME),

Thank you for your time today. As promised, here is a summary of our offer for (PROPERTY ADDRESS).

Our offer

Purchase price: (OFFER AMOUNT)
Condition: as-is. No repairs or cleaning needed. You can leave anything you don't want.
Closing costs: we pay the normal closing costs, as listed in the agreement.
Agent commissions: none.
Closing: in about (NUMBER) days, or on a date that works for you, subject to the title company.
(ANY SPECIAL TERMS, FOR EXAMPLE A 2 WEEK STAY AFTER CLOSING)

How we got to this number

Similar updated homes nearby sold for about (VALUE AFTER REPAIRS).
Estimated repairs: about (REPAIR ESTIMATE), mainly (KEY REPAIRS).
Costs to buy, hold and sell, plus a fair profit for the risk.

What you would take home

Your mortgage and anything else owed on the property are paid from the price at closing. Based on what you told us, you would receive about (ESTIMATED NET). The title company will confirm the exact amount.

Next step

(ONE NEXT STEP)

Example next step: "Reply to this email or call me when you've had time to think. I'll call you on Thursday as we agreed."

You are welcome to have an attorney or anyone you trust review this with you.

Thank you,

(YOUR NAME)

(COMPANY NAME)

(OFFICE NUMBER)

(COMPANY MAILING ADDRESS)

Email 1B: Two options (cash and Retail Partnership Option)

Subject: Your two options for (PROPERTY ADDRESS)

Hi (SELLER FIRST NAME),

Thank you for talking with me today. Here are the two options we discussed, side by side.

Option 1: Cash offer

You receive: (CASH OFFER) at closing, before your mortgage and anything owed is paid off.
Timing: about (CASH DAYS) days.
Repairs, commissions, closing costs: none for you.
Best if: speed and certainty matter most.

Option 2: Retail Partnership Option

You receive: (SELLER NET AMOUNT) at closing, before your mortgage and anything owed is paid off.
Timing: usually (TIMELINE IN DAYS) days, sometimes longer.
How it works: our team pays for agreed updates, and a licensed agent sells the house on the open market. The listing price will be higher than your amount. We keep what is left after repairs, commissions and closing costs.
What you do: keep paying the mortgage, taxes, insurance and utilities until closing, and allow access for repairs, showings, inspection and appraisal.
If it doesn't sell by (END DATE): (WHAT HAPPENS IF IT DOES NOT SELL, FROM THE AGREEMENT).
Best if: the highest amount matters more than speed.

Next step

Let me know which option feels right, or if you have questions. I'll call you on (DAY) at (TIME) as we agreed.

You are welcome to have an attorney or anyone you trust review both options with you.

Thank you,

(YOUR NAME)

(COMPANY NAME)

(OFFICE NUMBER)

(COMPANY MAILING ADDRESS)

Email 1C: Terms offer summary

Subject: Our terms offer for (PROPERTY ADDRESS)

Hi (SELLER FIRST NAME),

Thank you for your time today. Here is a summary of the terms offer we discussed for (PROPERTY ADDRESS).

The terms

Total price: (TERMS PRICE)
Paid at closing: (DOWN PAYMENT)
Remaining balance: (BALANCE), paid to you monthly at about (MONTHLY PAYMENT) a month, at (INTEREST RATE) interest
Full balance paid by: (BALLOON DATE)
Your protection: the loan is secured by the property and recorded by the title company or attorney who prepares the documents.

The trade-off

You receive your money over time instead of all at closing. Please speak with your own attorney and tax adviser before deciding.

Next step

I'll call you on (DAY) at (TIME) to answer questions.

Thank you,

(YOUR NAME)

(COMPANY NAME)

(OFFICE NUMBER)

(COMPANY MAILING ADDRESS)

Why it works: The seller sees the same numbers and the same reasoning they heard on the call. A clear written summary lets them share it with family and decide with confidence.

If they reply...

If they reply "Can you do better?"

Do not negotiate by email. Reply:

Thanks, (SELLER FIRST NAME). Happy to talk about it. What number would work for you, and when is a good time for a quick call today or tomorrow?

If they reply "We accept"

Call them within the hour, inside the calling window, to confirm details and walk through the agreement. Do not just send the agreement without a call.

If they reply "No thank you"

Thank you for letting me know, (SELLER FIRST NAME). I appreciate your time. If anything changes, you can always reach me at (OFFICE NUMBER).

Code NI. If they also ask not to be contacted, code DNC and stop all emails.

2. Email 2: Agreement sent

Send a short personal email right after the e-signature tool sends the agreement, so the seller knows the system email is real.

Email 2: Your agreement for (PROPERTY ADDRESS)

Subject: Your agreement for (PROPERTY ADDRESS) is on its way

Hi (SELLER FIRST NAME),

Our team just sent you the purchase agreement for (PROPERTY ADDRESS) by e-signature. It's written in plain, everyday English and lays out every step we take to close on time, at the full price we agreed today. It comes from (SENDER NAME OR ADDRESS) with the subject "(EMAIL SUBJECT)". If you don't see it, please check your spam or junk folder.

