Vendor and seller updates
A vendor update is a factual note of what happened: viewings, feedback, offers, and where the sale sits. A seller update in the US is the same job with different status words. Regular and dull beats rare and dramatic.
What earns the email
New viewings and what was said. Offers, with the figure and the buyer’s stated position on a mortgage or a property to sell. Marketing changes they asked for, such as a price reduction, confirmed back to them as done. On an agreed sale, the next step you are actually waiting for: memorandum out, survey booked, mortgage offer not yet in, chain sale still marketing.
What does not belong: a prediction that exchange or closing will happen on a date nobody has confirmed, a complaint about the other side’s solicitor, or a pile of names and phone numbers the vendor does not need.
Cadence
Agree it at the instruction. Many vendors want a weekly note even when nothing happened, because silence feels like neglect. “No new viewings, two portal enquiries, both asking if you would take a lower figure, I told them the asking price” is a complete update. During progression, write when a milestone moves, and at least weekly if it does not.
One owner of the relationship should send it, so the vendor does not get three versions. Other staff can draft. The owner approves.
SSTC and pending
If you tell a British vendor the property is SSTC, you are telling them an offer is accepted and contracts are not exchanged. Keep the words consistent with the portal. If a US listing is pending, say pending or under contract, and name the contingency that is still open if you know it from the file. Do not translate pending into SSTC for a client who owns in both countries without explaining the difference.
Fall-throughs and cancelled contracts need a same-day note and a recommendation on remarketing. The vendor or seller decides the price and whether to go straight back out.
Drafts in KeyAccess
The seller-update assistant is one of the jobs the product is built around. It should draw on viewing notes and the deal status you recorded, not on a blank prompt. You approve the email before it sends from your mailbox. If the note also needs to be pasted into a CRM, that is a second action, with its own approval if it changes a record.
Executors and joint vendors need the copy sent to the people on the agreement. A helpful relative who is not instructed does not get the report unless the client said so.
Questions
Should every viewing generate an email?
Only if the client asked for that. Otherwise batch the day or the week, and write immediately when an offer arrives or a sale collapses.
Can the update include the buyer’s name?
If your process allows it and the viewer knows feedback is shared. Leave out phone numbers and anything they said about their health, family or finances beyond the mortgage point needed to judge the offer.
Who sends it?
The negotiator responsible, after reading the draft. An assistant does not get its own mailbox.