A real estate open house sign-in sheet is an easy way to collect contact information for leads. In this article, we’ll give you three free real estate open house sign-in sheet templates you can use, as well as offer tips to be sure they are filled out and methods to follow up and convert those leads into clients.
A relationship-focused CRM like Contactually can be a lifesaver to convert open house client leads faster. Contactually offers prewritten campaigns and follow-up reminders specifically designed to convert open house leads to buyers and sellers. Automatically. Even better, they offer a no strings attached free trial. If you don’t have a solid CRM that can do the work for you once you’ve gathered your signatures, Contactually is one to check out.
Real Estate Open House Sign-in Sheet Examples & Templates
A real estate open house sign-in sheet typically asks for a visitor’s name, email address, and phone number. However, depending on how you reach out to your prospects, you may also ask for a physical mailing address or a few additional questions about their real estate needs. Here are three real estate sign-in sheet templates that ask for different levels of information:
1. The Essentials
A simple sign-in sheet is ideal if you expect a lot of visitors, since it will keep a crowd from gathering around the entrance and people skipping over the sheet entirely. Included at the bottom is a brief notice that you’ll be sending real estate-related information in the future.
Use this sign-in sheet if you just want to capture the basic contact information of your visitors, such as:
- Phone number
- Email address
2. Physical Address
Even in a world of email and digital marketing, gathering a physical address can be incredibly useful. Along with all the information in “The Essentials,” this sign-in sheet asks for the buyer’s physical home address so that you can use direct mail marketing campaigns.
Realtors who use direct mail for marketing should opt for this sign-in sheet, whether you are using postcards, flyers, sports calendars or other methods that capture attention in your farm area. To learn more about direct mail advertising for real estate, read our guide on real estate postcards. To learn more about direct mail advertising for real estate, read our Guide to Real Estate Postcards.
3. Detailed Questionnaire
The “Detailed Questionnaire” format extends the level of information you are able to gather from individuals who visit your open house. Along with the information in “Physical Address,” this real estate open house sign-in sheet includes a few multiple choice questions about the visitor’s situation and preferences:
- What is your buying timeline?
- Are you pre-approved for a loan?
- What types of properties are you interested in?
- How did you find out about the open house?
While this real estate open house sign-in sheet gives you a lot more information about your visitors, the downside is that visitors may feel less inclined to fill it out. If you use this longer form, you may need to do some prodding and be a little more insistent: “Go ahead and fill out the sign-in sheet, and we’ll give you the tour!”
Tips to Get Your Open House Sign-in Sheet Filled Out
If you are in the final stages of setting up your open house, you’ve got your open house sign-in sheet printed and ready to go. However, many people may be reluctant to give out their personal information. Here are a few tips to get visitors to fill out your real estate open house sign-in sheet.
- Keep the sign-in sheet near the entrance of the house.
- Place a small sign above it that reads “Welcome to the Open House! Please Sign In.”
- Fill out the first entry yourself. People will ignore the sign-in sheet if it doesn’t seem like others are using it. With a couple of names, others will follow suit.
- Ask visitors to sign in before giving them a tour. “Hi, are you interested in a tour? Just sign in and we’ll be on our way!”
- Welcome each guest and physically hand them the sign-in sheet. Maintain friendly conversation with the lead or their spouse as they fill in the sheet.
These are a few tips to help you gather the information you need. If you want to increase the attendance to get more people in the door, be sure to print out flyers using a professional company like ProspectsPLUS! and set out some open house signs. We examine the best types of open house signs and when to use them here.
How to Follow Up with Open House Sign-in Sheet Information
A lead that you’ve already connected with personally is extremely valuable. This type of lead is worth investing a lot of time into with your follow up, even if it doesn’t pay off right away. We suggest using a solid CRM and tailoring your approach in the follow up to the type of contact you have. Here are the steps to do so.
- Put all of your contacts into a CRM software, which will enable you to easily keep track of and follow-up with open house attendees. Some CRM software solutions have preset groups that will remind you to make specific follow-ups based on type of lead, like “open house attendee.” We recommend Contactually, which offers a free 14-day trial.
- Email leads for feedback the day after the open house. Thank them for coming and ask what else you can do to assist them. If you were able to have a conversation with them during the open house, add a personal touch to the message—“I’d be happy to show you more three-bedroom condos.”
- Follow it up with a phone call the day after. If you do not get a response through email, reach out directly. If the lead is interested in working with you, great. If they’re unsure or have a loose time frame, then add them to your list of incubating leads, and set your CRM reminders to continue that relationship.
- Don’t forget to prepare a report on the open house for your seller if it’s your listing, or the listing agent if it isn’t. Open house apps will generate reports like these automatically. If you don’t have one (and you should), then at a minimum you want to send them the number of attendees and general feedback they had about the listing. Feel free to check out our review of the best open house apps for you to consider.
When we talk about incubating leads, these are individuals who aren’t immediately interested in buying or selling a home, but likely will be within the next six to 12 months. Occasional emails or postcards are sufficient. Tread lightly and do not pursue them as aggressively as qualified leads, who might be ready to buy or sell imminently.
You want to be sure that while you are following up with your leads, your online presence looks solid. Having reviews from former clients that they can find and signing up for Zillow Premier Agent can help you not only gain further leads, but enhance your image when someone searches in that platform.
Using a Real Estate Open House Sign-in Sheet App Instead of Pen and Paper
We live in a digital age, where you no longer have to spend your Saturday evenings deciphering messy handwriting and entering the information from your open house sign-in sheet to your CRM.
When we reviewed and tested the top three open house apps for realtors, we found Open Home Pro to offer the best solution. Open Home Pro not only captures your guest’s contact information and transfers it instantly into your CRM, but it sends the lead automatic thank you emails with your contact information as well. If there’s one thing home buyers love, it’s instant communication.
The Bottom Line
An open house is not only a wonderful place to showcase your skills to get a home sold, but a great place to meet potential clients. Not only can you find buyers for your current home listing, but you have the ability to connect with buyers and sellers who you could work with weeks or months down the line. Having an open house sign-in sheet, whether presented on paper or digitally, is the easiest way to gather contact information so you can be sure to keep in touch.
If you are still putting together your open house and found our article, feel free to check out our 35 real estate open house ideas people love and take your listing to the next level.
Looking for more leads? Try advertising your listings with Zillow’s 22 million unique monthly visitors.