By Sash Joveski and Andrew, Fearless Agents at Realest.com
A good thank-you note from a real estate agent is short, handwritten and specific. Use the person’s name, thank them for one real thing they did, say what it meant and close with a warm line that asks for nothing. Send one after every closing, every referral and every deal where a lender, inspector or other agent made your job easier. Then make it a weekly habit, like picking five people to thank every Thursday.
Paul wrote to the church in Philippi, “I thank my God every time I remember you” (Philippians 1:3). That is the spirit of a good note. You are not running a campaign. You are telling someone they mattered.
Why do thank-you notes matter in real estate?
Most of this business runs on trust and memory. People hire the agent they trust, and they refer the agent they remember. A handwritten note helps with both.
- It stands out. A card in the mailbox is harder to miss than one more email or text.
- It shows you noticed. A specific line proves you paid attention to them, not just to the deal.
- It keeps the door open. A past client who felt appreciated is easier to call next year.
- It costs very little. A box of cards, stamps and ten minutes a week is enough to start.
It is also good for you. When you stop each week to name the people who helped you, a slow month feels different.
Who should get a thank-you note?
- Buyers and sellers after closing. Thank them for trusting you with a big decision.
- Clients during the deal. A short note after a tough inspection week or a long day of showings means a lot.
- Anyone who referred you. Thank them whether or not the referral turned into a deal.
- Lenders, inspectors and title staff. The people who kept a closing on track.
- Other agents. The agent on the other side of a smooth deal will remember it.
- Local businesses. The shop that hosted your event or the vendor who showed up early.
Treat everyone you work with the same way. Decide who gets a note by what they did, not by who they are. That tracks the Fair Housing Act (42 U.S.C. § 3604).
The Thankful Thursday Habit
Pick five people
Past clients, referral sources, vendors and agents.
Write two notes
By hand, with one specific thank you in each.
Make three calls
A quick thank-you call or text to the other three.
Log it
Note it in your CRM and set the next check-in.
I thank my God every time I remember you. Philippians 1:3
What should a real estate thank-you note say?
Use a simple order. Their name, one specific thing they did, what it meant to you and a warm close. Three or four sentences is plenty. These examples come from our training. Put them in your own words, and only write what is true.
After closing, to a buyer
“Dear [name], thank you for trusting me to help you find your home. I loved seeing you walk into [address] for the first time. If you ever have a question about the house or the area, I am one call away. Enjoy your new home.”
After closing, to a seller
“Dear [name], thank you for letting me help you sell the home you cared for all those years. Your patience during the inspection week made a real difference. I hope the move goes smoothly, and I would love to hear how you are settling in.”
To someone who referred you
“Dear [name], thank you for thinking of me when [friend’s name] mentioned moving. It means a lot that you would trust me with someone you care about. I will take good care of them.”
To another agent or a lender
“Hi [name], thank you for how you handled the [street] deal. You returned every call and kept the closing on track. I would be glad to work with you again.”
Do not add a sales pitch, a business card ask or a request for referrals to the note. The note is the thank you. Nothing else.
How do you build a weekly gratitude habit?
In our training we call it Thankful Thursday. Once a week, block 30 minutes on your calendar and work the same short routine.
- Pick five people. Look at your last few weeks of deals, calls and meetings, and choose five people who helped you.
- Write two notes by hand. Address them and drop them in the mail before lunch.
- Make three thank-you calls or texts. Keep them short. “I was thinking about the [street] closing and wanted to say thank you again.”
- Post one shoutout. Thank a local business, vendor or agent online. Ask first before you name or tag a client.
- Log it. Write down who you thanked in your CRM so nobody gets missed for a year.
If you need ideas for the shoutout post, our simple weekly plan for what real estate agents should post has a spot for it.
Can thank-you notes lead to more referrals?
They can help, but that is not why you send them. Thank people because they deserve it. Over time, the people you thank tend to remember you, and that makes the next conversation easier.
Keep the thank you and the ask separate. Send the note first. A few weeks later, when you call a past client to check in, it is fine to ask if they know anyone thinking about a move. Our sphere call scripts show how to have that call without pressure, and our post on how to ask past clients for a Google review covers the review ask.
A note after closing is also a good time to include something useful. RealEstateUSA.com has a guide to the first 30 days after closing on a house in Indiana, and Realest has a guide to filing the Indiana homestead deduction. A short line like “Here is a guide on the homestead deduction, in case it helps” is a real favor to a new homeowner.
What rules should you check before you send gifts or posts?
- Never tie a gift to a referral, and ask your broker before you send anything beyond a card. A thank-you card to a past client is generally fine. A gift that rewards someone for sending you business, even a small one, can break state license rules, including Indiana’s rule against compensating an unlicensed person for work that requires a license (876 IAC 8-2-7). Federal RESPA Section 8 also bars giving or accepting anything of value for a referral of settlement service business, including gifts or kickbacks involving lenders, title companies, real estate agents and other settlement service providers. There is no dollar exception under RESPA. See the CFPB RESPA FAQs on gifts and promotions.
- Ask before you go public. Get a client’s permission before you post their name, photo or home. Never share price, terms or personal details.
- Text only people who expect to hear from you. If someone asks you to stop, stop right away and note it in your CRM.
- Follow your broker’s policy. Your brokerage may have its own rules on gifts, client gifts at closing and social posts.
What mistakes should you avoid?
- Do not send a generic card that only says “Thanks for your business.” Name one specific thing.
- Do not wait months. Send the note within a few days of the closing or the favor.
- Do not print your logo all over the card. A plain card with your handwriting looks better.
- Do not turn the note into an ad. Leave the pitch out.
- Do not do it once and stop. The weekly habit is what makes it work.
Fearless Agents is the free training side of Realest.com. Inside Fearless Training, our Thankful Thursdays lesson walks through the full gratitude routine, with note and call examples you can use this week. New agents at Realest.com also get a mentor for their first 3 transactions, so you are not building these habits alone. Join Fearless Training to get started.
Frequently asked questions
What should a real estate agent write in a thank-you note?
Use the person’s name, thank them for one specific thing they did, say what it meant to you and close with a warm line. Keep it to three or four sentences, and leave out any sales pitch or referral ask.
When should a real estate agent send a thank-you note?
Send one within a few days of a closing, a referral or any time a client, lender, inspector or other agent helped a deal go well. Our training also suggests setting one day a week, like Thursday, to write notes.
Should a thank-you note be handwritten or emailed?
Handwritten is best for past clients and anyone who referred you, because a card in the mail stands out. A short call or text works well for quick thank yous to vendors and other agents.
Can I give a gift to someone who referred me a client?
Be careful. A gift that rewards someone for a referral, even a small one, can break state license rules, including Indiana’s rule against compensating an unlicensed person for work that requires a license (876 IAC 8-2-7). Federal RESPA Section 8 also bars giving or accepting anything of value for a referral of settlement service business, including gifts or kickbacks involving lenders, title companies, real estate agents and other settlement service providers. There is no dollar exception under RESPA. Ask your broker before you send anything beyond a card. See the CFPB RESPA FAQs on gifts and promotions.
Is it okay to ask for a referral in a thank-you note?
Leave the ask out of the note so the thank you stands on its own. You can ask if they know anyone thinking about a move later, during a separate check-in call.
Be fearless. Sash, Realest.com
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