Transaction Coordinator Email & SMS Templates: 30 Proven Templates to Automate Your Workflow

The complete collection of copy-and-paste templates to streamline every phase of real estate transactions

Hey Transaction Coordinators! 👋

Tired of retyping the same emails, reminders, and status updates day in and day out? Wish your clients would actually read your messages and hit their deadlines without chasing them? You’re in the right place.

Below you’ll find 30 free, customizable email & SMS templates that cover every phase of a real estate transaction—from agent outreach and vendor intros to buyer updates and seller check-ins. Plus, you’ll learn exactly why templates and CRM merge-fields are your secret weapons for saving time, reducing errors, and delivering a consistently professional experience every time.

Why Templates & Merge-Fields Are Your Competitive Advantage

Work 10× Faster with Proven Systems

Stop typing the same content. With templates, you draft once and reuse forever. The average transaction coordinator spends 2-3 hours daily on routine communications—templates can cut this to 20-30 minutes while improving quality and consistency.

Stay Consistent Across All Communications

One approved message for every scenario means no typos, no mixed-up dates, and no missing info. Consistency builds trust with agents, clients, and vendors who know what to expect from your communications.

Personalize at Scale with Smart Automation

Merge-fields like [AgentName], [ClientName], [PropertyAddress], and [Date] automatically insert the right details for each recipient. It feels 1:1, even when you’re sending dozens of messages.

Reduce Follow-Ups and Improve Response Rates

Clear, complete communication up-front means fewer “Did you get this?” pings and more on-time responses. Well-structured templates include all necessary information and clear calls-to-action.

Look Like a Pro Every Time

Branded, polished templates reinforce your expertise and build trust with agents, buyers, sellers, and vendors. Professional communication sets you apart from coordinators using ad-hoc messaging.

Once you import these into your DocJacket (or any CRM), simply map your merge-fields in Settings, pick a template, and hit send—or even better—set up an automation rule (“Send ‘Inspection Reminder’ 2 days before [InspectionDate]”) and let your system do it for you.

📋 Table of Contents

1. Agent & Vendor CRM Templates (10)
2. Buyer-Side Templates (10)
3. Seller-Side Templates (10)
4. 18 Bonus Transaction Phase Templates
5. Quick Start: Import & Automate

🔥 Download the 30-Template Swipe File (PDF)

Agent & Vendor CRM Templates

These ten “general purpose” templates keep your agents and vendors on the same page—from that first outreach to post-closing follow-ups.

Template #1: New Agent Outreach Email

Subject: Welcome to [YourCompany], [AgentName]!

Hi [AgentName],

I’m [YourName] with [YourCompany]. I saw your listing at [PropertyAddress] and wanted to introduce our transaction coordination services.

Here’s what you’ll get: • Automated deadline tracking
• Custom email & SMS templates
• Real-time timeline updates

Can we hop on a 10-minute call on [Date] at [Time]? Let me know what works for you.

Thanks,
[YourName]
[ContactInfo]

Template #2: Property Inquiry Follow-Up

Subject: Next Steps on [PropertyAddress]

Hi [AgentName],

Thanks for sending the details on [PropertyAddress]. I’ve drafted the initial timeline—inspection, appraisal, financing, and closing dates are all mapped out in DocJacket.

Review it here: [Link]. Let me know if you’d like any tweaks or a quick walkthrough.

Cheers,
[YourName]

Template #3: Vendor Introduction Email

Subject: Meet Your TC for [PropertyAddress]

Hello [VendorName],

I’m [YourName] at [YourCompany], your Transaction Coordinator for [PropertyAddress]. I’ll manage document uploads, deadline reminders, and status updates.

Expect: • 📅 Due-date alerts
• 📎 Centralized doc uploads
• 📱 Email & SMS notifications

Please upload any outstanding docs by [Date] here: [Link]. Thanks!

– [YourName]

Template #4: Contract Deadlines Reminder

Subject: Reminder: Contingency Expires [Date]

Hi [AgentName],

Friendly reminder: the inspection contingency for [PropertyAddress] expires on [Date]. If you need an extension or have questions, please let me know.

All related automations will adjust once you update the date in DocJacket.

