LetterAgent
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Mail it to the agent at their brokerage office, not to a home address, and put the property address and your full name in the first lines. Agents forward client mail to the brokerage file, so a letter without a property address can sit unfiled for days, while a letter with one goes straight to the right file.
Real estate agents work under a brokerage, which is the licensed firm that holds their client files and trust accounts. Mail sent to the brokerage office gets logged, filed, and routed by office staff, even when the agent is out showing houses. Mail sent to an agent's home, if you even have that address, bypasses that system and may never reach the file. For anything with legal or financial weight, the brokerage file is the record that counts.
Find the brokerage address on the agent's business card, the brokerage website, or the listing itself. Most listings name the brokerage alongside the agent, and most brokerages list office addresses openly, since they want client mail. If the agent recently changed brokerages, use the current one: mail to a former brokerage can be forwarded slowly, or not at all, depending on office policy.
| Letter purpose | What to put in the first lines |
|---|---|
| Buyer interest letter | Property address, your full name, and your phone number |
| Seller instruction | Property address, listing reference, and the change you want |
| Complaint about service | Property address, dates of the events, and the outcome you want |
| Thank-you note | Property address and closing date, so the agent places the memory |
| Referral | Your name, the referred person's name, and permission to pass it on |
Buyer letters, sometimes called love letters, tell a seller why you want their home. They work best when they are specific and short: what you love about the house, how you see yourself living there, and one personal detail that rings true. Sellers remember a letter that mentions the garden they built or the reading nook by the window, and forget a letter that could have been sent to any house on the street.
There is a caution here. In several US states, buyer love letters are discouraged or restricted, because personal details in them can raise fair housing concerns: a seller who picks a buyer based on family details or background may be discriminating, even without intending to. Some brokerages refuse to pass buyer letters to sellers at all. Ask your own agent whether a letter is welcome in that market before you write one, and keep the letter focused on the house, not on who you are.
Seller letters are business letters, and they should read like it. If you are instructing your agent to change a price, accept an offer, or adjust a showing schedule, state the instruction plainly, name the property, and give the date the change should take effect. Verbal instructions get misremembered, especially in a fast-moving sale with several offers, and a written instruction protects both you and the agent.
For complaints, follow the same discipline. Name the dates, name what happened, and name the outcome you want: a call from the broker of record, a review of the file, or a written explanation. In Canada, complaints about an agent can also go to the provincial regulator, such as the Real Estate Council of Ontario, and a calm written record to the brokerage is the first step that regulators expect to see. Keep a copy of everything you send.
For routine letters, ordinary mail is fine. For instructions with a deadline, a dispute, or a formal complaint, use US Certified Mail or Canada Registered Mail, which adds tracking and proof of delivery. That proof matters if the agent later says the letter never arrived, or if a deadline turns on the date of delivery. Tell the agent in the letter that you are sending it by a tracked service, so the office knows to sign for it and file the receipt.
Through LetterAgent, you can ask your AI assistant about the registered option for a letter to a US or Canadian address, approve the exact quoted price, and have it printed and mailed. LetterAgent prints letters only, with no inserts, so contracts, cheques, and keys travel separately. If your letter refers to a document sent another way, name it and say how it is travelling, so the brokerage can match the two.
Assume anything you mail to a brokerage may be read by more than the agent: office staff file it, a broker of record may review it, and in a dispute it may be shown to a regulator. Do not include bank account numbers, social insurance or Social Security numbers, or passwords in a letter to an agent. Financial details belong in the secure channels the brokerage uses for offers and closings, not in ordinary mail.
The same caution applies to buyer letters. Details about your family, faith, or background may feel warm to you and create a fair housing problem for the seller. Keep the letter about the house, the neighborhood, and your plans for the property, and leave personal identifiers out. A good buyer letter makes the seller feel their home will be loved, without giving them any reason to choose you for the wrong reason.
Ready to mail it? Send your letter with LetterAgent: describe it to your AI assistant, approve the exact quoted price, and it is printed and mailed.
LetterAgent is a working name. Prices include print, postage, and our service fee. US prices in USD, Canadian prices in CAD (Canadian prices exclude applicable sales tax, added at checkout). Currently in private testing.
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