5 Easy Things Agents Can Do To Improve Communication

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5 Things Agents Can Do To Improve Communication


Throughout a real estate transaction, there's a lot of communication by a lot of involved parties.  Buyer, seller, buyer's agent, seller's agent, buyer's agent's transaction coordinator, seller's agent's transaction coordinator, escrow, title, insurance, lender, HOA, etc, etc ---- it can get messy and inboxes can quickly get cluttered.  In working for years with some of the very best (and I'd argue a few of the worst!) communicators, there are a few things that some people do very well that require a little up front work that make each and every transaction they're a part of run more smoothly.

Typically, little things like these 5 tips are ways agents scale their business with systems that lead to stellar service.  Here are 5 tips based on things our team has seen that we love, and in part based on things we wish more people would do to help us save time and streamline communication during a purchase transaction.


1. Put your phone number in your cell phone email signature

Getting a reply with a signature reading "sent from  'insert phone carrier service here'" is better than no reply - but if I need to call you and all I have are the emails you send, it would be helpful (for me, your customers, and anyone else needing to reach you) to have quick access to your number 

My mobile email signature is simple - my name, and my phone number.  And since it's sent via email, anyone receiving it has immediate access to my phone number and email.  This makes getting a hold of me easier, and if you're an agent, it'll work to improve the customer experience for you, too.


2. Complete the contract with contact info

If there's a space in the purchase contract for your contact info, complete it with the best information to contact you.  If you use a direct phone number, don't put the office number (unless where required by law).  If you use a team email, don't put your personal email.  Complete the contract in a way that provides any/all info that others involved in the transaction can use to reach you.


3. Outline who does what

So you're a high level producer with a high level team?  That's great!  Create a one pager you can send to anyone working with you on a transaction that outlines who everyone is, and what they do.  You want me as a lender to communicate 100% with a TC?  I need to know who they are.  An issue comes up with an appraisal - am I reaching out to you or one of your associates?

Outlining who does what on the team promotes your team members and can streamline communication without cluttering everyone's inbox.  

It's important to remember when working with others (eg me as a lender), I work for the client - if you send an email to me and the email has a ton of people cc'd with various emails (eg 'jim@remax.net, joan@gmail.com, jebediah@yahoo.com, and jen@compass.com) I'm not going to reply all without knowing who those people are, specifically.  Want all communication going to everyone?  Create a team email, "meussnerteam@bestrealtygroupever.com" that goes to everyone on your team.  We can't (and won't) work with people we don't know considering a lot of buyer information is personal and private.


4. Check (and delete) voicemails (better yet, answer the phone!)

I understand people aren't always available to talk.  I'm not either!  But in transactions where time is of the essence, sometimes a call is the best way to address situations that pop up along the way, versus an email that you may or may not see immediately.  And voicemail is an important tool - nothing is more annoying that calling someone that uses their cell phone for business  and hearing "the voicemail is full".  Can we text?  Sometimes.  Can we email?  Perhaps. But to maximize your customer service experience for everyone, it's important to remove as much friction as possible.  Keeping your voicemail available helps keep things frictionless.  Or better yet, answer the phone.  The most successful (and busy) people I know answer their phones.


5. Create and send a contact form

One of my favorite parts about doing business in the state of Colorado is that they're the only state we work in that includes a Contact form as a part of the initial contract.  We receive a document outlining all of the involved parties and their contact info.  This is immensely helpful as it saves us time digging through the contract, HOA paperwork, and hunting down title/escrow information.  Though it's not a part of a contract in any other state we do business in, I'd argue every agent should have this form when they go under contract, as it brings everyone together and ensures everyone has everyone else's contact info, which is super helpful throughout a transaction.

Posted by

John Meussner
NMLS ID #138061

It's more than a house - it's home.  So we offer a wide range of mortgage products at competitive prices to help our clients achieve financial security at home.  While we get great feedback on our prices and products, many clients say their favorite part of working with John Meussner & MasonMac is the level of service provided along the way.