Please check these before signing:

Your name(s), spelled exactly as on the title
The property address
The price: (PURCHASE PRICE)
The closing date: on or before (CLOSING DATE)
(ANY SPECIAL TERMS)

Include the next line only if a state disclosure is part of the package:

You'll also see a separate disclosure form. It explains (WHAT THE DISCLOSURE COVERS). Please read it before signing.

Please don't sign until we've gone through it together. We're scheduled for (DAY) at (TIME) (TIME ZONE). You're also welcome to have an attorney review it first.

A safety note: we will never email you payment or bank instructions. If you ever receive an email asking for bank details, or saying payment instructions have changed, call the title company at a number you know is real before doing anything.

Thank you,

(YOUR NAME)

(COMPANY NAME)

(OFFICE NUMBER)

Why it works: Telling the seller exactly what the system email looks like protects them from fake emails. The checklist catches errors before signing. The wire fraud warning protects their money.

If they reply...

If they reply "I signed it already"

Thank you. Call them to confirm they understood the key terms, and go through anything you have not covered yet. Then explain the next steps from the Contract Walkthrough Call script.

If they reply "I found a mistake"

Thank you for catching that, (SELLER FIRST NAME). Please don't sign that version. I'll correct it and send a new one within (TIMEFRAME).

Void the old envelope in the e-signature tool and resend.

If they reply "My attorney wants changes"

Thank you. Could you send me the changes they suggested? I'll review them with (MANAGER NAME) and get back to you by (DAY).

3. Email 3: Follow-up

Use when a seller has gone quiet after an offer, or as a light long-term check-in.

Email 3A: Follow-up after an offer (3 to 7 days, no reply)

Subject: Any questions about (STREET NAME)?

Hi (SELLER FIRST NAME),

I wanted to follow up on our offer for (PROPERTY ADDRESS). I know it's a big decision, and there's no rush from our side.

If it would help, I'm happy to:

go over the numbers again,
talk with anyone in your family who's helping you decide, or
look at the closing date or other terms.

You can reply here or call me at (OFFICE NUMBER).

Thank you,

(YOUR NAME)

(COMPANY NAME)

(OFFICE NUMBER)

(COMPANY MAILING ADDRESS)

If you'd prefer not to receive emails from us, reply "unsubscribe" and we'll remove you.

Email 3B: Long-term check-in (60 to 90 days)

Subject: Checking in about (STREET NAME)

Hi (SELLER FIRST NAME),

We spoke a while ago about (PROPERTY ADDRESS). I'm checking in to see if anything has changed with your plans.

If selling is on your mind again, I'm happy to give you an updated offer, with no obligation. And if the timing still isn't right, that's completely fine.

Thank you,

(YOUR NAME)

(COMPANY NAME)

(OFFICE NUMBER)

(COMPANY MAILING ADDRESS)

If you'd prefer not to receive emails from us, reply "unsubscribe" and we'll remove you.

Why it works: The follow-up offers help, not pressure. It gives the seller three easy ways to re-engage and one easy way to say stop.

If they reply...

If they reply "unsubscribe" or "stop emailing me"

Remove them from all emails immediately. Code DNC for email in the CRM. If they also say not to call or text, code DNC for all channels. Send nothing else, or at most:

You've been removed. Sorry for the trouble.

If they reply "We're ready now"

Call them as soon as you are inside the calling window. Recheck HOMEKEY, because things may have changed, and book the offer call.

If they reply "We listed with an agent"

Thanks for letting me know, and good luck with the sale. If anything changes, we'd be glad to help.

Code LISTED and note the listing end date if they share it.

Objections

Email is a poor place to handle objections. Answer in one or two sentences, then invite a short call. For full handling, see the Objection Handbook in the Script Library.

If they write	Reply in short
"Your offer is too low."	"I understand. What number would work for you? Happy to talk it through on a quick call."
"Why so much less than the online estimate?"	"Online estimates usually assume an updated home. I'd be glad to walk you through the repair numbers."
"I need more time."	"Of course. Take the time you need. Is it okay if I check in on (DAY)?"

Never do this

Never send an email with numbers or terms that differ from what was said on the call.

Never include bank or payment instructions in any email.

Never send a contract without first telling the seller it's coming and planning a walkthrough.

Never keep emailing after an "unsubscribe" or "stop."

After sending

Email sent: 1A, 1B, 1C, 2, 3A or 3B; date and time

Numbers included: price, net estimate, terms (must match the call notes)

Attachments or envelopes: e-signature envelope ID if any

Reply: yes or no; summary

Opt-out: yes or no; channels

Next step: what, who, when

Next step: Log the email in the CRM with a copy of the text, and set the follow-up task for the date you promised in the email.

Check yourself

Why must the offer email match the call exactly?
What safety note goes in every agreement email, and why?
What two things must a follow-up email include at the bottom?
A seller replies "can you do better?" What do you do?