TC Email Template Pack · Narqix Academy

Purpose: 20 ready emails for the moments every TC faces, from opening title to post-closing.

When to use: any time you need to send a standard TC email. Copy the template, fill every placeholder, and read it once aloud before sending.

Goal of each email: one clear request or update, with a clear next step and a date.

Version: v1.0

Before you dial or send

Correct file open in the CRM. Check the address twice; the most common TC email error is the wrong property.
Reply on the existing file thread when there is one. Start a new thread only for a new file or a new topic.
Subject line format: (PROPERTY ADDRESS) · (TOPIC)
Every placeholder filled. Search the draft for an opening parenthesis before you send.
Attachments named per page 11 and opened once to check they are the right version.
Recipients checked: copy only the people the client wants copied. Never copy the end buyer on seller emails, or the seller on buyer emails.
No Social Security numbers, bank details or wiring instructions in any email you write.

Email writing rules

One email, one purpose. If you have three unrelated requests for title, number them in one email. If you have a seller update and a buyer update, write two emails.
Requests first, details after. Busy people read the first three lines.
Ask for a reply. End every request with what you need and by when.
Short and warm. Thank people by name. No slang, no long apologies.
Confirm calls in writing. After any important call, send a two line summary so there is a record.

The flow: templates by stage

Opening

1. Opening email: preferred title company

When: Day 0, within 4 business hours of a fully signed contract.

Subject: (PROPERTY ADDRESS) · New File · (DEAL TYPE) · Close (CLOSING DATE) Hi (CLOSER NAME), We have a new file for you. Attached: signed purchase agreement, (OTHER DOCUMENTS). Please:

Open the file and order the title search and all required city, county and state lien searches.
Confirm the deposit of (DEPOSIT AMOUNT) when received (due (DEPOSIT DEADLINE)), by email or escrow receipt.
Reply today to confirm you have the file. Seller: (SELLER NAME) · (SELLER PHONE) · (SELLER EMAIL) Buyer: (BUYER ENTITY NAME) · (BUYER CONTACT NAME) · (BUYER PHONE) · (BUYER EMAIL) Lender: (LENDER NAME) · (LENDER COMPANY) · (LENDER PHONE) · (LENDER EMAIL) Agent: (AGENT NAME) · (AGENT PHONE) · (AGENT EMAIL) Target closing: (CLOSING DATE) Thank you, and I look forward to working on this one with you. (YOUR NAME) · Transaction Coordinator, (COMPANY NAME) · (YOUR PHONE)

Delete any contact line that does not apply.

2. Opening email: new title company

When: Day 0, after the client approves the new title company.

Subject: (PROPERTY ADDRESS) · New File · (DEAL TYPE) · Close (CLOSING DATE) Hi (CLOSER NAME), My name is (YOUR NAME), and I am the transaction coordinator for (COMPANY NAME). They have chosen your office to close this purchase. Thank you for your time on the phone. Attached: the signed purchase agreement and (OTHER DOCUMENTS). Our company documents follow in a separate email. Please keep the original purchase agreement and addenda confidential, and do not forward them to the end buyer or any other party without our written approval. I can help with anything you need from the seller. Please:

Open the file and order the title search and all required city, county and state lien searches.
Confirm the deposit of (DEPOSIT AMOUNT) when received (due (DEPOSIT DEADLINE)).
Reply today to confirm you have the file. Seller: (SELLER NAME) · (SELLER PHONE) · (SELLER EMAIL) Buyer: (BUYER ENTITY NAME) · (BUYER CONTACT NAME) · (BUYER PHONE) · (BUYER EMAIL) Target closing: (CLOSING DATE) Thank you, and I look forward to working with you. (YOUR NAME) · Transaction Coordinator, (COMPANY NAME) · (YOUR PHONE)

3. Company documents (separate email)

When: Day 0, right after the opening email, for new title companies or new entities.

Subject: (PROPERTY ADDRESS) · Company documents for (BUYER ENTITY NAME) Hi (CLOSER NAME), As promised, attached are the company documents for (BUYER ENTITY NAME):

Articles of organization
Operating agreement
EIN confirmation letter
Certificate of good standing
(SIGNING AUTHORITY RESOLUTION, IF REQUIRED) The authorized signer is (SIGNER NAME), (SIGNER TITLE). Please let me know if you need anything else. Thank you, (YOUR NAME)

4. Welcome email to the seller (after the first call)

When: Same day as the welcome call.

Subject: (PROPERTY ADDRESS) · Your contact for closing Hi (SELLER FIRST NAME), It was nice speaking with you today. As promised, here is a short summary. I am your transaction coordinator, and I will update you at least once a week until closing. Closing company: (TITLE COMPANY) Target closing date: (CLOSING DATE) Next step: (NEXT STEP) You can reach me at (YOUR PHONE) or by replying to this email. Warm regards, (YOUR NAME) Transaction Coordinator, (COMPANY NAME)

Deposit

5. Request deposit receipt from title

When: On the deposit deadline morning, or when the payer says it was sent.

