A good escrow update answers three things in a few lines: what just happened, what happens next (with a date), and whether the client needs to do anything. Anything longer gets skimmed; anything vaguer gets a reply asking what it means.
Below are templates for the moments clients care about. Swap the brackets for your details, keep your own voice, and send them when the step is actually done — not on a schedule.
Offer accepted — set the map on day one
“Congratulations — your offer on [address] was accepted! Escrow is open with [escrow/title company]. Here's the road to closing on [closing date]: earnest money by [date], inspection by [date], appraisal around [date], loan approval by [date]. Your first to-do: send your earnest money by [date] — call me before you wire anything, and I'll confirm the instructions with you by phone.”
Name the quiet stretches up front. “Underwriting often goes silent for a week or two — that's normal” saves you several “is everything OK?” texts later.
Earnest money received
“Escrow confirmed they received your earnest money — that box is checked. Next up: the inspection on [date] at [time]. You're welcome to attend; plan for [two to three] hours.”
Inspection done
“The inspection is done and the report is in your inbox. I'll call you [today/tomorrow] to walk through it. We have until [date] to ask for repairs or credits, so let's decide together by [day].”
Appraisal back
If it came in at value: “Good news — the appraisal came in at [or above] the purchase price. Next: the lender finishes underwriting, which usually takes [timeframe]. Watch for document requests and send them back the same day if you can.”
If it came in low, don't send the number by text alone. Call first, then follow up in writing: “As we discussed, the appraisal came in at [amount]. Our options are [renegotiate / cover the difference / other options under the contract]. We need to decide by [date].”
A date moved
“Quick heads-up: [step] moved from [old date] to [new date] because [plain reason]. This [does / doesn't] change our closing date of [date]. Nothing you need to do right now.”
Always say whether the closing date is affected — it's the only date most clients are really tracking, and they'll assume the worst if you leave it out.
Nothing happened this week
Silence is when clients worry most. A two-line note keeps trust: “No news this week, which is normal at this stage — the lender is reviewing your file. Next milestone: [step] around [date]. I'll tell you the moment it moves.”
Clear to close
“We're clear to close! You'll get your closing disclosure soon — please review it and compare it with your loan estimate. Final walkthrough is [date/time], signing is [date/time] at [location]. Bring a government photo ID. Before wiring your closing funds, call escrow at a number you already trust — never use instructions that arrive by email.”
Closed
“It's official — [address] is yours! Keys: [how/when]. Keep your closing documents somewhere safe. It was a pleasure working with you; if a friend ever asks about buying or selling, I'd be grateful for the introduction.”
Make updates easier to send
- Save these as text replacements or email snippets so each update takes seconds.
- Send by the channel the client actually reads — many people ignore email but answer texts.
- Keep the same structure every time: what happened, what's next and when, anything they need to do.
- Include the wire-fraud reminder on every message that mentions money.
ClosedEasy turns these updates into a side effect of your work: tick a step on the deal and your client is notified, and their live board always shows what's done, what's next and what they need to do.