An open house sign-in sheet enables real estate agents to collect contact information from visitors who become sales leads. These are best for any agent who focuses on open house property showcases. Make sure they’re filled out completely, then use a CRM to track your new leads and convert them to clients.
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 intend to follow up with your prospects, you may also ask for a physical mailing address or additional details about their real estate needs. Choose the sign-in sheet template that’s right for each open house or opt for a digital option.
Here are four real estate sign-in sheet formats that ask for different levels of information:
1. The Essentials
The Essentials sign-in sheet captures visitors’ basic contact information like their names, phone numbers, and email addresses. It’s ideal if you expect a lot of visitors because 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.
What It Includes
Like all of our sign-in sheet templates, the Essentials includes a space to enter the address of the open house so you can track leads based on their properties of interest. This template only asks open house visitors to leave their name, phone number, and email address. What’s more, the sheet includes a note promising that visitors will only be contacted with information and inquiries that are relevant to their real estate needs.
When You Should Use It
Use the Essentials sign-in sheet if you just want to capture basic contact information that you can easily add to your CRM. This is a great option if your marketing strategy is largely email-based and you don’t plan to send out postcards, brochures, or other printed materials.
2. Physical Address
This more detailed Physical Address sign-in sheet includes everything from the Essentials along with a place for a place for open house visitors to leave their home address. Because of this, it may take longer for people to fill out. However, even in a world of email and digital marketing, gathering a physical address can be incredibly useful. Use this template if you employ direct mail for marketing.
What It Includes
Along with the information in the “Essentials,” this sign-in sheet asks for the buyer’s physical home address so you can use it in direct mail marketing campaigns. You can also request some additional information regarding whether they own or rent their home or when they plan to move. Providing additional information may take open house visitors longer, but a visitor’s address can provide information about their current home and neighborhood, while also increasing the success of your direct mail campaigns.
When You Should Use It
Opt for this sign-in sheet if you use direct mail marketing like postcards, flyers, sports calendars, or other methods that capture attention in your farm area. Postcards and other direct mailers enable agents to share new listings and recently sold properties in a way more memorable than a fleeting email. To learn more about direct mail advertising for real estate and get inspired for your next direct mail campaign, check out our real estate postcard templates.
3. Detailed Questionnaire
The “Detailed Questionnaire” format includes a few multiple choice questions about each visitor’s situation and preferences. This more detailed information helps agents determine where individual leads are on their buying journey and how best to follow up with them. Choose this sign-in sheet if you have an advanced lead management and nurturing system that lets you send targeted, segmented marketing emails.
What It Includes
Along with the information in the “Physical Address” sign-in sheet template, this real estate open house sign-in sheet includes a few multiple choice questions about the visitor’s situation and preferences.
Important questions include:
- 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 this 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!” Check out our tips from the pros to help incentivize visitors to fill out longer sign-in sheets.
When You Should Use It
The additional information you can gather with the “Detailed Questionnaire” template is perfect for agents who use a CRM to send marketing materials to segmented contact lists. This is because specific details about visitor home preferences, buying timelines, and loan pre-approval can help you convert leads more efficiently. By collecting this information with an open house sign-in sheet, you can enter it directly in your CRM to help you craft drip email campaigns.
Planning and hosting an open house can take a great deal of time and resources. However, you can use Vistaprint to order copies of your sign-in sheets and open house flyers and have them delivered to your office. Not only can you use Vistaprint to design and print open house materials, you can order postcards and brochures and use them to follow up with leads after the event.
4. Digital Sign-In Sheets
We live in a digital age where you no longer have to spend your Saturday evenings deciphering messy handwriting and entering information from a sign-in sheet into your CRM. Use a digital sign-in sheet like those available through Zoho’s online form builder to simplify the sign-in process and streamline entry of visitor information in your CRM.
Zoho’s online form builder lets you personalize your sign-in sheets with over 30 field types, customizable themes, and an easy-to-use, drag-and-drop editor. What’s more, you can use Zoho’s mobile apps so you can fill out the forms offline. Check out Zoho’s free online form builder to create a sign-in sheet for your next open house.
5 Tips to Get Your Open House Sign-In Sheet Filled Out
Once your open house is planned and your sign-in sheet is printed or set up on a tablet, the next challenge is getting your visitors to provide their contact information. Many open house visitors are reluctant to give out their personal information, making it difficult to follow up with potential leads after your event. We spoke to real estate agents to get their go-to tips for capturing leads at your next open house.
Tips for getting visitors to fill out your real estate open house sign-in sheet include:
These are just 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. Click here to place your first order.
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.
Follow these steps to follow up with open house sign-in sheet information:
1. Update Your CRM
Immediately after the open house, begin converting open house client leads in a quick and efficient manner. Using a real estate-focused CRM like Salesforce Essentials lets you easily store contact information and track ongoing client interaction to gauge lead opportunities. By syncing with your email and calendar, the CRM automatically keeps track of emails and meetings, generates insights from them, and shows you easy-to-read sales data so you can make efficient decisions. It even has an app and a free 14-day trial so you can see if it works for you. Get started today.
2. Email Leads for Feedback
The day after the open house, email your new leads to 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, such as, “I’d be happy to show you more three-bedroom condos.” Check out our guide to real estate email marketing for email templates and tips to get you started.
3. Follow Up with a Phone Call
If you don’t get a response through email, reach out directly via telephone. A one-on-one conversation demonstrates that you value their business and gives you the opportunity to learn more about each prospect’s needs and interests. You can then use this information to classify each lead in your CRM. For example, if a lead is unsure or has a loose time frame for a purchase, add them to your list of incubating leads and set your CRM reminders to continue nurturing the relationship.
4. Analyze Visitor Data
After the open house, prepare a report on the open house for your seller or, if it isn’t your listing, the listing agent. Open house apps will generate reports like these automatically. However, if you don’t have one, then create a report with the number of attendees and general feedback visitors had about the listing.
When following up with your leads, ensure you have a professional online presence that reflects you and your agents well. Improve your online presence by asking former clients to leave reviews. You can also sign up for Zillow Premier Agent to help you generate more leads and enhance your professional profile.
The Bottom Line
An open house sign-in sheet is a wonderful way to find buyers for your current listing and stay connected with buyers and sellers you might work with in the future. Whether presented on paper or digitally, an open house sign-in sheet is the easiest way to gather contact information so you can be sure to keep in touch.