10 Commercial Real Estate Email Templates That Actually Get Replies

Most commercial real estate email templates floating around the internet were written by marketers who've never tried to reach a building owner. They're too long, too formal, too generic — and they show it immediately.

This post is different. These templates were built from real CRE outreach campaigns across office, industrial, retail, and multifamily asset classes. They're designed to get replies from building owners, tenants facing lease decisions, and investors actively looking to deploy capital. Use them as-is or adapt them to your market and voice.

What Makes a CRE Email Template Actually Work

Before the templates: a few principles that separate the ones that get replies from the ones that get deleted.

• Specificity beats length. A short email that references something real about the recipient's property outperforms a polished three-paragraph pitch every time.
• One ask per email. Don't ask for a meeting, a call, a referral, and a listing in the same message. Pick one.
• Make saying yes easy. "Are you open to a quick 15-minute call this week?" has a lower friction to yes than "Would you be interested in exploring how I might be able to help you maximize the value of your asset?"
• Subject lines are the entire game. If it doesn't get opened, nothing else matters.

Now, the templates.

Cold Outreach to Building Owners

Template 1: The Market Activity Email

Subject: Recent activity near [Property Address]

Hi [First Name],

I specialize in [asset class] transactions in [submarket] and wanted to reach out directly regarding [Property Address].

We've had significant activity in your corridor recently — [brief specifics: a nearby sale, active tenant demand, lease expirations creating availability]. Given that context, I wanted to get your take on where you see the asset heading over the next few years.

Would you be open to a brief call this week? I'm happy to share what I'm seeing in the market — no agenda beyond that.

[Your name]
[Title, Firm]
[Phone]

Template 2: The Tenant Demand Email

Subject: Tenant looking in your submarket

Hi [First Name],

I'm working with a tenant actively seeking [X,000–X,000 SF] of [office/industrial/retail] space in [submarket]. Your property at [Address] fits the general profile of what they're looking for.

I wanted to check in before pursuing other options — is there any availability or flexibility in your current occupancy situation?

Happy to keep it to a quick call if that's easier.

[Your name]
[Title, Firm]
[Phone]

Template 3: The Comp-Based Valuation Email

Subject: [Property Address] — recent comp worth knowing about

Hi [First Name],

A comparable property at [Nearby Address] just traded at [cap rate or $/SF] — stronger than most owners in the submarket expected. Depending on your current NOI, that transaction could meaningfully affect how [your property] is valued today.

I've done a few transactions in the area and can put together a quick back-of-napkin analysis if that would be useful. No commitment needed — just useful market data.

Worth a quick call?

[Your name]
[Title, Firm]
[Phone]

Follow-Up Email Templates

The first email rarely gets a reply. These follow-up templates are designed to re-engage without being annoying — each one adds new value rather than just asking "did you see my last email?"

Template 4: The Second Touch

Subject: Re: [Original subject] — one more thought

Hi [First Name],

Following up on my note from last week. Didn't want to let it fall through the cracks.

One additional data point: [new relevant fact — a transaction, market trend, or piece of tenant activity]. Thought it might be relevant given what I mentioned before.

Still happy to connect for 15 minutes if the timing works — no pressure either way.

[Your name]

Template 5: The Angle-Shift Follow-Up

Subject: Different question for you

Hi [First Name],

I've reached out a couple of times about [original topic] — I understand if the timing isn't right.

Separate question: do you have any plans for the asset over the next 12–24 months? Even if you're not actively looking to transact, understanding your longer-term plans helps me keep an eye out for relevant opportunities or tenants your way.

No agenda — just trying to be useful.

[Your name]

Tenant Rep Prospecting Templates

Tenant representation prospecting is its own game — you're reaching occupiers, not owners. The language and angle shift accordingly.

Template 6: The Lease Expiration Intro

Subject: Your lease at [Building Name] — worth planning ahead

Hi [First Name],

I noticed your current lease at [Building Address] is coming up in the next 18–24 months. That window is earlier than most tenants start thinking about it — but it's exactly when you have the most leverage.

I specialize in tenant representation for [industry/company type] businesses in [market]. Whether you're planning to renew, relocate, or right-size, having an advisor in your corner early makes a real difference in the outcome.

Would it be worth a 20-minute call to talk through your options?

[Your name]
[Title, Firm]
[Phone]

Template 7: The Space Planning Email

Subject: Office space options in [Submarket] — quick question

Hi [First Name],

I work with growing companies in [submarket] on their real estate strategy — everything from initial site selection to lease negotiation and renewals.

I've seen a few deals close recently in the [X,000–X,000 SF] range with unusually favorable terms — free rent, TI packages, flexible lease structures — because landlords are competing hard for quality tenants right now.

Is your current space still the right fit for where the company is heading? Happy to share what I'm seeing if it would help you think through options.

[Your name]

Investor Outreach Templates

Template 8: The Off-Market Opportunity Email

Subject: Off-market [asset type] in [market] — interested?

Hi [First Name],

I have an off-market [asset class] opportunity in [submarket] that I'm showing to a short list of qualified buyers before it goes to market. [One-sentence description: stabilized asset, X% cap rate, NNN leased, etc.]

Based on your prior acquisitions in the area, this seems like it could be in your wheelhouse. Happy to send over a brief deal summary if you'd like to take a look — no strings attached.

[Your name]
[Title, Firm]
[Phone]

Template 9: The Portfolio Check-In

Subject: Quick check-in — [Investor Name]'s portfolio

Hi [First Name],

I've been tracking the [asset class] market in [area] closely and wanted to check in — are you actively looking to add to your portfolio right now, or is the focus more on optimizing what you have?

No specific deal to pitch — I just like to understand where investors are in their cycle before I reach out with opportunities. Makes the conversation more useful for both of us.

[Your name]

Template 10: The 1031 Exchange Outreach

Subject: 1031 options in [market] — worth a look?

Hi [First Name],

I understand you recently sold [property or "a property in the area"] — congratulations. If you're in a 1031 exchange window and haven't identified a replacement property yet, I have a few options that might fit your criteria.

I work with investors in the [cap rate range], [asset class] space across [market]. Happy to put together a short list of what's available — both on and off market — if you're still looking.

[Your name]
[Title, Firm]
[Phone]

Putting the Templates to Work

Templates are only as good as the system you use to deploy them. Even the best cold email gets ignored if you send it once and move on. The brokers who see results from these templates are using them as part of structured sequences — initial outreach, two or three follow-ups, and a long-term nurture cadence for prospects who don't respond immediately.

The other thing that matters: personalization. Take these templates and inject specifics before you send — the property address, a real comp, a relevant market detail. The difference between "Template 1" and a genuinely personalized email using Template 1 as a base is significant.

MogulAim lets you deploy these templates at scale — personalizing each email with property-specific data, managing multi-touch follow-up sequences automatically, and tracking exactly which templates are generating the most replies in your market. Stop sending emails by hand and start running campaigns that compound over time.