Kathryn's Blog


A Surefire Way to Make Certain Your Clients Hear from You Next January

A great tip I got from my broker when I started out in real estate was to send my closed clients of any given year a copy of their HUD Settlement Statement in January, so they would have it on hand for their tax filing. 

Doing so fulfills several purposes.  First, it helps the client in their tax preparation.  If they have recently moved, they will not have to search through boxes to find the settlement statement from their home sale or purchase.

Secondly, it is a very easy way to make a touch point with your clients once the year-end holidays are over. 

Lastly, it makes you look great!  Your past year's clients will be thrilled that you are thinking of them and trying to make their lives easier.

To make this an automated process, here is what I do:  In addition to all of the closing day activities (getting keys, final walk-throughs, buying closing gifts etc.), when I am at the closing table I ask permission to make a copy of the settlement statement for my files.  I make two copies - one to file, and one to mail. 

When I get back to my office, I slide one of those copies into an envelope along with a handwritten note that says, "Dear Client,  You will need this for your tax reuturn.  Thinking of you, Kathryn."  I then address the envelope to my clients, affix the appropriate postage, and put the envelope in a special hanging folder that contains only these mailings.

Around the second week of January, I mail out all of the envelopes to my clients of the previous year.  Since I addressed the envelopes the day of the closing, it is not a cumbersome mailing to execute.  I hope others of you find this hellpful.  May you have many closings this year!

Putting Today's Technology Tools to Work for You


Text and photos copyright Kathryn J. Acciari unless otherwise noted. 
All rights reserved.




Sturbridge & Central MA Real Estate and More



twitter linkedin icon 


Kathryn Acciari, Brand Ambassador

Century 21 Real Estate LLC
175 Park Avenue
Madison NJ 07940

Serving Brokers, Owners, and Agents Throughout New England

Cell: (508) 982-0686   

Blog: Real Estate Blog
Twitter: @kacciari

Comment balloon 6 commentsKathryn Acciari • February 15 2009 05:31PM


Yes this is helpful, I have not done this yet, but I too have thought about preparing the mailer as I finish closing up the file, saves going back and pulling all those files, thanks for confirming a great idea, now if you can just get me to do it.

Posted by Keith Pound, Realtor, Auctioneer - Louisville, KY - 502-645-5950 (EXIT REALTY CRUTCHER) over 11 years ago

Thanks Kathryn. I've thought about doing this before and this is a great reminder to start.

Posted by Lee & Carol Barbour, REALTORS, Mountain Living Team in Murphy NC and North GA (Murphy and Hayesville, NC; Hiawassee, Blairsville, Blue Ridge GA) over 11 years ago

Kathryn, I too have been doing this for years. However, since most everything is computerized, I simple have the Title company email me the settlement papers and then email my clients in January.

Always a good idea to be of service long after the closing.

Posted by Gena Riede, Real Estate Broker - Sacramento CA Real Estate (916) 417-2699 (Riede Real Estate, Lic. 01310792) over 11 years ago

Keith, Lee, and Carol:  Your clients will be pleasantly surprised to hear from you after the holidays quiet down.

Gena:  Wonderful idea.  That would save a lot of time and would actually probably help those who do their tax filing electronicallly.  Thanks!

Posted by Kathryn Acciari, Brand Ambassador and Business Coach (Century 21 Real Estate) over 11 years ago

That is a wonderful thing to do.  Thanks for the tip!

Posted by Tammy Fullriede (Bale Realty) over 10 years ago

Tammy:  In these times, with tax credits and stimulus packages, it is worth the effort to obtain a copy of the final statement.  Thanks for your comment.

Posted by Kathryn Acciari, Brand Ambassador and Business Coach (Century 21 Real Estate) over 10 years ago