Last updated September 19th, 2023
In the past 20 years, the marketing world has substantially shifted, especially in the real estate industry. As a real estate agent, your role is no longer just talking to new clients to convince them to purchase or rent a home – you also need to have a well-thought-out outreach strategy.
Of course, you could take the easy route and send automated emails out to every single potential lead within your geo-targeted area; but this would be a grave mistake.
In the real estate business, creating handwritten notes for clients is an important demonstration of excellent customer service. It’s a thoughtful and intimate gesture that can be hard to come by in today’s digital world.
They allow you the chance to show your appreciation in more meaningful ways than a simple email or text message. It makes your client feel greatly appreciated and valued that you care enough to take the time to sit down, take out a pen, and write them a note on personalized stationery. This level of professionalism also speaks volumes about what kind of successful real estate agent you are: you aren’t afraid of going that extra mile for your clients.
When it comes to the more tangible, hard facts, we want to emphasize this: historically, email marketing receives an average open rate of just over 22%. Handwritten letters, on the other hand, are opened over 99% of the time. These numbers make quite a bit of sense if we use some other contextual data.
In 2019, while the average office worker received more than 120 emails daily, 2017 data from the U.S. Postal Regulatory Commission says that the average American received 10 pieces of personal mail throughout the whole year.
Putting yourself in a potential client’s shoes, you can imagine you’d be a lot more likely to open a piece of handwritten mail compared to another of the hundreds of emails you receive daily.
We’ve established that as a real estate marketer, your return on investment (ROI) is, by default, significantly higher when you use handwritten notes over other traditional marketing methods, helping to offset a high customer acquisition cost. But beyond these raw metrics, what are some of the intangible benefits of sending handwritten mail as a realtor?
Many a real estate coach have said that handwritten letters are an effective tool a real estate professional can use to stand out from the competition and make a lasting impression on their clients.
Not only do they express a real-life touch that digital methods can never achieve, but they also show that you care enough to express your gratitude in an attention-grabbing way. Clients who receive these personalized notes feel more appreciated and valued, creating a higher degree of consumer loyalty between real estate sales professionals and customers alike.
In this era of digitization, taking the time to pen a thoughtful card or personalized note doubles down on strong customer relationships and supports your long-term success.
Handwritten notes are a great way for real estate brokers to add a unique touch to your brand. Writing your own messages in your own handwriting allows them to create unique cards that set them apart from the competition, as very few people still handwrite cards due to an overreliance on technology.
Receiving a handwritten note also aids in relationship marketing, creating a more personal relationship with new clients. Furthermore, they provide an opportunity to build trust while diplomatically delivering messages that can sometimes not be achieved with technology alone. This will substantially set you apart from your competitors to aid you in maintaining customer relationships to a high degree.
If it isn’t clear, the ‘under-saturated market’ we’re referring to here is the market for sending handwritten letters. Since very few realtors have realized how beneficial a handwritten note can be, you can immediately stand out from competitors by sending them. This will immediately help you build a human connection between you and the folks you reach out to, which is ideally what we want to do.
Of course, we want to build consumer loyalty to make repeat purchases occur, but in the real estate industry, that doesn’t really happen often. But what does happen is garnering referrals from loyal customers who appreciate the time and care you put into interacting with them. If you can build relationships with your clients, this is absolutely the best way to minimize costs going into the future.
In the modern day, direct mail is still an effective tool for connecting with prospective buyers and sellers to make real estate sales.
Writing a handwritten card to reach out to potential clients can be especially advantageous as it helps you stand out from the competition. However, in order to make these notes truly effective, it’s worth taking some time to ensure they are well-written and meaningful.
Make sure that you only explain a few reasons why you’re reaching out and always include something directly related to the recipient, such as their interests, hometown, or particular goals they have mentioned during conversations. Not only will this demonstrate your attention to detail, but your handwritten notes will also show them that their trust in you is relatively safe.
It’s also crucial to emphasize that making a sale is not the only reason you are reaching out to contact them; developing a strong community presence makes a big difference as a realtor, helping establish you as a trustworthy authority while simultaneously helping you to spend less money.
With today’s digital age of emails and online communication, sending a handwritten note as a real estate marketer has become a lost art. But, when created properly, handwritten letters can immediately set you apart from your competition.
To make sure your note stands out, start by thanking the customer for their time, regardless of if they are a recurring client or just a potential lead. This lets them know right away that you value their business – this is the start of basic relationship marketing.
Secondly, mention why your expertise could be invaluable to the potential client in their (potential) purchase: for example, if you’re a native to the area you work as a realtor in, directly noting this can lead to customers seeing you as a strong authority in that region.
