30 Open House Sign in Sheet [PDF, Word, Excel] for Real Estate Agent

In the real estate business, information is the most important thing. Being able to gather the right information – such as names and contact details of potential leads, can be quite challenging unless you have the right resources.

This is where Open House Sign In Sheets come in. This is a document, which seems simple enough, but which is very useful. Most frequently, customers, who may also turn out to be possible leads, have a lack of enthusiasm in giving out their contact information, which is quite understandable.

Actually, the main purpose of this document is to safeguard the interests of the owner of the home. But it is also a significant tool for real estate agents to get the customers to be comfortable enough to share their contact information. This is vital for real estate agents to be able to make a connection with the potential clients.

 

Open House Sign in Sheet Templates

The Uses of an Open House Sign In Sheet

There are many purposes for making an Open House Sign In Sheet Template. Aside from the most obvious one where it will give you the contact details of customers which can turn into potential leads, there are many others.

• Real estate agents can boost their chances of making a sale or getting new clients as long as they follow up on the leads using the contact information on the sign in sheets. Even if a sale isn’t made, it still gives the agents an opportunity to start and build a good relationship which may be beneficial in the future.
• The information on the open house sign in sheets can be used as a tool for marketing. If you are a real estate agent who would be selling properties similar to the one which recently had an open house, you can use the contact information to get a hold of the customers to ask them whether they would be interested in viewing the property too.
• When you are able to contact the potential leads on the sheet, you can then make a grand impression on them using your experience and expertise on all things related to real estate. Doing this can easily aid in convincing the clients to work with someone with a lot of know-how, and that someone is you!
• If you have a more comprehensive real estate sign in sheet, which the customers will be willing to fill in (we’ll be talking about tips on how to get customers to fill in your sheets further on), then you’ll be able to learn a great deal about your potential clients. Actually, just the contact details would already provide you with a wealth of information, such as where they currently live and what type of neighborhood they may prefer.
• Through the information you have gathered in the sheets, you can analyze and interpret the said information to be able to learn which kinds of demographic are interested in what kind of properties. This information can then help you become a more efficient real estate agent.

 

Different Open House Sign In Sheet Templates for You to Use 

Now that you have a better idea on how important open house sign in sheets are, it’s time to start learning how to make your own templates to use when you have open houses.

On the top of the sheet, you must include the name of your agency or your name as a real estate agent if you are the one hosting the open house. Then place the property address as well as the date of the open house, also at the top of the page.

Here are 3 different templates to help you start building your own open house sign in sheet template:

The Basic Template

If all you need from the customers of an open house is the basic contact information, you can go ahead and print out a basic template. In the basic template, you would just need to ask for the following information:

• The name of the customer
• The current (and complete) address of the customer
• The customer’s contact number
• The customer’s email address

The Basics Plus a Simple Survey

This includes all the information on the basic template plus a simple survey under it to be able to help the real estate agent obtain the answers to the most basic questions usually asked from potential leads.

Following up leads would be easier when this kind of template is used as it eliminates the need to ask the simplest questions and being able to move on to more detailed ones. This template includes the following:

• The name, physical address, contact number and email address of the customer.
• The basics on the list of the real estate agents list of questions, which can include but are not limited to:
• What are your Real Estate needs at the moment?
• Are you already pre-approved for a loan?
• What kind of houses (or properties) are you most interested in?
• Be sure to use a format wherein all the customer needs to do is tick boxes and not write the information down as that may put them off.

The Detailed Template

If you opt for this kind of template, you’d be making a more detailed format, which would almost be like a questionnaire. Aside from the information on the first two templates, you’d be giving the customers a couple of multiple choice queries which would give you helpful information on the customer’s preferences and their current situation.

It would be important to note, though, that the customers may seem less interested in filling out a sheet which requires giving too much information. With this kind of sheet, you’d have to be more convincing at getting your customers to sign up. Some questions can include, but don’t need to be limited to:

• Do you have a timeline for purchasing?
• How did you find out about this open house?
• Are you just interested in buying or do you have a property to sell too?

When making your own real estate open house sign in sheet, put a lot of thought in it and only include the most important information which you think would benefit you the most.