Best,
[YourName]

🔥 Download the 30-Template Swipe File (PDF)

Templates #5–10 (SMS & Follow-Ups)

5. Onboarding Welcome Email — Step-by-step “first 3 actions” guide for new agent partnerships.

6. Document Upload Reminder — Secure link for missing docs with deadline urgency.

7. Post-Closing Thank-You Email — Celebrate the close and reinforce ROI for future referrals.

8. Feedback Request Email — Quick 1–2 sentence testimonial ask with review links.

9. Appointment Confirmation SMS — “Reply YES to confirm” demo call with clear next steps.

10. Deadline Alert SMS — “Your [DeadlineName] is tomorrow” nudge with action required.

(Tip: For SMS, keep it under 160 characters. Merge-fields still work great for personalization.)

Buyer-Side Templates

Keep buyers confident by guiding them clearly from contract acceptance through move-in with these buyer-focused communication templates.

Template #11: Buyer Introduction Email

Subject: Congrats on Your Accepted Offer, [ClientName]!

Hi [ClientName],

Congrats on getting your offer accepted for [PropertyAddress]! I’m [YourName], your TC, and I’ll handle:

• Inspection scheduling
• Appraisal coordination
• Loan status updates
• Final walk-through reminders

Expect a few emails over the next few weeks. Reach out anytime!

Best,
[YourName]

Template #12: Inspection Coordination

Subject: Scheduling Your Inspection

Hi [AgentName],

Let’s book the inspection for [PropertyAddress]. How does [Date1] at [Time1] or [Date2] at [Time2] look? I’ll confirm once you pick one and update DocJacket.

Thanks,
[YourName]

Template #13: Financing Status Update

Subject: Loan Status: [Status]

Hi [ClientName],

Your loan for [PropertyAddress] is now [Status]. Expected clear-to-close date: [Date]. I’ll keep you posted on any changes.

Let me know if you have questions!

Cheers,
[YourName]

Templates #14–20: Complete Buyer Journey

14. Appraisal Appointment Email — Details & access instructions with contact information.

15. Buyers’ Closing Cost Estimate — PDF breakdown of costs with payment instructions.

16. Final Walk-Through Reminder — Comprehensive checklist & timing requirements.

17. Utility Transfer Reminder — List of providers & deadlines for seamless transition.

18. Move-In Coordination Email — Handy checklist for settling in smoothly.

19. Refinance / Follow-Up Service Offer — Keep the relationship alive for future opportunities.

20. Anniversary Check-In Email — Celebrate 1-year and ask for referrals with incentives.

Seller-Side Templates

Guide sellers smoothly from “list” through commission payout with these comprehensive seller communication templates.

Template #21: Listing Intake Email

Subject: Your Listing Is Live at [PropertyAddress]

Hi [AgentName],

Your property at [PropertyAddress] is officially live! As your TC, I’ll coordinate:

1. Marketing assets upload
2. Disclosure reviews
3. Showing schedules

Check off tasks in DocJacket and let me know if anything comes up.

Best,
[YourName]

Template #22: Offer Received Notification

Subject: New Offer for [PropertyAddress]!

Hey [AgentName],

An offer just came in:

• Buyer: [ClientName]
• Price: [OfferAmount]
• Expiration: [Date]

Tell me how you’d like to proceed, and I’ll update our timeline.

Cheers,
[YourName]

Template #23: Net Proceeds Estimate

Subject: Estimated Net Proceeds for [PropertyAddress]

Hi [AgentName],

Here’s a quick breakdown for [PropertyAddress]:

• Sale Price: [Price]
• Estimated Expenses: [Amount]
• Net Proceeds: [Amount]

Review and let me know if we need to adjust anything.

Thanks,
[YourName]

🔥 Download the 30-Template Swipe File (PDF)

Templates #24–30: Complete Seller Experience

24. Post-Closing Review Request — Ask for feedback/testimonial with easy review links.

25. Referral Request Email — Incentivize agent or client referrals with rewards program.

26. Vendor Coordination Reminder — Status check with inspectors or contractors.

27. Commission Disbursement Notification — Tell the agent when commission hit their account.

28. Title & Escrow Update — Where we stand with title and next steps.

29. HOA/Condo Docs Request — Deadline reminder for HOA packets with upload links.

30. Utility Cut-Off Reminder — Ensure utilities switch on/off smoothly with provider contacts.

18 Bonus Transaction Phase Templates

Below are comprehensive templates for each key transaction-coordination touchpoint—each with an email version and a pared-down SMS version. Fill in your specifics where you see {…}.