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Comments (20)

Dr. Paula McDonald
Beam & Branch Realty - Granbury, TX
Granbury, TX 936-203-0279

Excellent tips and yes, communication is essential in this business.

Jul 12, 2023 01:56 PM
John Meussner

Thank you Paula : )

Jul 12, 2023 04:57 PM
Ed (Edward) Silva, 203-206-0754
Mapleridge Realty, CT 203-206-0754 - Waterbury, CT
Central CT Real Estate Broker Serving all equally

I question the professionalism of the agents that want you to believe they are at your disposal but you can't leave them a voicemail as their box is full.

Jul 12, 2023 01:58 PM
John Meussner

Sometimes it can happen because of a lack of overall storage space on a phone, but it's very annoying

Jul 12, 2023 04:58 PM
Leanne Smith
Dirt Road Real Estate - Golden Valley, AZ
Relocation to NW AZ with elbow room & more freedom

Congrats on the feature, very good tips and  I might add when texting type in your name and brokerage before adding in your message.

Jul 12, 2023 02:31 PM
John Meussner

That's a great one, Leanne Smith -- I don't save numbers unless someone is a friend or someone I work with often, so that's a very helpful tip to avoid constant "who's this?" messaging

Jul 12, 2023 04:58 PM
John Pusa
Berkshire Hathaway Home Services Crest - Glendale, CA
Your All Time Realtor With Exceptional Service

Hello John Meussner these are very valuable list of tips agents can do to improve communication.

Jul 12, 2023 03:28 PM
John Meussner

Thank you, John!

Jul 12, 2023 04:58 PM
Anna "Banana" Kruchten
HomeSmart Real Estate - Phoenix, AZ

Hi John all excellent and must do tips for successful business people!!  And once they have it all set up properly it's easy to update as needed over the years.

Jul 12, 2023 04:25 PM
John Meussner

Thanks Anna - yes, creating the system then tweaking it as needed is the key : )

Jul 12, 2023 04:59 PM
Kathy Streib
Cypress, TX
Home Stager/Redesign

Hi John- excellent tips, especially the first one!  Don't make it hard for someone to try to contact you!

Jul 12, 2023 05:26 PM
John Meussner

Thanks Kathy!  Yes, sometimes very small tweaks can be important changes : )

Jul 13, 2023 02:44 PM
Laura Cerrano
Feng Shui Manhattan Long Island - Locust Valley, NY
Certified Feng Shui Expert, Speaker & Researcher

Putting information in your signature really does wonders for a lot of us out there. It’s a really good tip.

Jul 12, 2023 09:34 PM
John Meussner

Thanks Laura, sometimes it's the little things ; )

Jul 13, 2023 02:45 PM
Kat Palmiotti
406-270-3667, kat@thehousekat.com, Broker/REALTOR® - Kalispell, MT
Helping your Montana dreams take root

Excellent tips! Being able to reach people in a deal really should be an easy thing. And we all want to be someone that is easy to communicate with!

Jul 13, 2023 04:46 AM
John Meussner

Eliminating chasing people down and finding numbers can save so much time throughout the course of a transaction : )

Jul 13, 2023 02:45 PM
Nina Hollander, Broker
Coldwell Banker Realty - Charlotte, NC
Your Greater Charlotte Realtor

Good morning, John... such simple things to do to communicate... and yet how often do we see little to none of this done?

Carol Williams my suggestions for your Second Chance Saturday.

Jul 13, 2023 05:41 AM
John Meussner

Thanks Nina!  It's far too often we get contracts with contact info missing, no direction on who to go to for what, and agents leaving a lot to their TC without ever even introducing us to their TC!

Jul 13, 2023 02:46 PM
Carol Williams
Although I'm retired, I love sharing my knowledge and learning from other real estate industry professionals. - Wenatchee, WA
Retired Agent / Broker / Prop. Mgr, Wenatchee, WA

Excellent list of tips, John! 
Good communication isn't that difficult.