Finally, send your corresponding cards or notes by postal mail to ensure they have tangible access to your services, and make sure to include an updated business card.
Crafting the perfect, handwritten thank you note can be time-consuming, but if done properly, it can truly resonate with clients and remind them that you care about their needs over anything else!
Although handwritten cards can be strong forms of personal marketing, it’s important that you understand the boundaries of your profession and understand what is and isn’t appropriate.
First off, avoid using them to overly advertise yourself or your business – any message should be crafted carefully without making yourself appear too pushy. While this may seem counterintuitive, the goal with a handwritten note is not necessarily to get an immediate conversion or new client.
In an ideal world, that would happen, but too many gimmicky-sounding lines in a handwritten note can just push potential customers away. On the other hand, a personable, friendly-sounding letter can help spread your brand without making you sound like you really just care about making more sales.
Along the same lines, a handwritten card should avoid any language regarding pricing or additional services,, such as trials or discounts they may be offering; these types of messages should only be communicated in other formats such as emails, letters, or something digital.
Finally, your correspondence should not include any offer language, as this could be seen as a legally binding offer, and there are certain rules that must be followed before making an offer official. By avoiding the pitfalls mentioned here, you can write a proper card for effective marketing without getting yourself into any form of legal trouble.
So, if you’ve gotten this far along, congratulations. You should have garnered a pretty comprehensive understanding of why handwritten notes are important in the real estate industry, but perhaps you want something a bit more actionable than simply ideas about how to write an effective letter.
We work with literally thousands of real estate agents on a day-to-day basis to help them send their clients and potential leads direct mail, and we have amassed quite a few real estate letter templates to make your lives even easier.
1. Real estate: first outreach attempt letter template
Dear __________,
I hope this letter finds you in good health. I wanted to thank you for considering me to potentially be your agent in finding your ideal home. I understand that purchasing a home is one of the most significant decisions you could make in your lifetime, and I am eager to help you navigate this exciting journey.
As your agent, my pledge to you is that I will diligently work to find a home that meets your standards and is one that you will be proud to call your own. I promise to actively listen to all your preferences and provide realistic, personalized advice on what would be the best option for both your short and long-term goals.
Feel free to contact me via phone or email if there is anything else I can do to help you in your search.
Sincerely,
Your Name
My personal number: (___)___-____
My personal email: __________
2. Handwritten real estate letter template after first meeting with a new client
Dear __________,
Thank you for taking the time to meet with me today and discuss the details of your new home purchase. I enjoyed getting to know you better in person and learning more about what it is that you’re looking for in a home.
I am confident that together, we can find something that meets all your needs and that you’ll be happy with. I am more than willing to take the time to answer any questions or concerns you may have throughout the process, so please don’t hesitate to reach out if you ever need anything.
I look forward to hearing from you soon and helping you make your dream home a reality.
Sincerely,
Your Name
My personal number: (___)___-____
My personal email: __________
3. Handwritten notes for real estate: template for existing clients
Dear __________,
I wanted to take a moment to personally thank you for choosing me as your agent and entrusting me to help you find your dream home.
Your loyalty as a client means the world to me, and I’m thrilled to have been a part of such an important, memorable, and exciting milestone in your life.
I hope that your new home is everything you hoped it would be and that it will bring you years of joy and happy memories. If there is ever anything I can do to help you or answer any questions, please don’t hesitate to reach out.
I am here to provide you with the best advice, guidance, and support throughout this journey and any future real estate needs.
Thank you again for choosing me as your agent and for being an amazing client. I look forward to the opportunity to work with you again in the future.
Sincerely,
Your Name
My personal number: (___)___-____
My personal email: __________
NOTE: Considering this is a client you presumably have a relationship with already, you can even inquire to see if any of their family members are in need of assistance. Gaining referrals from current clients is another great way to minimize costs while also building up stronger connections.
4. Handwritten notes for real estate: between listing agent and seller
Dear __________,
I’m reaching out to express my sincere appreciation for the privilege of being your listing agent. It has been an absolute pleasure collaborating with you, and I am grateful for your trust in me.
I am fully committed to excellent service and ensuring that we obtain the best possible price for your home. I will put in my utmost effort to guarantee that your home is marketed to the right buyers and that you receive the top price and highest return on your investment.
Throughout the entire process, I pledge to provide candid advice, ensuring that we have a successful transaction. I am always available to answer any questions you may have, so please do not hesitate to contact me.
Once again, thank you for allowing me to work with you. It has been an honor to serve as your agent.
