What to Say When Things Get Delayed in a Real Estate Transaction
Delays happen. Clear communication helps clients stay calm and confident.
Even the smoothest real estate transactions can experience a delay. It might be the appraisal taking longer than expected, the lender needing one more piece of documentation, or title still waiting on final clearance. These small slowdowns are part of the process, but that doesn’t mean your clients will automatically feel reassured when they happen.
As the agent, you set the tone. The way you handle these delays can either create unnecessary stress or build even more trust.
The best agents don’t panic. They prepare. And they stay in front of the communication before the client has to ask what’s going on.
Why it matters to say something early
When there’s a delay, it’s tempting to wait until you have all the answers before updating your client. But silence can create doubt, especially for buyers or sellers who aren’t familiar with the process. On the other end of the spectrum, giving too much detail can overwhelm your client and make the situation feel worse than it is.
Your goal is to stay proactive, be clear, and keep it steady. Clients aren’t just relying on your knowledge. They’re also picking up on your tone and energy. Staying calm and solution-focused goes a long way.
What to say when something gets delayed
Here’s a message you can use when there’s a minor delay in the process. It keeps your client in the loop without overloading them with too much information. You’re showing that you’re on top of it, and they don’t need to worry.
Message template to use
Hi [Client First Name],
Just a quick update — there’s been a small delay with [brief explanation: for example, the appraisal being scheduled, final loan documents, or title clearance].
Right now, [what’s happening: for example, the lender is waiting on one last document or the appraiser is working to confirm availability]. We’re expecting [new timeline or next step, such as things to move forward early next week].
Here’s what to expect:
• I’m staying in close contact with [whoever is involved: lender, appraiser, title officer]
• You don’t need to take any action at this point
• I’ll follow up with you as soon as I have a confirmed update
These things happen occasionally and are usually easy to work through. Everything is still moving forward, and I’ll keep you posted.
Let me know if you have any questions.
Why this message works
This script gives your client what they really want to know: what’s going on, what they should do, and whether the deal is still moving. You are not sugarcoating the delay, but you’re also not overdramatizing it.
It works because it
• reinforces that you’re paying attention
• makes it clear the delay is being handled
• tells the client exactly what to expect
• removes the guesswork from their side
When clients feel like they’re being taken care of, they don’t need to micromanage or follow up. You reduce their anxiety, and you protect your own time and focus.
Real example: appraisal delay
Let’s say the appraisal was supposed to happen Monday, but it’s getting pushed to Friday due to scheduling. Your client may worry this could affect the closing date.
Here’s a real-world way to say it:
Hi Jordan,
Quick update — the appraisal is now set for Friday. The appraiser’s calendar shifted a bit, but they’re confirmed and ready to go.
There’s nothing you need to do on your end. I’ll keep an eye on timing and let you know once the report comes in. As of now, the rest of the timeline still looks solid, and I’ll stay in touch if anything changes.
Let me know if you have questions.
This message keeps things factual, low-pressure, and clear. It also shows that you’re tracking the details and will circle back with any important updates.
Grab the free delay message template
I put together a ready-to-use version of this message that you can copy, save, or share with your team.
It’s easy to keep on hand for the next time something takes longer than expected.
Click here to access the free delay message template
Final thoughts
Delays will happen. How you handle them is what sets you apart. A thoughtful message, sent early, creates a better client experience and keeps everyone on the same page.
If you're craving more time for your clients and less stress around timelines, feel free to explore some of the free resources on my site designed to make transaction management smoother and more sustainable.
