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This post was updated Dec. 19, 2024, and includes additional tips from other Inman stories on this topic.
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Are you building relationships to grow your business? If not, you should be.
Building relationships is the name of the game in real estate, especially now as consumers have more access to information than ever, and agents must prove their value to get the deal.
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Relationship-building is a massive undertaking that will require many interactions throughout a career if you intend to keep your clients that long.
Time and time again, top producers tout the benefits of handwritten notes. But let’s be honest, it’s challenging to find the time to write them. And then you have to think of exactly how to thank each person appropriately. It can be time-consuming, but the handwritten note is a simple and elegant tool to show clients, vendors and everyone else that you care.
We’ve put together the ultimate handwritten note how-to for busy real estate agents.
Here, you’ll find the elements of a quality handwritten note — from stationery to salutations — along with how to easily format those elements using examples, plus five common real estate scenarios and the templates you’ll want to steal over and over again to show your gratitude.
- Benefits of handwritten notes
- The elements of a thoughtful note
- The formula for compiling one
- Examples using that formula
- Note templates you’ll use again and again
You’ll find yourself writing notes throughout your real estate career, so be sure to save or bookmark this post to return to it quickly and often.
Benefits of handwritten notes for real estate agents
There’s a reason that handwritten notes are such a popular part of so many agents’ marketing plans. From new agents to veterans, they offer unparalleled results. Here’s why they work so well:
Personal touch
Everyone knows that real estate is a relationship business, and handwritten notes help to build those relationships. Because they feel so personal and thoughtful, they make a big impression and assure everyone from members of your SOI to leads to referral partners that they are special to you — and worthy of your time and attention.
Improved client satisfaction
The personal outreach that handwritten notes provide results in improved client satisfaction. No one wants to feel like they’re just a number. Every client you have wants to feel like your favorite. Reaching out with a handwritten note can accomplish that, especially when you include personal details.
Increased likelihood of referrals
The relationship you build with handwritten notes can easily translate into additional referrals, especially if you continue to communicate with past clients long after the closing. Because personal notes are often kept for months or years, they outlast virtually any other type of marketing collateral and keep you top of mind for years to come.
Types of handwritten notes for real estate agents
While you don’t need an excuse to send a handwritten note, here are some key times in the lifecycle of your client relationship when a handwritten note is particularly welcome.
Thank you notes
Whether you’re thanking them for their business, for a referral or for being a friend, your recipient will be thrilled with a handwritten thank you note.
Follow-up notes
How do you keep your great first impression going after a listing appointment, buyer consultation, or interview with your dream team or brokerage? With a promptly delivered handwritten follow-up note. Recap your conversation, end with your CTA (call to action) and, as always, express your sincere gratitude.
‘Just checking in’ notes
Haven’t heard from a favorite client or referral partner in a while? Reach out and renew the relationship with a well-timed checking-in note. You never really need an excuse to say “Hi” in this way, but if you want one, check out their social media feeds for recent life changes or accomplishments.
Holiday greetings
Rather than sending out preprinted cards at the holidays, consider a handwritten note instead. Offer your warmest personal wishes on an elegant piece of stationery with a border color that reflects the season.
READ: Thank you note templates to show gratitude this Thanksgiving
Tips for writing effective handwritten notes
Want to make sure that your handwritten notes are having the impact you want on the recipient? Keep these guidelines in mind:
- Keep it concise. This isn’t the time to initiate a long conversation. It’s just a chance for you to touch base. If you want to have a longer conversation, do so by phone or in person.
- Be personal. Try to include something about the recipient or about their transaction to make your note more personal and less generic.
- Use proper grammar and spelling. If you’re not great at these elements, have someone proofread your notes for accuracy.
- Use high-quality paper and pens. It may sound old-fashioned, but the type of writing elements you use makes a difference in the way your note is perceived. Invest in heavyweight stationery and a high-quality pen with either dark blue or black ink.
Best practices for incorporating handwritten notes into your real estate business
- Schedule time for note writing, preferably once a week or for a few minutes each day.
- Use a CRM to track notes and the personal details that make them more effective.
- Personalize notes for each recipient, referring to them the way that you would in real life.
- Use handwritten notes in combination with digital communication or a follow-up phone call to reinforce your message and increase your contact.
- Train your team or brokerage on the importance of handwritten notes and consider providing them with stationery and stamps so they have no excuse for not writing their notes. Consider holding collaborative note-writing sessions to make it a fun group activity.
Isn’t formulaic writing bad?
Many of us remember English teachers who drilled into our heads the so-called fact that “formulaic writing” is the mark of a weak writer. However, in reality, most writing follows some formula, whether it’s a sonnet or an academic essay or even a personal note.