Sincerely,
Your Name
My personal number: (___)___-____
My personal email: __________
5. Thank you notes after closing a deal (for realtors)
Dear __________,
I wanted to take this opportunity to thank you for choosing me as your real estate agent. It has been an absolute pleasure working with you, and I am so glad that we were able to find the perfect home for you.
I am grateful for the trust and faith that you have put in me throughout this process. My commitment to you was that I would do my best to ensure a successful transaction and provide honest advice every step of the way.
I hope that you are completely satisfied with your new home and that you will be happy there for many years to come.
Thank you again for the opportunity to work with you, it has been an absolute pleasure.
Sincerely,
Your Name
My personal number: (___)___-____
My personal email: _________
6. Handwritten note template: happy housiversary
Dear __________,
I wanted to take this opportunity to wish you a very happy “housiversary” on the anniversary of your home purchase! It has been an absolute pleasure working with you in finding your dream home.
I hope that this year is filled with nothing but joy and happiness for both you and your family in your new home.
Here’s to another year of joy and comfort in your beautiful house!
Sincerely,
Your Name
My personal number: (___)___-____
My personal email: ________
7. Handwritten note template: follow-up for reviews
Dear __________,
I hope you are doing well and enjoying your new home. I wanted to take this opportunity to thank you again for entrusting me to help you with your real estate needs. I am so glad that we were able to find a home that fits all of your wants and needs.
I would be incredibly grateful if you could take a few moments to review your experience with me. Your reviews are invaluable in helping me continue to provide the best service and advice possible to my clients.
NOTE: Make sure to leave a link for them to write a review for you to simplify your life.
Your feedback means the world to me, and I thank you for taking the time to do so!
Sincerely,
Your Name
My personal number: (___)___-____
My personal email: ________
8. Handwritten note template: after completing an open house
Dear __________,
Thank you for visiting my open house this weekend! I am so glad that you took the time to come and check it out. It was a pleasure meeting and speaking with you, and I hope that you were able to get a better idea of what your dream home looks like.
I am here to provide you with the best advice, guidance, and support throughout this journey. If there is ever anything I can do to help you or answer any questions, please don’t hesitate to reach out.
Thank you for your time and interest in my open house – I look forward to hearing from you soon!
Sincerely,
Your Name
My personal number: (___)___-____
My personal email: ________
9. Real estate letter: thank you for your referral
Dear __________,
I wanted to thank you so much for the referral of your family and friends! Your trust in me is invaluable, and it truly means the world to me. I am grateful that you took a chance on me, and the opportunity to serve your family members and friends has been an honor.
I look forward to the opportunity to work with them and help make their dreams of buying (or selling) a home come true.
Once again, thank you for your referrals – it has been an absolute pleasure working with you!
Best regards,
Your Name
My personal number: (___)___-____
My personal email: ________
10. Real estate letter: follow-up after listing appointment
Dear __________,
Thank you for taking the time to meet with me and discuss your real estate goals. It was a pleasure speaking with you, and I am excited about the potential of working together on this venture.
I am confident in my ability to get you the best price and maximum return on investment for your property. I am committed to excellent service and will ensure that you are satisfied every step of the way.
Please do not hesitate to reach out with any questions or concerns you may have – I’m always here to help!
I look forward to hearing from you soon, and I am excited about this great opportunity.
Sincerely,
Your Name
My personal number: (___)___-____
My personal email: ________
11. Real estate letter: thank you for viewing my property
Dear __________,
I wanted to take this opportunity to thank you for taking the time to view my property! It was a pleasure meeting and speaking with you, and I am always available if you have any questions or need more information.
I understand that making decisions about real estate can be a difficult process. My commitment to you is that I will provide honest advice, accurate information, and superior service throughout this entire process.
Thank you for considering my property as your new home – I look forward to hearing from you soon!
Sincerely,
Your Name
My personal number: (___)___-____
My personal email: ________
12. Real estate letter template after signing with an agent
Dear __________,
I wanted to take this opportunity to thank you for choosing me as your real estate agent. I am honored that you have trusted me with such an important decision, and I am eager to fulfill my commitment to providing exceptional service throughout this entire process.
You can rest assured knowing that I will be dedicated to getting the best price and maximum return on investment for your property. I am confident that together, we will find the perfect home for you and your family.
NOTE: Obviously, if you plan on selling your home, you need to make a minor edit to this part.
Thank you again for entrusting me with this important decision – I look forward to a successful partnership!
Sincerely,
Your Name
My personal number: (___)___-____
My personal email: ________
13. Letter to potential buyers
Dear __________,
As your real estate agent, I am confident in my ability to help you find the perfect home that best fits your needs and desires. Not only do I have a wealth of knowledge and experience in the real estate industry, but I am also committed to providing honest advice and superior service throughout this entire process.