1. Introduction to Seller

Email To: Seller Subject: Welcome! Your Transaction Coordinator for {Property Address}

Hello {Seller’s Name},

I’m {Your Name}, your dedicated transaction coordinator at {Company}. I’ll handle all the behind-the-scenes details—paperwork, scheduling, and keeping everyone on track—so you can focus on your move.

Here’s what to expect:

• Regular updates: I’ll email you key milestones and reminders
• Quick responses: Reach out by reply or text whenever you have questions
• Peace of mind: I’ll anticipate issues and proactively solve them

Looking forward to guiding you smoothly to closing!

Warm regards, {Your Name} Transaction Coordinator {Phone} | {Email}

SMS Hi {Seller’s Name}, this is {Your Name}, your transaction coordinator for {Property Address}. I’ll handle all the details and send you updates. Text or call me anytime at {Phone}!

2. Introduction to Buyer’s Agent

Email To: {Buyer’s Agent} Subject: Meet Your Transaction Coordinator for {Property Address}

Hello {Buyer’s Agent},

I’m {Your Name}, transaction coordinator for {Seller’s Name} on {Property Address}. I’ll manage all administrative tasks—packets, timelines, and communications—to ensure a seamless closing.

Feel free to reach out if you need docs, status updates, or have any questions.

Best, {Your Name} Transaction Coordinator {Phone} | {Email}

SMS Hi {Buyer’s Agent}, I’m {Your Name}, coordinating the {Property Address} sale for {Seller’s Name}. I handle all paperwork and timelines—text me anytime at {Phone}.

3. Introduction to Title Company

Email To: {Title Company} Subject: Transaction Coordinator Intro for {Property Address}

Hello {Title Company Name},

I’m {Your Name}, transaction coordinator for {Seller’s Name} on {Property Address}. Below is a quick summary:

• Legal Address: {Legal Address}
• Title #: {Title Number}
• Listing Agent: {Name, Brokerage}
• Buyer’s Agent: {Name, Brokerage}
• Closing Date: {Date}

Seller Contact: {Seller’s Name} | {Phone} | {Email}

Please let me know if you need any additional docs or info. I’ve attached the purchase contract for your records.

Thank you, {Your Name} Transaction Coordinator {Phone} | {Email}

SMS Hi {Title Co Name}, this is {Your Name}, TC for {Property Address}. I sent the purchase contract via email—let me know if you need anything else. Thanks!

4. Under Contract Notification

Email To: Seller Subject: Congrats! Next Steps for {Property Address}

Hi {Seller’s Name},

Your offer is conditionally accepted—congratulations! Below are key dates:

Condition	Deadline
Inspection contingency	{Date}
Financing contingency	{Date}
Survey completion	{Date}
Closing Date	{Date}
Earnest Funds Due	{Date}

What’s next?

• I’ll confirm the inspection schedule once the buyer’s agent sets it
• Please send me your chosen title company’s details
• Keep the home in its current condition until closing

Attached is the signed contract. Reach out with any questions!

Best, {Your Name} Transaction Coordinator {Phone} | {Email}

SMS Congrats, {Seller’s Name}! Your offer on {Property Address} is accepted. Key deadlines emailed—reach me at {Phone} with any questions.

5. Earnest Funds Update

Email To: Seller Subject: Earnest Deposit Received

Hello {Seller’s Name},

The title company has confirmed receipt of the earnest money. Details:

• Amount: {Amount}
• Date: {Date}
• Escrow Company: {Escrow Co Name}

I’ve attached the receipt for your records. Let me know if you need anything else!

Thanks, {Your Name} Transaction Coordinator {Phone} | {Email}

SMS Hi {Seller’s Name}, the earnest deposit of {Amount} was received on {Date}. Receipt emailed—text me if you have any questions.

6. Appraisal Scheduling

Email To: Seller Subject: Appraisal Set for {Property Address}

Hello {Seller’s Name},

Your appraisal is scheduled for {Date} at {Time}. The appraiser needs interior access—please ensure the home is unlocked.