If you don’t like the word “formula,” replace it with “structure” or “pattern.” However you phrase it, defining the elements you’ll include in your note and formulating a logical pattern for those elements makes your writing faster and easier to create — and easier for the reader to understand.
The elements of a thoughtful thank-you note
Stationery
Miss Manners used to recommend very specific stationery for thank-you notes and casual correspondence. However, for most of us, those old rules no longer apply, so you should feel free to choose notecards or note paper that you like and enjoy using.
Because your note cards are presumably for professional contacts, past clients and other business communications, you will probably want to avoid overly cartoonish or jokey cards, especially as these will distract from and undermine the sincerity of your message.
Business letterhead or notecards with your logo definitely keep your communication within the realm of the professional. That might be fine for a note that is related to work, but it might seem a bit cold or even advertorial if used for a personal note to a friend or as a thank you for a personal favor.
A pre-printed thank-you card can be cute if you include a personal note. However, you should not simply sign and send this type of card as that can seem a bit rote and impersonal.
My favorite type of stationery is a white-on-white or cream-on-cream choice with thick paper or card stock and an embossed monogram. You simply can’t go wrong with this option.
Don’t forget to use a blue or black ink pen for correspondence, never pencil. A note of this type may be meaningful to the recipient and should be written with posterity in mind.
Greeting
There are a variety of ways to open your note, including any of the following listed in order of formality:
- Dear Mr. Smith:
- Dear Bob,
- Bob,
- Bob —
For someone you know only slightly, the first two greetings will be preferable, while the last two work better for someone with whom you have a more personal relationship.
Some people attempt to avoid the formatting dilemma altogether by opening with “Hi!” or some other more verbal greeting. This should be avoided. People like to have their name used, and a generic greeting makes the note impersonal. It might even make the recipient wonder if you have outsourced the task of note writing.
Content
A thank-you note does not have to be long. The emphasis here is on the sincerity of your thoughts, not on the eloquence of your writing. Consider the following format:
- Greeting
- A thank you for [specific action or item]
- What it meant to you or how it helped you
- A word about the future, such as “I can’t wait to …” or “I look forward to …”
- A closing and signature
A note on ‘just’
Many writers begin notes, emails and other correspondence with the word “just,” as in “Just writing to say thank you …” or “Just wanted to drop you a line …”
There is a tentativeness to this that suggests that you are apologizing for taking up the recipient’s time. It is better to start strong with the purpose of the note itself:
- “Thank you for allowing me to help you with the purchase of your home.”
- “Thank you for working with me to close the sale of 555 Main Street.”
- “Thank you for your kindness in teaching me how to write thank-you notes.”
Closing
Like the greeting, closing can be formal (“Sincerely” or “Very truly yours”) or casual ( — Name). You can also include a short phrase like one of the following:
- See you soon!
- Thanks again!
- Talk soon!
Some people favor alternative closings like “Best!” or “Cheers!” Although these might be useful for casual correspondence, they can feel awkward in a more formal, business context.
Examples
Remember the format from above?
- Greeting
- A thank you for [specific action or item]
- What it meant to you or how it helped you
- A word about the future, such as “I can’t wait to …” or “I look forward to …”
- A closing and signature
Here are some examples using that format:
Dear Mr. Smith:
Thank you for the opportunity to represent you on the sale of 555 Main Street. It was a pleasure getting to know you and learn more about your real estate investment portfolio. I look forward to the opportunity to serve you in the future as you continue to consolidate your portfolio and move into multifamily holdings.
Sincerely,
Joan Jones
Dear Bob,
Thank you for working with me to co-list the property at 555 Main Street. It was a pleasure working with you, and I learned a great deal from you about negotiation strategies that I am sure I will use in the future. I look forward to the opportunity to work with you again.
Very truly yours,
Joan Jones
Bob,
Thank you for your recent recommendation of my services to the Allen family for the sale of their home. It was such a pleasure getting to know them and finding out how I can help them with their move to Saskatchewan. I look forward to helping them get the best possible price for their home and to making their goals a reality.
Talk soon!
Joan
Bob —
Thank you for taking my dog to the dog park during my late closing on Tuesday. Mr. Piddles is so fond of you and of your dog, Bernie, and he slept great after all of that exercise and fresh air! I look forward to the opportunity to return the favor for you and Bernie sometime soon.
Cheers!
Joan
5 thank-you note templates worth using often
Finishing a transaction isn’t the only reason you should be writing thank-yous. Below are five scenarios that are perfect for sending a thank-you note — plus the formulas and templates that’ll make them a cinch to write.
Thank you for your business
Of course, this is the thank-you note that you probably are already writing. It’s the one that you send after the closing to thank your client for working with you. In it, you’ll want to offer some personal memory or observation to let them know that you genuinely valued your time with them.
