For Loan Officers ·
What you'll accomplish
By the end of this guide, you'll have a complete 12-month email sequence — 8–12 touchpoints — that automatically stays in touch with past clients after their loan closes. Once you build it, your CRM sends it on autopilot and you never have to manually remember to follow up. This is the single highest-ROI activity most loan officers never do.
What you'll need
Before writing, decide on your touchpoints. Here's a proven structure:
| Month | Touchpoint | Purpose |
|---|---|---|
| Week 1 | Closing thank-you | Gratitude + review request |
| Month 1 | 30-day check-in | How's the house? Ask for referrals |
| Month 3 | Market update | Rate environment; when to consider refi |
| Month 6 | Home equity check | Their home's estimated value; building equity |
| Month 9 | Fall market note | Seasonal market update |
| Month 12 | Closing anniversary | Personal milestone; ask for referrals |
| Month 12 | Tax tip | Reminder about mortgage interest deduction |
| As-needed | Rate drop alert | When rates drop meaningfully — refi opportunity |
Open ChatGPT Plus or Claude Pro and use this master prompt, adjusting for each touchpoint:
Write a post-close email for a mortgage client from their loan officer.
Email #[X] of 12: [touchpoint name, e.g., "30-day check-in after closing"]
Purpose: [e.g., check in on how they're settling in, ask for referrals if happy]
Tone: Warm and personal — not a mass email blast, feel like it's just to them
Length: Short (150–200 words max)
Include: [any specific element, e.g., a specific question, a soft referral ask, a market data point]
End with: Offer to help with any questions; soft mention that referrals are appreciated
Do NOT: Sound salesy, promotional, or generic. This is relationship maintenance.
Write all 8–12 emails in one session. Save them all in a Google Doc labeled "Post-Close Email Sequence."
Before loading into your CRM, add placeholders for CRM merge fields:
{{first_name}}'s home where your CRM uses {{first_name}}{{closing_date}} where you reference when they closed{{loan_amount}} where you reference their original loan amountThe exact steps vary by CRM, but the general process is:
In Total Expert:
In Surefire CRM:
In BNTouch or Aidium:
Troubleshooting: If you can't find the automation feature, contact your CRM's support — this is a core feature every mortgage CRM has. Most also have built-in templates you can customize.
Write the closing thank-you email — heartfelt, ask for Google review, mention referralsWrite a 30-day check-in — ask how they're settling in, soft referral askWrite a 6-month home equity check-in — mention home values in [market] are [up/stable], offer to pull their current equity estimateWrite a closing anniversary email — personal milestone, ask for anyone they know who is thinking about buyingWrite a rate drop alert template I can send manually when rates drop significantly