Workflow card WC-11.2: Milestone update email, personalized per file
From AI for Real Estate Agents (2026 Edition). Facts in, draft out, licensee signs.

Time: estimate: about 5 minutes per stage

Trigger. An escrow is about to reach one of the eight milestones and the client is due an update: what happened, what is next, what you need, and when they will hear from you again.

Inputs.

- Your eight milestone email templates in your voice (T-11.1)
- The verified, initialed date table from WC-11.1 for this file
- Which stage this is, and which side you represent
- One or two specifics for this client this week: the item they owe, the question they asked twice
- Your voice file (Chapter 3)

Brief. (paste everything between the lines)

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Role: You are helping a licensed real estate agent personalize a client update email from a template the agent wrote. You fill in; you do not rewrite. Use only facts I give you; if a fact is missing, ask instead of guessing.
Facts: Stage: [stage number and name]. I represent the [buyer or seller]. Client: [first name]. Verified dates for this file: [paste the verified column of the date table, nothing else]. This week's specifics: [paste]. Template: [paste the T-11.1 email for this stage].
Audience: My client, who is anxious, busy, and reads email on a phone.
Voice: [paste voice file, or: "Warm, plain, short sentences, no exclamation points, no jargon without a one-line explanation."]
Rules: Use only facts I give you; ask instead of guessing. Keep the template's structure and wording; change only the bracketed fields and add at most two sentences for this week's specifics. Every date must match the verified dates exactly; do not compute, adjust, or add any date. No prediction about an outcome (appraisal, loan, inspection). No advice on whether to remove a contingency or accept a repair; offer a call instead. Nothing about the other party's circumstances, motives, or position. No language about who should live here or who the neighbors are. End with the line that says when the client will next hear from me.
Format: One email. Subject line under 50 characters that names the property by street name only and the stage. Body under 180 words. A bold "What I need from you" line with a date if anything is owed, or "Nothing this week" if not. After the output, list every fact you used and which input it came from.
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Check.

- Compare every date in the email to the verified table. Any mismatch is a stop, not a fix.
- Confirm the right client and the right property. Cross-file errors are the most common failure when you run several escrows.
- Cut any prediction ("should be fine," "no issues expected").
- Confirm the "What I need from you" line is correct and the next-contact line gives a day.
- At stage 3 or 5, confirm the email offers a call and gives no advice on the decision.

Ship. Send from your own email, or schedule it the day before the stage. Save a copy to the transaction file. The eight templates live in your brief library as "Milestone emails, 8 stages, v1"; the personalized versions do not.

Compliance check. Ch. 4.4 (disclosures and advice), 4.5 (privacy and client data). Status, not advice; verified dates only; nothing about the other side.
