Annual Closing Statement Letters (ALTA/Settlement Statement)

It’s tax season! While most people cringe at the thought, this is actually an incredible marketing opportunity to put your name back in front of your past settlement clients.

One of the most important things clients want from their agent is to feel that their agent is useful and knowledgeable. What better way to deliver on that than by providing a document they need to file their taxes?

This guide includes two sample letters you can send to your past buyer and seller clients during tax season. Feel free to modify the language to suit your voice and business style.

How to use this guide:

Draft your letter: Choose from the two sample letters on the following pages and customize as needed.
Gather settlement statements: Collect settlement statements for your buyers and sellers. These are available in Paperless Pipeline.
Personalize your outreach: Insert each client’s information into the letter to make it personal and relevant.
Send your letters: Mail each letter to the client along with their corresponding settlement statement.

Important reminder: Every client’s tax situation is unique. Do not provide tax advice. Your role is simply to provide the settlement statement and direct clients to consult their tax professional with any questions.

PHONE CALL FOLLOW-UP (for either letter)

Hi [Client Name], this is [Your Name]. I’m just calling to make sure you received the copy of your Closing Statement from when you purchased/sold your home.

(If a tax-related question comes up: “That’s a great question, and it’s best discussed with your tax adviser since everyone’s tax situation is different.”)

How have you been?

How’s the house treating you?

How’s the family?

As I mentioned in my letter, my business is built almost entirely on personal referrals. If you know of anyone who’s thinking about buying, selling, or just has questions about the market, I’d truly appreciate the introduction.

Thanks so much for your time, it’s always great catching up!

Sample Letters

Clicking the links below will prompt you to make a copy of the sample letters. From there, just personalize them with your information or tweak the wording to fit your message.