Writing Emails to Real Estate Agents with Samples to Get You Started (2022)

So much goes into running a successful home inspection business. Obviously you need to know your stuff, but the best inspector in the world still needs to connect with clients to keep those appointments coming.

You need to sell yourself!

One of the most effective ways to reach out to real estate professionals is through the trusty introduction letter. That may sound old-fashioned, but you can show off a lot about yourself with just a single page of good writing. Whether you choose to send it out on paper or via email, a great letter gets you in front of a wide audience of potential customers.

Most home inspectors didn’t get into the business because they wanted to spend time in front of a computer typing out letters, and that’s okay. The good news is that once you have a great email written up, you can just switch out a few details to send it to someone new. It’s worth the investment to get your template right for the future.

Ready to get started? Check out these tips and some samples to get inspired to write your own winning letter of introduction.

Video: How to do EMAIL MARKETING for Real Estate the RIGHT WAY - Real Estate EMAIL MARKETING Templates

7 Tips for writing introductory emails to real estate agents

1. Strike the right tone

If you have a vague memory from high school that business letters should be stiff and formal affairs with complicated headers and formatting, let it go! These days, a more casual approach isn’t just allowed — it’s preferred. After all, you probably don’t want to read a letter that sounds like a legal document, so why would you send one like that?

Your goal when you write should be to sound like yourself. Not necessarily the self you are with old buddies, but the self you present when meeting someone for the first time: polite and friendly, with good humor and a great attitude.

To do this, try using voice typing in Google so you can just say what you’re thinking. You can clean it up later, but this can be a good way to start. Not sure what to say? Try giving your elevator pitch or explaining how your reporting or scheduling systems work.

Some basics for striking a casual yet appropriate tone:

  • Open with a friendly greeting that’s more like a “hello” than a “Dear sir or madam.”
  • It’s okay to use an exclamation point now and then to show you’re excited, but don’t over do it. No more than two per letter, and only one at a time.
  • Contractions are always better. Think how much more natural it is to say “I’m writing” than “I am writing,” and you’ll see why they’re great.
  • Keep sentences short so they’re easy to follow.
  • Don’t use any words you wouldn’t use in everyday conversation. Keep that thesaurus on the shelf!

2. Keep it short and sweet

Real estate agents are busy people, just like you. It will be tempting to put absolutely every bit of information about your business in your letter, but less is more. The recommended length for a business email is between 50 and 125 words. You can do slightly more, but never go above 200 words. No one will take the time to slog through a wall of text.

To make your email or letter even easier to read, structure it so it has a lot of white space. That means breaking your ideas into short paragraphs of no more than three sentences each. You can also use bullet points to get lots of information out there in an easy-to-read format.

3. Personalize the introduction

Banish “To Whom It May Concern” from your vocabulary!

In addition to customizing each email with the person’s first name in the greeting, you’ll also want to open with a mention of something that’s unique to that agent. To do this, you’ll have to do a bit of homework. Look up their website and search their social media accounts (which you should be following already) for clues about their interests.

Video: 3 Email Marketing Tips And Tricks For Real Estate Agents (Plus, Free Email Templates)

Then, try to choose a tidbit that you find interesting or shows that you have something in common, and mention that right away. It could be that you went to the same high school, are both fans of the same sports team, or have a mutual acquaintance.

You can also latch on to something unique or impressive about their business to compliment. Look over their latest social media and blog posts for relevant topics to get inspired. To see how this works in practice, see the sample emails below.

4. Master the unique value proposition

In marketing, a unique value proposition (UVP) is the thing that sets your business apart from the competition. It may be tempting to talk about your years of experience as unique, but a great UVP should be of direct benefit to the customer.

For example, HomeGauge users can offer a convenient online scheduler so buyers and agents aren’t waiting around for a returned call and can keep the process moving. There’s also our Create Request List™ (CRL™) function, which makes agents’ lives easier by allowing them to create a list of repair requests with just a few clicks. Any time you can offer something that will save agents’ time or money, you know you’ve got a great UVP!

So what do you offer that the other guys don’t? Try making a list to brainstorm your ideas. You only need one or two for your letter, but keep the list handy — in the future, you can swap out this information to send a second letter if needed.

5. Include a sample report

Instead of using up valuable space to explain to real estate agents how good you are at your job, why not just show them? Including a sample report in your email or letter shows off all your skills at once, including your eye for detail, thoroughness, and clarity in your reporting.

