Email Template: Inviting Buyers to Make an Offer
The invitation email is the one message that sets up everything else in an offer round: it states the deadline, the starting price, and how to submit an offer. Below are three templates you can adapt, a neutral one, a friendly one, and a short reminder before the deadline, plus a checklist of what belongs in every invitation.
What belongs in an offer round invitation?
Whatever tone you choose, these points should appear in every invitation, worded the same way for every buyer:
- The property, with a link to the listing or the key facts if there's no listing yet.
- The starting price offers are collected from.
- The offer deadline, the exact date and time by which an offer must arrive.
- The minimum raise, if you've set one, the amount a new offer must beat the current highest by.
- How to submit an offer, a link, email address or phone number, and who to contact with questions.
- A note that offers are non-binding and that you choose freely who to sell to.
Giving every buyer the same information at the same time is most of the work of running a fair process. For why that matters, see our guide Several Interested Buyers? How to Handle Competing Offers.
Template 1: Neutral and formal
Good for a listing handled through an agent, or when you prefer a more formal tone.
Subject: Offer round for [address], deadline [date]
Dear [name],
Thank you for your interest in [address] and for viewing the property. Because several buyers have expressed interest, we'd like to give you the chance to submit an offer.
- Starting price: [amount]
- Offer deadline: [date], [time]
- Minimum raise over the current highest offer: [amount, if set]
- Please submit offers via [link / email address / phone number]
Offers are non-binding and don't create a right to buy. After the deadline, we'll decide freely which buyer to proceed with.
If you have questions, you can reach us at [contact].
Kind regards, [name]
Template 2: Friendly and personal
Works well for private sellers, especially if you've already met the buyer at the viewing.
Subject: Your offer for [address]
Hi [name],
Thanks for taking the time to see [address]. Since we have several interested buyers, we want to give everyone the same chance to make an offer.
The starting price is [amount]. If you'd like to make an offer, let us know the amount and your preferred handover date by [date], [time], via [link / email address / phone number].
For reference, each new offer should beat the current highest by at least [amount], if there is one already. This is all non-binding, of course. At the end, we'll look at the whole offer, not just the number, including financing and timing.
Feel free to reach out directly if you have any questions.
Best, [name]
Template 3: Reminder before the deadline
A short reminder one or two days before the deadline tends to raise participation without pressuring anyone. Send it to every buyer at once, not just a few.
Subject: Reminder: offer round for [address] ends [date]
Hi [name],
Quick reminder: the offer deadline for [address] is [date] at [time]. There's still time if you'd like to submit an offer or update the one you've already made.
[Repeat the starting price, minimum raise and how to submit]
Kind regards, [name]
What should you watch out for when sending it?
- Send to everyone at the same time. Ideally right after the last viewing, so nobody has a head start.
- Keep the information identical for everyone. No buyer should get a different deadline, a different starting price, or extra details the others don't see. More on this in Should You Tell Buyers About Other Offers?.
- Record offers in writing. A phone call is easily forgotten, so ask buyers who call to confirm their offer briefly in writing too.
- Pick a realistic deadline. Too short, and buyers can't sort out financing. Too long, and interest fades. See How Long Should the Offer Deadline Be? for guidance.
How Truvalo handles the invitation for you
Instead of adapting templates by hand and sending them one by one, you can automate the invitation itself. Every buyer gets a personal link from Truvalo by email and makes an offer without an account or password. You set the starting price, minimum raise and, optionally, an offer deadline that closes the round automatically, and the same rules apply to every buyer.
For a full walkthrough, see How to Run Your First Non-Binding Offer Round.
Frequently asked questions
Do I have to send the exact same email to every buyer? Not word for word, but the content should match: the same starting price, deadline, minimum raise and way to submit an offer for everyone, so the process stays fair.
Should I mention the starting price in the invitation? Yes. Without it, buyers don't know what amount makes an offer worth making, and some won't ask at all.
Is an offer made by email already binding? No. Until the purchase contract required in your country is signed, for example a notarized contract in Germany, neither the buyer's offer nor your acceptance commits either side.
How often should I send a reminder? Once, a day or two before the deadline, is usually enough. Sending more than that starts to feel like pressure.
Can agents use these templates too? Yes. Just adjust the sender and contact details, and introduce yourself as the point of contact instead of the owner.
A clear invitation saves disputes later
A good invitation to an offer round isn't a sales pitch, it's a plain statement of the facts: starting price, deadline, minimum raise and how to submit an offer. Keep it identical for every buyer, and you'll avoid most follow-up questions and build trust in the process itself.