Real Estate Transaction Coordinator Email Templates

Hi [Agent Name],

Thank you for sending over the executed contract for [Property Address]. I have received the file and am getting everything set up on my end.

Here is a quick overview of next steps:
• Earnest money must be delivered to [Title Company] by the deadline outlined in the contract.
• Option fee, if applicable, is due to the seller within the timeframe specified.
• I will send deadline reminders as key dates approach.

Please feel free to reach out if you have any questions or if anything changes. I am here to make this transaction as smooth as possible for you and your client.

Best,
[TC Name]

Hi [Client Name],

Congratulations on your accepted offer on [Property Address]! My name is [TC Name] and I am the transaction coordinator assigned to your file.

Over the next several weeks, I will be your point of contact for paperwork, deadlines, and updates. Here is what happens next:

1. Your earnest money needs to be delivered to [Title Company] — your agent will provide wiring instructions.
2. Your option period begins today and gives you time to conduct inspections.
3. I will be sending reminders before every important deadline.

Please save my contact information and do not hesitate to reach out with any questions.

Warmly,
[TC Name]

Hi,

Please find the executed contract attached for your records. We are opening a new file for:

Property: [Property Address]
Buyer's Agent: [Agent Name]
Closing Date: [Closing Date]

Please confirm receipt and send over your earnest money wiring instructions at your earliest convenience.

Thank you,
[TC Name]

Hi,

I am reaching out to introduce myself as the transaction coordinator for [Property Address]. Our target closing date is [Closing Date].

Could you please confirm:
• Loan type and estimated timeline for approval
• Any items you need from the buyer right away
• Your preferred method of communication

I will send deadline reminders as we approach key financing milestones.

Best regards,
[TC Name]

Hi [Agent Name], this is [TC Name]. I've received the executed contract for [Property Address] and I'm opening the file now. I'll send a full intro email shortly with next steps. Text me anytime!

Hi [Agent Name],

Thank you — I have received the executed contract for [Property Address] and have opened the file on the seller's side.

Our target closing date is [Closing Date]. I will be in touch with updates as we hit each milestone.

Looking forward to a smooth transaction!

Best,
[TC Name]