If that time doesn’t work, let me know right away so we can reschedule.

Thank you, {Your Name} Transaction Coordinator {Phone} | {Email}

SMS Your appraisal for {Property Address} is set for {Date} at {Time}. Please make sure the home is unlocked. Questions? Text me at {Phone}.

7. Survey Appointment

Email To: Seller Subject: Survey Scheduled for Your Property

Hello {Seller’s Name},

{Survey Company} will survey your property on {Date}. No entry into your home is needed, and you don’t have to be present.

Feel free to reach out if you have any concerns.

Best, {Your Name} Transaction Coordinator {Phone} | {Email}

SMS Survey of your property by {Survey Company} is on {Date}. No action needed on your part—just FYI. Questions? {Phone}.

8. HOA Documents Transfer

Email To: Buyer’s Agent Subject: HOA Docs for {Property Address}

Hello {Buyer’s Agent},

Attached are the HOA documents for {Property Address}:

• CC&Rs
• Bylaws
• Meeting Minutes
• Financials
• Rules & Regs
• Resale Certificate (if applicable)

Let me know if you need anything else.

Thanks, {Your Name} Transaction Coordinator {Phone} | {Email}

SMS Just emailed the HOA docs for {Property Address}. Let me know if you need additional info—{Phone}.

9. Inspection Details

Email To: Seller Subject: Property Inspection Scheduled

Hello {Seller’s Name},

Your home inspection is set for {Date} at {Time}. To prepare:

• Clear access to attic, basement, and all rooms
• Ensure utilities are on
• Remove clutter

The inspector will use the lockbox; you don’t need to be present. Let me know if you need to reschedule.

Regards, {Your Name} Transaction Coordinator {Phone} | {Email}

SMS Inspection for {Property Address} is on {Date} at {Time}. Please clear access and keep utilities on. Questions? {Phone}.

10. Title Commitment Update

Email To: Seller Subject: Title Commitment Received

Hi {Seller’s Name},

Good news—the title commitment is in, and there are no outstanding liens. I’ve attached the document; please review it and let me know if you have any questions.

Thanks, {Your Name} Transaction Coordinator {Phone} | {Email}

SMS Title commitment for {Property Address} shows no liens. I emailed you the document—text me if anything looks off. {Phone}

11. Final Walk-Through

Email To: Seller Subject: Final Walk-Through Scheduled

Hello {Seller’s Name},

Your final walkthrough is {Date} at {Time}. Please:

• Remove personal items
• Turn on utilities
• Complete all agreed repairs

If you need to adjust the time, let me know ASAP.

Thank you, {Your Name} Transaction Coordinator {Phone} | {Email}

SMS Final walkthrough for {Property Address} is {Date} at {Time}. Please remove personal items and turn on utilities. Text to reschedule: {Phone}.

12. Property Sold Notification

Email To: Seller Subject: SOLD! Next Steps

Congratulations, {Seller’s Name}! Your property is officially sold.

Before closing:

• Keep the home in its current condition
• Remove all personal items
• Leave keys & codes as discussed
• Maintain insurance until possession
• Schedule utility transfers

I’m coordinating the final details and will update you when closing is confirmed.

Cheers, {Your Name} Transaction Coordinator {Phone} | {Email}

SMS Your home at {Property Address} is SOLD! 🎉 Check your email for final steps. Questions? Text me at {Phone}.

13. Approaching Closing

Email To: Seller Subject: Closing Day Approaching

Hello {Seller’s Name},

Closing is on {Date} at {Time} at {Title Co/Attorney’s Office}. Address and contact info:

{Office Name} {Address} {Phone}

Bring:

• 2 forms of ID
• Bank info for proceeds wiring

Let me know if you have any last-minute questions.

Best, {Your Name} Transaction Coordinator {Phone} | {Email}

SMS Closing for {Property Address} is {Date} at {Time} at {Office Name}. Check email for details. Text if you need anything: {Phone}.

14. Review Request

Email To: Listing Agent Subject: Thanks for Your Business!

Hello {Listing Agent},

Thank you for trusting me with {Property Address}. If you’d like to share feedback, you can:

• Leave a Facebook or Google review: {LINK}
• Reply here with your comments

Referrals are always appreciated—let me know if you have colleagues who need coordination support!