Subject: RE: (PROPERTY ADDRESS) · Deposit receipt Hi (CLOSER NAME), The (BUYER ENTITY NAME) deposit of (DEPOSIT AMOUNT) was sent on (SENT DATE) (reference (REFERENCE)). Could you confirm receipt and send the escrow receipt for our file? Thank you, (YOUR NAME)

6. Seller memo: deposit received and your closing company

When: Same day the deposit is receipted, after the seller call.

Subject: (PROPERTY ADDRESS) · Deposit received Hi (SELLER FIRST NAME), As we discussed on the phone, the closing company has received the deposit, and your file is officially open. Closing company: (TITLE COMPANY) Contact: (CLOSER NAME) · (TITLE PHONE) · (TITLE EMAIL) They may send you a short form asking for your details. Please return it directly to them. Never send your Social Security number or bank details by text or email to anyone except the closing company through their secure process. I will call you again on (NEXT CALL DAY). Warm regards, (YOUR NAME)

Title progress

7. Seller document request (title needs something)

When: Title asks for a seller document. Call first, then send this.

Subject: (PROPERTY ADDRESS) · One item needed for closing Hi (SELLER FIRST NAME), Thank you for your time on the phone. To keep us on track for (CLOSING DATE), the closing company needs: (DOCUMENT NAME) Why: (ONE SENTENCE REASON IN PLAIN WORDS) How to get it: (SIMPLE STEPS, FOR EXAMPLE: ORDER A CERTIFIED COPY FROM THE COUNTY RECORDS OFFICE) Send it to: (CLOSER NAME) at (TITLE EMAIL), or call them at (TITLE PHONE) Needed by: (DUE DATE) If anything is unclear, call me and I will help. Thank you, (YOUR NAME)

8. Weekly status request to title

When: At least twice a week on every open file.

Subject: RE: (PROPERTY ADDRESS) · Status check Hi (CLOSER NAME), Hope you are well. A quick status check on this file:

Title search and lien searches: (STATUS OR QUESTION)
Payoffs: ordered and good through (CLOSING DATE)?
Seller information form: received?
Anything else you need from any party? We are still targeting (CLOSING DATE). Thank you! (YOUR NAME)

9. Title summary to the client

When: The same day the commitment and lien searches are received.

Subject: (PROPERTY ADDRESS) · Title summary Hi (CLIENT NAME), The title commitment and lien search are back. Result: (CLEAR / CLEAR EXCEPT THE ITEMS BELOW) Vesting: (OWNER NAME ON RECORD) (matches contract: (YES / NO)) Items to clear:

(ITEM), (AMOUNT), (PAID AT CLOSING: YES / NO), owner (WHO), expected (TIMEFRAME)
(ITEM), (AMOUNT), (PAID AT CLOSING: YES / NO), owner (WHO), expected (TIMEFRAME) Risk to closing date: (NONE / POSSIBLE / LIKELY) My recommendation: (RECOMMENDATION) Decision needed by: (DATE) (YOUR NAME)

10. Payoff follow-up to title

When: C minus 7, or whenever the closing date changes.

Subject: RE: (PROPERTY ADDRESS) · Payoff status Hi (CLOSER NAME), Could you confirm the payoff for (LENDER OR LIEN NAME) has been received, and that it is good through (CLOSING DATE)? If the seller needs to call the lender to authorize it, let me know and I will help arrange that today. Thank you, (YOUR NAME)

11. Access and inspection confirmation

When: When an inspection, contractor visit or walkthrough is booked.

Subject: (PROPERTY ADDRESS) · Access confirmed (VISIT DATE) Hi (VISITOR NAME), Confirming your visit to (PROPERTY ADDRESS) on (VISIT DATE) at (VISIT TIME) (local time). Access: (ACCESS INSTRUCTIONS) On site contact: (ACCESS CONTACT NAME) · (ACCESS CONTACT PHONE) Please lock up and return any key where you found it, and text me when you are finished. Thank you, (YOUR NAME)

Changes and endings

12. Extension sent for signature

When: After the client approves a new closing date.

Subject: (PROPERTY ADDRESS) · Extension for signature Hi (PARTY NAME), As discussed, we need a little more time to complete (REASON). The extension moves the closing date to (NEW CLOSING DATE). All other terms stay the same. You will receive it from our e-signature tool shortly. Please sign by (SIGN BY DATE), before the current closing date of (CURRENT CLOSING DATE). Thank you for your patience. Call me with any questions. (YOUR NAME)

After signing, send it to title, and remember the end buyer's contract needs a matching extension.

13. Addendum sent for signature

When: After the client approves a change to the contract terms.

Subject: (PROPERTY ADDRESS) · Addendum for signature Hi (PARTY NAME), As discussed, this addendum records the following change: (CHANGE IN ONE SENTENCE). Everything else in the contract stays the same. Please sign by (SIGN BY DATE). If you have any questions about it, call me before signing. Thank you, (YOUR NAME)

14. Cancellation and release sent for signature

When: Only on the client's written instruction.