For your sample report, it’s a good idea to choose something that shows your ability to spot a problem, but not a house that was a disaster area —you don’t want a reputation as a deal killer! Double-check your sample for errors and be sure to remove any private information before using it.

You can either attach, embed, or link to a sample report on your website.

Video: How to Introduce Yourself as a Real Estate Agent and get AMAZING RESULTS

6. Close with contact info

The whole point of sending your email or letter is to drum up business, so you need to make it easy to respond to you. Under your signature, don’t forget to include all your contact information, including your:

  • Company name
  • Website
  • Email
  • Phone number
  • Social media handles

When sending an email, make sure each of these is set up with a clickable link to make contact even easier.

7. Proofread, proofread, proofread!

Finally, read over your email to catch any mistakes — there’s nothing worse than hitting send only to discover an error. A perfectly proofread email or letter will highlight your professionalism, so it’s worth the effort.

If you’re not confident that you’ve caught everything, ask a trusted friend to read over it for mistakes —it’s always easier to find errors in someone else’s work than it is in your own. You can also use online tools to check your work. The standard spelling and grammar checks in Microsoft Word or Google Docs are quite good. You can also try the Hemingway app online to check for awkward phrasing or wordiness.

Sample emails to real estate agents

If you’re still feeling daunted by the prospect of writing a new introductory email to a real estate agent from scratch, you’re definitely not alone! Take a look at these samples to get a clearer idea of how to put all the pieces together:

Email #1: for new businesses

Hi, Susan!

I noticed you just moved from Century 21 to start your own real estate office. Congratulations on your new venture — it’s sure to be valued as buyers keep coming to Springfield for all it has to offer!

I’ve also just launched my own business venture: Douglass Home Inspections. After 20 years in general contracting for custom construction and historical renovations, I’m now putting my expertise to use for buyers looking for their dream home.

Video: How to Write Emails to Potential Clients

One of my main goals is to offer a modern, connected experience for homebuyers and agents. That’s why I offer instant online scheduling on my website and use HomeGauge’s Create Request List™, which lets agents create attachments to repair amendments in just a few clicks. I’d love to show you how it works — it’s a huge time saver!

Please feel free to reply to this email any time. I’m also available at (123) 456-7890 to discuss the CRL™ and answer any questions you may have. Looking forward to hearing from you!

Martin Douglass
Douglass Home Inspections
(123) 456-7890

Email #2: for established businesses

Hi, Paul!

Your latest blog post about shopping for a home during the pandemic caught my eye. There’s so much excellent advice there, and I’ve shared it on Twitter and Facebook. Great stuff!

I wanted to let you know that Springfield Inspections has just invested in drone technology. With a high-res digital camera attached, the drone makes roof inspections faster, safer, and more thorough than ever before — and we include those close-up photos in every report.

You can see a sample report with drone footage at www.SpringfieldInspections.xyz/drone. I’d also love to show off the drone in action at a future inspection. You can reach me at this email address or call me at (555) 654-3210 any time. Looking forward to working with you!

Alice Dickinson
Springfield Inspections
(555) 654-3210

Video: Real Estate Cold Calling: Nail the first 20 seconds (Script Download)

Need some help getting that unique value proposition in place? HomeGauge is your source for dedicated home inspection software that makes it easy to stand out from the crowd. We’re also your source for up-to-date tools, beautiful websites, and more. Get in touch to learn more today!


How do you introduce yourself to a real estate agent?

My name is {name} with {company}, and I am excited to start this process with you and {Agent Name} to assist in the home closing process. I will reach out again when you start house hunting, but there are a few things you should know up front to make closing an easy and ideal experience.

How do you write an introduction letter for real estate?

Basic Introduction Letter

I want to introduce myself, and I thought you might enjoy receiving a letter instead of another email. My name is [Name], and I'm a real estate agent working with [Team Name at Brokerage]. I represent homeowners in [Neighborhood]. Most recently, I sold the home at [address].

How do you write a prospecting email?

At a minimum, the body of an email should include the prospect's first name, job title, and company. But a good prospecting email should also touch on specific details of the recipient's life. For example, you might mention the prospect's employer or something specific to their business to show interest.

How do you write an introductory sales email?

