Your buyer wants to offer today. The vendor's agent has had three viewings and you sense an offer war is coming. A clean, prompt offer letter at full price plus proof of funds wins the deal.
Messy offer letters lose deals. Polished ones close them.
Format and tone
Offer letters are short and businesslike. Buyer name, property address, offer amount, conditions (subject to survey, chain status, financing), proposed timeline, and the agent's contact details. Draft in Word, then convert to PDF for delivery. PDF reads as more formal than a Word attachment.
Attach proof of funds
A vendor reading two offers will favour the one with proof of funds attached. Include a redacted mortgage in principle or bank statement showing the deposit funds available. Use redact PDF to remove account numbers and personal details — the vendor needs to see the funds, not the account.
Combine into one pack
Merge PDF to combine the offer letter and proof of funds into a single PDF. Two attachments are a chore; one file is one click. Name the file with the buyer's name and date — `Offer_Jones_15Mar.pdf` — so the vendor's agent can find it later.
Send and follow up
Email the offer to the vendor's agent immediately. Don't wait until end of day — the speed of response signals seriousness. Call to confirm receipt within an hour. The combination of a polished PDF and a prompt follow-up call is what closes competitive deals.
FAQ
Should the offer letter be from the buyer or the agent?
Typically from the buyer, with the agent acting as intermediary. The buyer's name signs the offer, even if the agent drafted it.
What conditions are standard in an offer letter?
Subject to survey, subject to satisfactory references (if leasehold), subject to financing. Anything more than this starts to feel like a hostile offer.
Do I need wet ink on an offer letter?
No — offers are pre-contractual. An e-signed or typed offer is fine. Contracts are exchanged later via solicitors.
Can I include a deadline in the offer letter?
Yes, but be careful — overly aggressive deadlines can put off a vendor. "Open until Friday" is reasonable; "reply within 24 hours" can backfire.
A polished offer pack wins close deals. Convert and combine in Flint and your buyer beats the offer war.