Writing a real estate offer can feel complex for buyers, especially investor landlords. As a property management agency owner, you are well-placed to help clients navigate this process with clarity and speed. When your team understands how to guide writing a real estate offer, you protect your clients and strengthen trust. This blog shows how your agency can lead each step — from research to submission — with support from offshore admin staff through PMVA.
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Why Strategic Offer Advice Strengthens Your Business
Helping clients write a real estate offer does more than close a deal. It positions your agency as a trusted adviser. Landlords who buy property rely on your team to explain risks, compare sales data and prepare the correct terms. When you offer this support, you keep clients longer, open new revenue channels and stand out from property managers who only focus on routine tasks.
Step 1: Research the Market Before You Make an Offer
Before your clients make an offer, help them understand actual property value. That means more than listing prices. It includes:
- Comparable recent sales in the area
- Estimated selling price vs final sale price
- Time on market
- Zoning, school zones and yield potential
- Development activity or changes in planning rules
Use CoreLogic, Domain or PropTrack to collect this data. Offshore property admin VAs can source, compare and format reports so your local team can focus on client relationships.
Step 2: Understand the Contract of Sale
Never let clients sign without reviewing the contract of sale. It details:
- Purchase price and deposit amount
- Settlement period
- Inclusions and exclusions
- Conditions like subject to finance or building and pest
Always refer clients to a conveyancer or solicitor. Your offshore team can chase documents, liaise with legal reps and track deadlines. If a cooling-off period applies, ensure your VA logs the exact dates and conditions to avoid risk.
Step 3: Tailor Offer Strength to the Seller’s Needs
No two offers are alike. Help clients shape their offer based on seller priorities, timing and market signals. Support them in balancing flexibility with protection — particularly around:
| Offer Type | Seller Appeal | Buyer Risk | Common Conditions |
|---|---|---|---|
| Unconditional | High | High | No |
| Subject to Finance | Medium | Medium | Yes |
| Below Asking Price | Low | Low | Yes |
A clear, realistic written offer aligned with the seller’s expectations has a higher chance of acceptance.
Step 4: Submit a Professional Written Offer
An offer must be clear, complete and credible. Your team should include:
- Buyer’s details and property address
- Purchase price and deposit amount
- Settlement period and any conditions
- Timeline for signing
- A short cover letter, if helpful
A simple structure speeds up review and reduces back-and-forth. Your VA can prepare templates, complete documents, and track the offer status.
Step 5: Add Subject to Finance Clauses When Needed
A subject-to-finance clause protects buyers waiting on bank approval. Use this clause when clients don’t yet have unconditional finance. The clause should state:
- Number of days for finance approval
- Lender name and loan amount
- What happens if finance is denied
Without it, clients may risk legal action or lose their deposit. VAs can track deadlines and confirm terms are correctly included in the offer.
Step 6: Track Milestones After Paying the Deposit
Timing becomes critical once the offer is accepted and the deposit is paid. The deposit is usually held in a trust account and becomes non-refundable when:
- The cooling-off period ends
- The buyer proceeds without financial conditions
- The contract becomes unconditional
Ensure your VA monitors all key dates — finance approval, inspections, contract signing — and sends reminders to avoid delays.
Step 7: Understand Cooling-Off Rights
In most states, clients can withdraw an offer during a cooling-off period. This applies to private sales only, not auctions. Here’s a quick guide:
| State/Territory | Cooling-Off Period |
|---|---|
| NSW | 5 business days |
| QLD | 5 business days |
| VIC | 3 business days |
| SA | 2 business days |
| ACT | 5 business days |
| NT | 4 business days |
| WA & TAS | No statutory period |
If your client changes their mind, a small fee may apply. Your VA can prepare the notice and liaise with their solicitor.
Step 8: Support Clients Who Change Their Mind After Exchange
Once the contract becomes unconditional, withdrawing can be risky. If clients try to cancel at this stage, they may:
- Lose their deposit
- Pay the seller’s losses
- Face legal action
Ensure your team confirms all conditions are met — or still active — before the exchange. VAs can flag contract stages and follow up with legal reps on your behalf.
Step 9: Manage Buyer Responsibilities Until Settlement
After accepting the offer, buyers must act quickly to meet legal requirements. These include:
- Finance approval
- Building and pest inspection
- Insurance (in some states)
- Deposit transfer
- Regular contact with their solicitor
Your VA can track tasks, follow up on updates and log all client activity to help keep the transaction on schedule.
Step 10: Guide Clients Through a Private Sale
Private sales give buyers more flexibility but can create confusion. Offers are negotiated directly with the selling agent and are not final until contracts are signed. Help your clients:
- Put their offer in writing
- Confirm conditions and timelines
- Understand that the seller may accept another offer at any time
VAs can prepare documents, monitor changes and keep records of all communication.
Step 11: Negotiate Below the Asking Price
If your client wants to offer below the asking price, help them justify it. Use:
- Comparable sales
- Inspection notes
- Property conditions or issues that may affect the value
Frame the offer respectfully and show data back to it. VAs can prepare supporting documents and keep a clear history of versions for compliance.
Step 12: Navigate Expression of Interest Campaigns
For premium or off-market listings, sellers may request an expression of interest (EOI) instead of a direct offer. EOIs are written, deadline-based and not legally binding.
Help your client prepare:
- A firm offer with full terms
- Clear conditions
- Proof of deposit and finance readiness
VAs can pre-fill EOI templates and track responses across multiple campaigns.
Step 13: Spot and Manage Underquoting Risks
Underquoting could be at play if a property is advertised well below what the seller may accept. Common signs:
- Price guides below comparable sales
- Properties selling well above the listed range
- Guide changes without explanation
Remind your team not to comment on another agency’s estimated selling price. Instead, help clients use data to guide their decisions. VAs can monitor listings, log price changes and support research.
FAQs: Writing a Real Estate Offer
What Happens If I Change My Mind After Signing?
If you change your mind after signing the contract, you may not be able to cancel without a cost. Most states have a cooling-off period for private sales, but this varies. You may lose your deposit or face legal action if you change your mind after this period. Always check the terms and seek professional advice before you sign.
Do I Need A Conveyancer Or Solicitor Before I Make An Offer?
Yes, you should always speak to a conveyancer or solicitor before you make or sign an offer. They will explain the contract and check for risks. This helps protect you before you commit to purchasing the property.
What Is An Expression Of Interest Deposit?
An expression of interest deposit is a small amount paid to show you are keen to buy the home. It is not the entire deposit and does not lock you into a sale. It can help show your offer to the seller is genuine.
Can I Still Make An Offer While Waiting For Bank Approval?
Yes, you can make an offer subject to finance if you are still waiting for bank approval. This condition protects you if your loan is not approved in time. Always make sure this is written in the contract.
What Should I Do Before I Buy A Property?
Before you buy a property, you should review recent sales in the area, get finance pre-approval and arrange a building and pest check. Always seek professional advice to understand the contract terms and your rights.
Build Trust With Expert Offer Support
Helping clients by writing a real estate offer shows that your agency adds value beyond day-to-day property management. It proves your team understands the process and has their best interests in mind. With PMVA-trained offshore support, you can delegate research, admin and tracking — so your local team can focus on growing client relationships and closing more deals.
Find Out How Outsourcing Can Work in Your Business
Having a dedicated Virtual Assistant in your real estate business can open the door to a variety of new strategies. Learn how you can grow beyond your current limits by booking a private consultation with our CEO, Tiffany Bowtell now.