I am here to provide you with any information or support you may need to make sure that this process is as stress-free and enjoyable as possible.
I look forward to hearing from you soon, and I am excited about the potential of working together.
Sincerely,
Your Name
My personal number: (___)___-____
My personal email: ________
14. Letter to real estate clients after closing
Dear __________,
I am so excited to have been a part of your real estate journey! I know this process can be complicated and, at times, daunting, but you handled it like a pro. Congratulations on making your dream come true!
It was a pleasure working with you throughout this entire journey – thank you for entrusting me with this important decision. I look forward to staying in touch and helping you out with any real estate needs or questions you may have in the future.
Once again, congratulations – I am so excited for what lies ahead!
Sincerely,
Your Name
My personal number: (___)___-____
My personal email: ________
As we’ve already established, handwritten notes can be an effective and inexpensive way to reach out to current and prospective clients. But if you aren’t using any of the above templates or want to stand out from your competition in even more unique ways, what are your options?
You could use personalized cards or thank you letters for any occasion, such as closing a deal or welcoming someone to the team.
Or, you can personally introduce yourself to potential buyers by writing them a welcome letter and sending it with a small housewarming gift.
Here at Handwrytten, we have the ability to include mail inserts within our automated handwritten letters to make this even easier; this is an excellent way to create an impression with potential clients and create solid relationships going forward into the future.
Think outside the box by writing inspiring quotes or phrases that apply to their situation or featuring local attractions or activities.
Add some flair to the note with stickers or decorations that match your brand identity. One thing that many real estate agents wouldn’t consider is adding a picture of themselves on the inside of their card; by tying a heartfelt message to a picture of yourself, you can make sure to leave a long-standing impression on your customers and increase the likelihood for a successful sale.
If you send handwritten notes as thank-you cards for referring clients and following up after viewings, you can leave clients feeling appreciated, thus increasing customer satisfaction levels.
Holiday cards are another great idea, as they will remind them of your services all year round.
If none of the above examples match your intent or tone, not to worry!
Handwrytten now has an AI Assistant that can write your notes for you! The AI Assistant can take your general ideas and turn them into full, well-crafted notes in just a few seconds. The feature is totally free to use when creating a card
This is incredibly useful in the event that one of the above templates did not hit the mark; simply go to our AI assist tool and have it generate the (almost) perfect message for your needs.
Writing and sending handwritten notes is an investment many agents make in order to reach their intended audience. For this investment to be successful, it is important to take the time to plan and budget in terms of what you are writing, as well as the cost of stationery, postage, and production.
With Handwrytten, our service costs are transparent and easy to understand, so if you’d prefer an automatic handwriting service that does all of the writing and mailing for you, check out our services.
But, if you prefer to go down the route of writing your letters yourself, planning ahead gives you the opportunity to purchase supplies at a lower cost when possible and also allows for more creative ideas for different notes – which could lead to higher returns on your investment.
The key is to find the right combination of content, materials, formats, and mediums that will leave a strong impression on your readers so they remember you when they need your services.
In the end, the main thing we want to emphasize is handwritten letters serve to improve your customer experience to help you stand out from your competitors. Shifting some of your budget away from traditional digital marketing strategies and investing more in the written word makes quite a bit of sense in the modern day.
If you’ve made it this far, thank you for taking the time to read our article. We are passionate about helping you provide a fantastic customer experience and sharing the knowledge that we have to help other real estate professionals become better, so let’s talk about what your next steps should be moving forward.
Using Handwrytten’s powerful prospecting tool, agents can search an area (a zip code, a city, or even draw a polygon on a map) and filter by the property, owner income, time in the home, and more. Real estate professionals can then send direct mail to everyone who matches the criteria. This is great if you sell a home in a specific area and want to reach out to other people within that locality while spending less time doing research.
You can also send a handwritten card easily to all buyers or sellers after the transaction, thanking your excited new clients for their purchase. Along with these notes, product inserts and even gift cards can automatically be included to increase mail open rate and client retention.
Even further, it’s easy to stay in contact and at the forefront of clients’ minds by sending personalized, pen-written birthday best wishes and even ‘happy holidays’ cards. This will leave a statement that very few real estate marketers can.
For resources specific to real estate agents, visit our Handwritten Real Estate Direct Mail page to garner an understanding of what we can holistically provide for you through our services, or check out our post on some of our real estate marketing tips to get you started for free.
Check out our services or other pieces of content, like writing a great closing for your card to help lock in more leads.
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