Many thanks, {Your Name} Transaction Coordinator {Phone} | {Email}

SMS Thanks for partnering on {Property Address}! If you have a moment to leave a Google review, it’d mean a lot: {LINK}. Thanks again—{Phone}.

15. Possession Day

Email To: Seller Subject: Possession Day!

Hi {Seller’s Name},

Congrats on a smooth closing today! Funds have been transferred, and you’re officially moved out.

Wishing you all the best in your next chapter.

Warmly, {Your Name} Transaction Coordinator {Phone} | {Email}

SMS Closing went smoothly—funds transferred and keys exchanged. Congratulations, {Seller’s Name}! 🎉 {Phone}

16. Post-Closing Thank You (Listing Agent)

Email To: {Listing Agent} Subject: Celebrating a Successful Sale

Hello {Listing Agent},

Thank you for the opportunity to coordinate {Property Address}. It’s been a pleasure working together. Please find my invoice attached. Let me know if you have any questions.

Looking forward to our next transaction!

Best, {Your Name} Transaction Coordinator {Phone} | {Email}

SMS Thanks for working with me on {Property Address}! Invoice sent via email—let me know if you need anything else. {Phone}

17. Post-Closing Thank You (Buyer’s Agent)

Email To: {Buyer’s Agent} Subject: Thank You!

Hello {Buyer’s Agent},

It was a pleasure coordinating for {Property Address} and collaborating with you. Your professionalism made all the difference. I look forward to working together again.

Best regards, {Your Name} Transaction Coordinator {Phone} | {Email}

SMS Thanks for a great collaboration on {Property Address}! Appreciate your responsiveness—let’s do it again soon. {Phone}

18. Weekly Update to Listing Agent

Email To: {Listing Agent} Subject: Weekly Status: {Property Address} ({Date})

Hello {Listing Agent},

Here’s this week’s snapshot:

Item	Status	Notes
Contract	Pending	Buyer to remove contingencies by {Date}
Earnest Funds	Received
Financing Contingency	In Progress	Update expected {Date}
Appraisal	Scheduled	{Date} at {Time}
Title Search	In Progress	Title co. report due {Date}
Inspections	Scheduled	{Date(s)}
HOA Docs	Sent
Approaching Closing Tasks	Not started	Planning for closing on {Date}

Upcoming Deadlines:

• Financing: {Date}
• Inspection: {Date}

Action Items:

• {Agent Action Item 1}
• {Agent Action Item 2}

Let me know if you need anything else.

Thanks, {Your Name} Transaction Coordinator {Phone} | {Email}

SMS Weekly update for {Property Address}: see your email for details on contingencies, appraisal, and next steps. Let me know if you need anything! {Phone}

Customize any fields or tone to match your brand voice. These SMS versions keep each message under 160 characters for reliable delivery.

Quick Start: Import & Automate

1. Copy & Paste Templates

In DocJacket: Communications → Templates → New Template In any CRM: create a new template or canned response.

2. Map Your Merge-Fields

Go to Settings → Merge Fields, define [AgentName], [ClientName], [PropertyAddress], etc.

3. Set Automation Rules

Example: “When InspectionDate is set, send ‘Inspection Coordination’ 3 days before.”

4. Track & Refine Performance

Monitor open rates and SMS replies. Tweak subject lines or send times to boost engagement.

What’s in It for You?

Huge Time Savings

Automate up to 80% of your routine messages. The average TC spends 15-20 hours weekly on communications—templates can reduce this to 3-4 hours while improving quality.

Fewer Mistakes

One source of truth for your copy—no more scrambling to remember dates, links, or specific requirements for different transaction types.

Better Client Experience

Fast, clear, personalized communication builds trust and referrals. Clients appreciate knowing what to expect and when.

Scalable Workflows

As you take on more deals, your system keeps pace—no extra headcount required. Handle 2x the transactions with the same communication quality.

Professional Brand Building

Consistent, polished communications reinforce your expertise and set you apart from coordinators using ad-hoc messaging.

These templates and merge-fields are your turbocharger for running a smooth, professional transaction coordination business. Plug them into your workflow today and see the difference tomorrow.

Happy coordinating! 🎉

🔥 Download the 30-Template Swipe File (PDF)