Jul 13, 2023 05:47 AM
John Meussner

Thank you, Carol! :)

Jul 13, 2023 02:46 PM
Brenda Mayette
Miranda Real Estate Group, Inc. - Glenville, NY
Getting results w/ knowledge & know-how!

Fantastic post John Meussner ! It is amazing that your awesome tips are standard practice within our industry.  Imagine how much more productive we could all be -- or less frustrated -- if we did these basics?! Congrats on a well deserved feature. 

Jul 13, 2023 05:50 AM
John Meussner

Thank you, Brenda!  Appreciate it, and agree, life would be much easier with some simple tweaks : )

Jul 13, 2023 02:47 PM
Jeff Dowler, CRS
eXp Realty of California, Inc. - Carlsbad, CA
The Southern California Relocation Dude


This is such a well-deserved feature on the importance of communication and how to improve it in any transaction. It certainly can get complicated, and at times confusing, with all the people involved especially when it's not clear who they all are and what their role is.  The lack of response to messages, texts or emails can get pretty frustrating, especially when there are problems or timing issues.


Jul 13, 2023 09:11 AM
John Meussner

Agreed, so many people and often too many cooks in the kitchen.  Streamlining communication can make a transaction far more pleasant!

Jul 13, 2023 02:47 PM
Edward Gilmartin
CRE - Boston, MA

Make sure you know what phone numbers are involved in a transaction and make sure you answer those calls with a human voice

Jul 14, 2023 06:44 AM
John Meussner

Talking with real people is certainly best!

Jul 17, 2023 11:20 AM
Dorie Dillard Austin TX
Coldwell Banker Realty ~ 512.750.6899 - Austin, TX
NW Austin ~ Canyon Creek and Spicewood/Balcones

Love to see this post featured John Meussner !

Jul 15, 2023 04:16 PM
John Meussner

Thanks Dorie : )

Jul 17, 2023 11:20 AM
Kathy Streib
Cypress, TX
Home Stager/Redesign

Jul 15, 2023 06:47 PM
Greg Brown, Sales Rep Toronto, Durham region
Sutton Group Heritage Reallty Inc., Brokerage - Whitby, ON

Great tips, I never understood agents that do not give out their cell phone number. 

Jul 17, 2023 05:18 AM
John Meussner

I dont mind not having a cell, but I do expect to be able to communicate with the other parties in the transaction, so a good, easy way to communicate is important.

Jul 17, 2023 11:20 AM
Margaret Rome Baltimore 410-530-2400
HomeRome Realty 410-530-2400 - Pikesville, MD
Sell Your Home With Margaret Rome

This post sums up the term KISS (Keep It Simple Salespeople)

  John Meussner, I would add one more box. That box would be for the appraiser and the various inspectors.

And I would include this as one more entry into July's contest on how to be exceptional!

Jul 17, 2023 12:18 PM
Jerry Newman
Brown Realty, 210-789-4216, - San Antonio, TX
Texas REALTOR, San Antonio Military Relocation

John, This is a great example to follow to ensure we have excellent communications. I have my phone number on my cell phone signature block, and I do answer the phone whenever I can. But, Like you said. We are not always available, so texts and emails, or even voice messages are essential. 

Jul 18, 2023 02:24 PM
Charles Ross - eXp Realty LLC
eXp Realty LLC Salina Group - Salina, KS
Love To Help People

Excellent post.Thank you for sharing. Have a wonderful day and a blessed week

Jul 20, 2023 02:09 AM
Lise Howe
Keller Williams Capital Properties - Washington, DC
Assoc. Broker in DC, MD, VA and attorney in DC

I love the idea of the contact form - and adding the information about the HOA or the Condo association.  I get phone calls from lenders asking me questions about Bethesda condos because I have written about them - they have no idea who to call. 

Aug 10, 2023 08:30 PM
John Meussner

Thanks Lise Howe - it's a standard document in Colorado and one of my favorites that I wish all agents would adopt --- it takes quite some time to navigate who to go to for what when we get a contract sometimes, so having all of the info in one easy to find place is incredibly helpful and saves a ton of time!

Aug 11, 2023 10:02 AM