--- {"title": "How to draft client emails between meetings for mortgage brokers", "description": "A plain guide for mortgage brokers to draft client emails between meetings, with steps, the tools to try and mistakes to avoid.", "url": "https://xpdaily.com/how-to-draft-client-emails-between-meetings-for-mortgage-brokers/", "date": "2026-11-04"} --- A plain guide for mortgage brokers to draft client emails between meetings, with steps, the tools to try and mistakes to avoid. Write down what each client needs from you, draft the email in short plain sentences, and check every name, figure and date before you send. You can type the draft yourself, reuse a saved draft, or dictate it and then read it through. | Option | How it works | Price and terms | |---|---|---| | Typing in your email program | You write each line yourself | Not published | | Saved reply template | You fill in the details of a standard draft | Not published | | QuickDictate | Types what you say into whichever window you are using [^1] | Free for personal and other noncommercial use, with no subscription or account [^1]. From version 0.9.0 on, commercial use needs a separate licence [^1] | ## What you need before you start Drafting a client email between meetings goes faster when a few things are ready before you start. - **The client's file in front of you.** Have the loan stage, the documents still outstanding and the date of the last contact, so the email states facts rather than guesses. - **A note of what the last meeting agreed.** A short record of the decisions and any promises you made keeps the email accurate. - **The email program you already use.** The draft ends up there, so keep it open while you work. - **Your firm's rules on client email.** Check what can and cannot go in writing to a client before you draft anything with figures in it. - **A few quiet minutes.** Drafting between meetings only works if you can finish a short email before the next one starts. Keep each client's name and file reference together, so you never mix two files. ## Step by step These steps work with any method, whether you type, paste from a template or dictate. 1. Open the client's file and read the last note. Make sure you know what was agreed and what is still open. 2. Write the purpose of the email in one line, such as confirming the documents still needed or answering a question about timing. 3. List the facts the email must state, including dates, amounts and names exactly as they appear in the file. 4. Put the most important point first. A client reading between meetings should see the action needed in the opening line. 5. Draft in short sentences. Plain words keep the email easy to read on a phone. 6. Say what you need from the client and by when. If you cannot give a date yet, say so and say when you will confirm it. 7. Check every name, figure and date against the file before any other editing. 8. Remove anything the client does not need in order to act. Keep the email to the facts and the next step. 9. Read it once as the client would. Ask whether the next step is clear. 10. Send it, then save a copy with the client's file, so the next meeting starts from a complete record. ## Tools that can do it You can draft a client email with nothing more than the program you already use. Here are options to consider. **Typing in your email program.** You write each line yourself, which keeps full control of the wording. Nothing is published here about cost, so check the terms of your own program. **A saved reply template.** You keep a standard draft and fill in the details for each client. A template is only as accurate as the details you add, so check each one before sending. **QuickDictate.** QuickDictate is made by the team that publishes this site. QuickDictate is one option among these. It is a Windows program that types what you say into whichever window you are using. [^1] What you say is typed into the window you have open, such as an editor, chat box or web form. [^1] You hold a key while you talk, or press it once to start and once to stop. [^1] While you dictate, other apps' audio is muted or turned down, and it returns to its old level when you stop. [^1] You can list names and phrases to help the speech recognition pick them up, and a list of fixes can correct a spelling such as 'Chat GPT' to 'ChatGPT'. [^1] Saying 'scratch that' discards the text you just dictated instead of inserting it. [^1] The last 50 dictations can be browsed and filtered, and they survive a restart. [^1] You can choose a speech service in the cloud, and that service bills you directly. [^1] After you install a speech model on your computer, dictation works without an internet connection. [^1] It runs only on 64-bit Windows 10 and 11, with no Mac or Linux version. [^1] It is free for personal and other noncommercial use, with no subscription or account, and cloud speech services bill you separately for their service. [^1] From version 0.9.0 on, commercial use needs a separate licence. [^1] A mortgage broker working for a business should check the licence terms before relying on it. ## Common mistakes to avoid **Sending a draft you have not read.** Typed or dictated text can get a name or figure wrong. Read every email once before you send it. **Mixing two clients' details.** Keep each draft in the client's own file, so an address or amount does not carry over from another case. **Writing long emails between meetings.** A short email with one clear request is easier for a client to act on than a long one written in a hurry. **Leaving out the next step.** An email that only reports facts leaves the client wondering what to do. State the next step and a date. **Relying on a speech tool without checking names.** You can list names to help the tool recognise them, but check each name in the email before you send it. [^1] **Forgetting to save a record.** A copy of what you sent belongs with the client's file, so the next meeting starts from the same facts. ## Frequently asked questions ### How do mortgage brokers draft client emails between meetings? Keep it short. Start with the purpose, state the facts from the client's file, and finish with the next step and a date. Check every name, figure and date against the file before you send. A plain email read on a phone is easier for a client to act on, so use short sentences and plain words. Keep a copy with the client's file afterwards. ### Is QuickDictate free for mortgage brokers? QuickDictate is free for personal and other noncommercial use, with no subscription or account. [^1] From version 0.9.0 on, commercial use needs a separate licence. [^1] Whether your work counts as commercial use is a question to check against the licence terms before you rely on it. Cloud speech services bill you separately for their service. [^1] ### Can QuickDictate type into an email program? QuickDictate types what you say into whichever window has focus, such as a chat box or web form. [^1] You hold a key while you talk, or press it once to start and once to stop. [^1] Try it in your own email program on a short test email first, so you know how it behaves there before a busy day. ### Does QuickDictate run on a Mac? No. QuickDictate runs only on 64-bit Windows 10 and 11, and there is no Mac or Linux version. [^1] If your computer is a Mac, you can still draft client emails by typing in your email program or using a saved reply template. Check the details of any option you pick before you rely on it for client work. ### Can QuickDictate work without an internet connection? It can. After you install a speech model on your computer, dictation needs no internet connection and no separate key to set up. [^1] If you choose a cloud speech service instead, that service bills you directly for its use. [^1] Decide which approach suits your office before you rely on it between meetings. QuickDictate is free for personal and other noncommercial use, with no subscription or account. Cloud providers bill you separately for their service. [^1] - [Visit QuickDictate](/go/start) ## Sources [^1]: QuickDictate's own description of itself (the product of this site's publisher) (/go/start)