The formula here is:
- Sentence 1: What you are thankful for
- Sentence 2: Something personal from the process
- Sentence 3: How it made you feel and what you would like to do in the future
- Sentence 4: A friendly signoff
Dear Doris and Fred,
Thank you for the opportunity to work with you on the purchase of your beautiful new home. I know that Susan will love her room and that big backyard. It was my pleasure to assist you, and I look forward to the opportunity to work with you again in the future. Have a wonderful holiday season, and enjoy every minute!
Warmest regards,
Kris
Thank you for an introduction or referral
You never know what an introduction will lead to — a new client, a valued colleague or an inspiring mentor. Show your appreciation for introductions and referrals to encourage your correspondent to keep thinking of you and connecting you to others.
The formula here is:
- Sentence 1: What you are thankful for
- Sentence 2: What happened as a result of the introduction
- Sentence 3: How it made you feel
- Sentence 4: What you would like to do in the future
Dear Jeffrey,
Thank you so much for introducing me to your friend, Ina. I had a great time talking with her, and I am excited about the possibility of helping her with her home purchase in the Hamptons. It means so much to me that you would think of me. Let me know if I can ever be of assistance to you in any way.
Best regards,
Anna
Introductory note
This note might be one that you would send to a new lead or a new referral, or it could be part of a promotional direct mail strategy. In it, you’ll introduce yourself and your service and end with a call to action for the next step in the process.
The formula here is:
- Sentence 1: A friendly greeting
- Sentence 2: The context for your contact
- Sentence 3: How to get in touch with you
- Sentence 4: What you would like to do in the future
Dear Mr. McClane,
Welcome to Los Angeles! You and your family were referred to me by my colleague in New York City; I look forward to the opportunity to help with your home purchase. Enclosed, you’ll find my business card. Please feel free to give me a call or text me and let me know when we can get together to discuss your homebuying wishlist.
Yours,
Hans
Congratulatory note
This one is a great way to reach out at any time and stay top-of-mind with former clients and their family members. Check out social media and even the local newspaper to stay abreast of the accomplishments of your sphere of influence and their family members, and drop them a note of acknowledgment.
The formula here is:
- Sentence 1: Why you are reaching out
- Sentence 2: Something personal about the situation
- Sentence 3: What you would like to do in the future
- Sentence 4: A friendly signoff
Dear Gustave,
I wanted to reach out to congratulate you and your daughter, Christine, on her acceptance to the University. As an alumnus, I know that she will enjoy her time there and that it will be a stepping stone to many tremendous accomplishments in the future. Please send her my warmest regards and let her know that I would be happy to assist if she has any questions or needs any advice. Go Dawgs!
Best,
Raoul
Catching up note
Sometimes, you just need to connect personally with former clients, members of your sphere or valued referral partners. Reaching out with a handwritten note feels warmer and more sincere than a quick email or text, and it lets them know that you genuinely want to reconnect.
The formula here is:
- Sentence 1: A context for the need to catch up
- Sentence 2: A proposal for an upcoming meeting
- Sentence 3: An invitation to connect
Dear Dolly,
We’ve both been so busy and I’ve missed our weekly coffee meetup. I miss you so and would love the chance to get together for a chat and to hear about what you have been up to lately. Give me a call when you have some time free, and let’s put something on your calendar — I know how busy you are.
Have a great day!
Reba
7 more thank-you note templates you need in your life
Here are some additional templates you’ll find handy as you express your gratitude to those who have impacted your business.
1. Thank you for being a client
One group of thank-you notes to send is to current and former clients, thanking them for putting their trust in you.
Dear [Client name],
As we head into the holiday season, I wanted to thank you for the opportunity to work with you on your real estate [purchase / sale]. It means the world to me to have the trust of clients like you and the opportunity to assist you in [your move to the area / the marketing and sale of your home]. [I look forward to / It was a pleasure] helping you get to the closing table — and helping you make your real estate dreams a reality.
Happy holidays!
[Your name]
2. Thank you for a specific action
Next, you’ll want to send some thank-you notes to those who have done you a specific favor or service this year.
For example, maybe someone made a game-changing introduction that ended up revolutionizing the way you do business. Maybe a friend sent you a book that made a huge difference in your thinking. Let them know you appreciate them and their thoughtfulness.
So, remembering the formula:
[Name] —
This is the time of year to give thanks, and I wanted to thank you for your kindness and generosity in [outline the specific action]. [What their action did for you.] [What you’d like to do in return.]