Subject: (PROPERTY ADDRESS) · Release documents Hi (PARTY NAME), As discussed with (CLIENT CONTACT NAME), attached are the documents to end the contract for (PROPERTY ADDRESS) and to instruct (TITLE COMPANY) how to handle the deposit. Please review and sign by (SIGN BY DATE). If you have questions about the documents, please contact (CLIENT CONTACT NAME) or your own advisor. Thank you, (YOUR NAME)

Keep this email factual. Never add opinions about who is at fault.

Closing preparation

15. Preliminary settlement statement request (C minus 5)

Subject: RE: (PROPERTY ADDRESS) · Preliminary settlement statement Hi (CLOSER NAME), We are 5 business days from closing. Could you send the preliminary settlement statement, buyer and seller sides, by (DATE)? (For a double close, add: "Please send both statements, A to B and B to C.") The client will provide wiring instructions for the (ASSIGNMENT FEE / PROCEEDS) through your secure process, and will expect your call to verify them. Thank you, (YOUR NAME)

16. Settlement statement corrections

When: The same day you review the statement.

Subject: RE: (PROPERTY ADDRESS) · Statement corrections Hi (CLOSER NAME), Thank you for the preliminary statement. A few corrections, based on the signed documents:

Line (LINE): shows (SHOWN). Should be (CORRECT) per (DOCUMENT AND PARAGRAPH).
Line (LINE): shows (SHOWN). Should be (CORRECT) per (DOCUMENT AND PARAGRAPH).
Missing: (ITEM) per (DOCUMENT). Could you send a revised version by (DATE)? Thank you! (YOUR NAME)

17. Statement approval request to the client

Subject: (PROPERTY ADDRESS) · Please approve settlement statement Hi (CLIENT NAME), Attached is the (REVISED / FINAL) settlement statement. I have checked it line by line against the signed documents. Contract price: (CONTRACT PRICE) Your fee or spread: (FEE), payable to (ENTITY NAME) Seller estimated proceeds: (SELLER PROCEEDS) Buyer cash due: (BUYER CASH DUE) Notes: (ANYTHING UNUSUAL OR "NONE") Please reply "Approved" or send any changes by (DATE AND TIME), so title can finalize before signing. (YOUR NAME)

18. 48 hour closing confirmation to all parties

Subject: (PROPERTY ADDRESS) · Closing confirmation (CLOSING DATE) Hi everyone, We are 48 hours from closing. Please reply to confirm your part, or tell me today if anything is missing. Seller signing: (SELLER SIGNING TIME AND METHOD) Buyer signing: (BUYER SIGNING TIME AND METHOD) Buyer funds at title by: (FUNDS DEADLINE) (CLOSER NAME), is anything outstanding from any party? If anyone receives an email changing wiring instructions, do not send money. Call (TITLE COMPANY) at a number you already have. Thank you all, (YOUR NAME)

Safety and post-closing

19. Wire fraud warning to all parties

When: Send at opening to the seller and buyer, and again immediately if anyone reports a suspicious email.

Subject: (PROPERTY ADDRESS) · Important: protect your money Hi (PARTY NAME), Criminals sometimes send fake emails during real estate closings, pretending to be the closing company and asking people to send money to a new account. Please remember:

(COMPANY NAME) will never email you wiring instructions.
Wiring instructions come only from (TITLE COMPANY).
Before sending any money, call (TITLE COMPANY) at a phone number you found yourself, for example on their official website, and confirm the instructions.
If you receive any message changing wiring instructions, do not send money. Call (TITLE COMPANY) and me right away. Thank you for helping us keep your closing safe. (YOUR NAME)

20. Post-closing package request and thank you

When: C plus 1.

Subject: RE: (PROPERTY ADDRESS) · Thank you and closing package Hi (CLOSER NAME), Thank you and your team for a smooth closing on (PROPERTY ADDRESS). Could you send:

The final signed settlement statement
The full closing package
The recorded deed when available We look forward to the next file together. (YOUR NAME)

Objections

When a reply pushes back, use these short answers and then follow the right page.

Reply	Your answer	Then
"We need more time."	"Thank you. What date can you commit to, and what is the reason?"	Escalate per page 01
"That is not our policy."	"Understood. Could you tell me what your process is so I can follow it?"	Tell the client the same day
"I already sent that."	"Thank you. Could you resend it on this thread so we have it with the file?"	Check spam and other threads
No reply after 4 business hours	Call, then reply on the same thread: "Following up on my call."	Escalate if a deadline is near

After the call

After sending any template, log it in the CRM:

(DATE) · Status: (CODE) · Heat: (Green/Yellow/Red)
Done: Sent template (number and name) to (recipient), (time).
Waiting on: (reply or action) by (date).
Next: (action) by (date), owner (role).
Risk: (none, or one line)