How To Write A Sales Introductory Email?
  1. Keep a catchy subject line. ...
  2. Begin with a personalized opening line. ...
  3. Introduce yourself appropriately. ...
  4. Mention the reason for reaching out. ...
  5. Keep your email customer-centric. ...
  6. Highlight a mutual connection or something you share in common. ...
  7. Provide value. ...
  8. Add a CTA.
Feb 16, 2022

How do you write a real estate bio for a new agent?

How to Write a Realtor Bio
  1. Use a professional bio prompt template.
  2. State your real estate experience.
  3. Convey your connection to the area you sell in.
  4. Emphasize the value you provide clients.
  5. Include any of your special designations (if applicable).
  6. Provide any past sales statistics (if applicable).
Dec 13, 2021

How do I talk to someone as a real estate agent?

#1 - What to say to your real estate clients
  1. Introduce yourself briefly.
  2. Explain how you got their information.
  3. Ask if now is a good time to chat.
  4. Ask what triggered their home buying or selling.
  5. Touch on current market conditions, and ask if they have any initial questions.
Sep 24, 2020

How do you introduce an email to a real estate agent?

7 Tips for writing introductory emails to real estate agents
  1. Strike the right tone. ...
  2. Keep it short and sweet. ...
  3. Personalize the introduction. ...
  4. Master the unique value proposition. ...
  5. Include a sample report. ...
  6. Close with contact info. ...
  7. Proofread, proofread, proofread!
Feb 3, 2021

How do you introduce yourself as a real estate agent on social media?

How to Introduce Yourself as a Real Estate Agent and get AMAZING ...

What is the golden letter in real estate?

Using the Golden Letter to Prospect for Listings - YouTube

How do you email a warm lead?

How Do You Write a Warm Lead Email?
  1. 1) The Subject Lines Should Be Interactive: ...
  2. 2) There Should Be a Tempting Offer: ...
  3. 3) Your Copy Should Feel Personal and Natural to the Readers: ...
  4. 4) Your Assertions Should Be Supported by Social Proof: ...
  5. 1) Do Not Overload the Mail Body with Ideas or CTAs: ...
  6. 2) Avoid Making Lengthy Emails:
Nov 8, 2021

How do you reach out to a prospect?

5 Ways to Reach Out to a Prospect for the First Time
  1. Email Outreach. Emailing your prospects first ensures an obligation-free start to the conversation. ...
  2. Giving them a Call. ...
  3. Social Media Outreach. ...
  4. Forget Cold Outreach. ...
  5. More Conversation, Less Selling.
Aug 3, 2018

How do you write a persuasive sales email?

The “secret” to writing persuasive sales emails

Simply highlight a problem, offer a solution, bat away objections, prove you can be trusted, and then nudge readers to make up their mind with a persuasive offer. Selling doesn't require pushiness.

What is proper email format?

How To Format an Email Message. Your email message should be formatted like a typical business letter, with spaces between paragraphs and no typos or grammatical errors. Don't mistake length for quality—keep your email brief and to the point. Avoid overly complicated or long sentences.

How do you write a 3 sentence bio?

For a three-sentence bio, consider these three objectives:
  1. Tell readers who you are and what you do.
  2. Reveal a glimpse of your personality.
  3. Encourage readers to find out more.

How do you write a brief bio?

How to write a short bio
  1. Introduce yourself.
  2. State your company or brand name.
  3. Explain your professional role.
  4. Include professional achievements.
  5. Discuss your passions and values.
  6. Mention your personal interests.
Jul 20, 2020

What are scripts in real estate?

A real estate script is a pre-planned phone or text conversation designed to establish a connection with a possible buyer or seller.

What should I make my real estate email?

For example: info@realtor.com. sales@realtor.com. contact@realtor.com.

What should I write to an estate agent?

What you should do:
  1. Say you've been looking for a while. ...
  2. Be confident about your choice of neighbourhood. ...
  3. Don't ask questions you don't need to. ...
  4. Read the listing first. ...
  5. If your interest is genuine, show it. ...
  6. But keep your other offers to yourself. ...
  7. Try looking at the end of the year. ...
  8. “What's the neighbourhood like?”
May 31, 2019


1. How to write professional emails in English
(English with Alex · engVid English Classes)
2. How To Cold Email Clients - Best Cold Email Templates
(Patrick Dang)
3. Talking with a Buyer for the First Time - Buyer Process Phone Conversation - Scripts for Buyers
(Alex Saenger)
4. Do You Have A Real Estate Agent Resume
(Brandon Mulrenin)
5. Property Manager Follow Up Emails
(Matt Easton)

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