[Closing]
Thus, we could have a note like this:
Scott —
This is the time of year to give thanks, and I wanted to thank you for your kindness and generosity in sending along a copy of your latest book. I found the insights incredibly helpful as I shifted my business this year, and it really made a difference in the way I thought about financial planning. I’d love the opportunity to take you to lunch and hear more about your writing process.
Best,
Zelda
3. Thank you for being a referrer
Another category of notes will be sent to your referral partners.
Dear [Referrer’s name],
At this time of year, it’s a joy to reach out to those who make every day special and say thank you. That’s why I wanted to thank you personally for referring your [friend / family member] [client’s name] to me so that I could help with their home [sale / purchase]. It has been a pleasure helping them [offer some details about the transaction], and I appreciate the confidence you placed in me.
Happy holidays,
[Your name]
4. Thank you for being a vendor partner
You’ll also want to send notes to vendors you work with regularly.
[Name] —
As we head into the holiday season, it’s a great time to reach out and connect with people like you who are so essential to the success I’ve enjoyed this year. Thank you for [some specifics about the service they provide and how it has helped]. I look forward to doing more business together in 2025!
Happy New Year!
[Your name]
5. Thank you for being a great colleague
Another often overlooked group of thank-you note recipients is those with whom you’ve worked over the past year. These could include all of the agents who’ve been on the other side of transactions from you, those with whom you’ve co-listed properties, and anyone else with whom you’ve done deals.
Dear [Colleague’s name],
Someone very wise once said, “No one accomplishes anything alone,” and that is so true in real estate. It has been a pleasure to work with you this year [specific way that you worked together]. I can’t wait for the opportunity to work with you again in the future!
Have a wonderful holiday season!
[Your name]
6. Thank you for being part of my professional network
Next, you’ll want to reach out and express gratitude to those who are part of your professional network in some way. These could include freelancers, support staff, mentors, consultants and others with whom you work.
Dear [Name],
When I’m counting my blessings this time of year, my thoughts inevitably turn to you and all that you have meant to me and to my business this year. [Something specific about what they have done for you]. I hope that you have a wonderful holiday season and I look forward to the opportunity to continue working with you in 2025!
All the best,
[Your name]
7. Thank-you note to accompany a gift
If you’re sending a gift this holiday season, you’ll want a brief handwritten note to accompany it. This might be a great opportunity to go for a punny note that’s sure to generate laughs or a brief and sincere expression of gratitude.
I asked ChatGPT for some pop-by ideas along with a brief note to accompany them:
- Candle: “Here’s a little light to brighten your holidays and your home in the New Year!”
- Sparkling cider or wine: “Popping by to wish you a sparkling New Year full of fizz and fun!”
- Cookies or chocolates: “You’re such a ‘sweet’ part of my year – wishing you the best this holiday season!”
- Coffee or hot cocoa mix: “Here’s a warm hug in a mug – wishing you a latte love and happiness this New Year!”
- Plant or small succulent: “Thank you for helping my business grow this year – here’s to even greener days ahead!”
- Bread or baked goods: “Here’s something to keep your holidays ‘on a roll’ – wishing you a fresh start to the New Year!”
- Honey or jam: “Spreading holiday cheer and wishing you a New Year that’s as sweet as you!”
- Fuzzy socks or a cozy blanket: “Warming your heart and toes this holiday season – cheers to a cozy New Year!”
- Calendar or planner: “Here’s to a year full of new beginnings and plans worth keeping!”
- Holiday ornament: “Just a little reminder that you make this season brighter – wishing you joy and sparkle in the New Year!”
These notes pair perfectly with small, thoughtful gifts that leave a lasting impression.
12 notes that’ll guarantee leads
There are just some lead-gen strategies that never go out of style, like these note-writing techniques shared by Richard and Beth Witt.
Send thank-you notes for any of these purposes:
- As a thank-you note after giving a listing presentation
- As a thank you after signing on as the listing agent
- As a “thank you for your consideration” when not signing on as the listing agent
- As a thank you to a buyer after a showing
- As a thank you to a buyer after a purchase
- As a thank you to a buyer after the close of escrow
- As a thank you for showing me your home to a FSBO
- As a Happy Anniversary on the closing of your home purchase
- As a thank you for referring clients to me
- As a “Guess what your neighbors just did” — they just chose me to list their home
- As a thank you to a local service provider who gives exceptional service
- As a thank you for your time to a telephone contact or a new professional acquaintance
Along with any of these, the Witts suggest that you include your business card with “thank you” handwritten on it. I’ll go a step further and suggest that you include two cards — one for the recipient to keep and one to give away.
Christy Murdock is a writer, coach and consultant and the owner of Writing Real Estate. Connect with Writing Real Estate on Instagram and subscribe to the weekly roundup, The Ketchup.
