A well-crafted summary letter accompanying an offer can make a significant difference in how the offer is perceived by the seller and their listing agent. As a buyer’s agent, taking the time to write a concise and persuasive summary letter can help highlight the strengths of your client’s offer, build rapport and potentially sway the seller to favor your client over others.

Here’s how to write a compelling offer summary letter that effectively communicates key points and presents your client in the best light. 

Why Write a Summary Letter?

While the offer itself is of utmost importance, a well-written letter can provide additional content that helps the listing agent understand the buyer’s commitment and intentions. It’s important to note, you cannot communicate buyer motivations without the approval and consent of your client prior. 

However, a summary letter offers a chance for the buyer’s agent to personalize the offer, which can help foster a positive relationship with the seller and listing agent. In periods when the market is seller controlled (seller’s market), this practice can be very effective in multiple offer situations.

A strong letter can help:

1. Build rapport with the listing agent and the seller
2. Showcase the buyer’s financial stability and readiness (not motivations).
3. Provide insight to the buyer’s emotional connection to the property.
4. Emphasize flexibility and willingness to work with the seller’s timeline.
5. Explain how the buyer plans to handle contingencies and inspections. 

Key Components of a Buyer’s Offer Summary Letter

The most important thing to any seller is that the buyer closes on time and at accepted terms. A great listing agent will be working to find a purchaser who is able to do both. They will also be looking for a buyer’s agent who has the skill set to achieve this desired outcome. By using an offer summary letter, you are able to demonstrate that you are both professional and possess the confidence to guide a buyer through the difficult and stressful process of a home purchase. Here are some things to include in your offer summary letter:

• Subject Line

In a sea of spam that real estate agents receive on an hourly basis, it’s important that the email not get lost. In the subject line write the word “offer”, the property address and the last name of the buyer you represent.

Example: **Offer** – 123 Easy Street/Client Last Name

• Personal Introduction

The opening paragraph should establish who you are and provide context to the letter. 

Example: “[Listing Agent’s Name],
I hope this finds you well. Please see the attached offer from my client, who was able to tour the seller’s home on [Date]. Here is a summary of what is attached in their offer.

• Highlight the Offer Details

Next, summarize in bullet point the topline information the seller should know. 

Example:

Purchase Price: $400,000

Earnest Money: 2%

Down Payment: 20%

Close Date: May 5th 

Possession Date: on or before May 5th at 5pm

Home Inspection Contingency Period: 10 Business Days

Waived Contingencies if any: none

Appraisal Terms: Buyer to make up difference to max of $

Chosen Lender: Local lender, Bobby Smith

Personal Property Included: FS-RANG, FS-REFR, WASHER/DRYER, BI-DISHWASHER, MICROWAVE

Additional Provisions: none

• Highlight Your Buyers

In highly competitive markets, next provide confidence for the seller that the buyer is committed to their offer.

Example: “The buyers were able to see the home twice. They have spent time with their lender reviewing the mortgage rates and payments. The lender has reviewed all necessary documents from the buyer to complete the pre-approval process. As well, I have sent them comparable homes that have sold recently for review. They are confident this offer price meets fair market value.”

**It’s important that you have actually done the above steps and are not just saying you did**

• Address the Seller’s Needs

If the seller has communicated any particular needs or concerns (such as a quick closing, rent back options or flexibility in contingencies) address these in the letter.

Example: “In our conversation, you mentioned the seller may be looking for [insert specific request], and the buyers are more than happy to accommodate that request. 

• Address Your Qualifications 

Many times, your reputation and how you conduct business in your local area can be meaningful in the acceptance of an offer. Present a quick two line by line in your letter.

Example: “About me. I am an experienced, full-time agent with a collaborative negotiating style. I will work hard to execute a smooth transaction as much as possible, with a keen focus to help us navigate the contract contingencies as swiftly as possible in order to get all parties on their way. I will order the home inspection immediately upon acceptance and keep you informed on the buyer’s progress.

• Closing

End the letter on a positive note, thanking the listing agent for their time and consideration. 

Example: “Thank you for your consideration. My clients are extremely excited about the possibility of calling [address] home. Please confirm receipt when time allows.

Sincerely,

Name

Contact info”

When writing this style of letter, it is important to keep it concise. Be extra careful not to communicate buyer motivations that breach your fiduciary duty of client confidentiality. While it’s not a guarantee that the seller will accept the offer, a well crafted letter can set your client apart from other lazy buyer’s agents who simply add the listing agent as a recipient on the signing envelope. That is the fastest way to get your offer moved to the bottom of the pile. 

Related Article:

How to Write an Appraisal Letter for Listing Agents

Author: OTA Staff