Real Estate Open House Sign in Sheet

Tips on Getting Your Open House Sign In Sheet Filled

Now that you know the purposes and basics of making a good sheet for your open house, it would also be helpful to know how you can successfully convince your customers to actually fill in the sheets, making them useful.

Getting customers to sign in your sheet is key, as long as you’re sure that your customers provide real and accurate information as opposed to just filling the form out with fake information. Working with fake information is both troublesome and problematic as you might be contacting the wrong people when trying to follow up the leads, which would be a waste of valuable time and effort.

To get better results, you could follow these tips which have been tried and tested:

When Speaking with Customers, Be Honest with Your Intentions

When you’re trying to convince the customers at the open house to fill up your sheet with accurate information, be open with then and honest about your intentions. People are generally reluctant to give information especially when they feel like they are speaking to someone with less than honorable intentions.

More often than not, people can sniff out phony conversation from a mile away. Tell them everything they need to know so they get the sense that you’re genuinely trying to help them with their real estate needs. If you’re able to give the impression that you’re concerned about them, they may start trusting you and would be comfortable enough to give their information, especially if they’re really interested in what you have to offer.

Also, know that different approaches work for different people. It would also be helpful to try and assess the customer first before talking to them and giving your spiels.

Show the Customers What The Information Would be Used For

To be able to soothe your customer’s fears, it would be helpful to show them what their contact information will be used for. As long as the customers know that the information they fill in won’t be misused in any way, they will be less hesitant in giving out their information. You never know, at that moment you can even start giving them a good impression, which would make them remember you once you call them up to follow up.

Include an Option for Your Customers to Opt-Out if they are Really Uninterested

Placing this in your sheet will give the sense that you won’t be harassing them frequently. The customers have to know that you won’t be contacting them even when they ask you to stop.

This would also add to your credibility and reputation as a real estate agent without actually having to give anything up. This would also make it clear that you’re not just interested in getting information for your own gain, instead that you are truly willing to help interested people out.

Never Hesitate to Ask for the Information You Need

Whenever you encounter customers at an open house, always ask them to fill out your sign in sheet. Just because customers don’t sign, it doesn’t mean they don’t want to. In some cases, they may just be unaware that there is a sheet to be filled up which can help them with their home-buying process. This is especially true for beginners at the whole home-buying process.

Location is Key

Be sure to situate your sign in sheet by the entrance of the home. Also, place an attention-grabbing sign on top of it to call out to the customers. You can think of some cool wordings to catch the interest of the people who are attending the open house. 

Be the First to Fill It Out

For most people, it can be quite intimidating to write on a blank form. To solve this problem, fill out the first empty slot yourself and even ask your staff or any other people involved in the open house to fill in the sheet. People will be more inclined to write their information down when others have already done it.

Keep Them Interested

There are several ways to do this. You can ask the customers to fill in the sheet first before you give them the tour of the house. Or you can stand at the entrance and welcome each guest then give them the sheet to fill out. Keep the conversation going as the customer is filling out the sheet. Remember that being friendly is relevant in dealing with potential clients.

Sign in Sheet PDF

How to Use Your Open House Sign In Sheet to Follow Up 

Now that you have all the guiding information you need to make your own open house sign in sheet as well as some helpful templates and useful tips in getting your sheet filled up with real and accurate information.

The next logical step would then be to use the information in your sheets to follow up the customers and transform them into potential leads or clients. Here are a few things you can do to follow up:

Organize Your Contact List and Enter All the Information in a CRM Software

This would allow you to keep track of all your contacts easily. Some CRM software even have preset groups which will actually remind you to follow up on your leads.

Contact Your Leads through Email the Day After the Open House

Be sure to express your gratitude for spending some time to attend your Open House. In the email, you can also ask them how you can further assist them in their home-buying needs. If you had personally spoken to them during the Open House, then you can also personalize your message to them.

Contact Your Leads through a Phone Call

If your leads don’t respond to you through email for a certain number of days, then you can take a step further and give them a call. This could lead to interested clients working with you or you can find out if the clients need more time. In cases like this, you can then make a list of incubating leads and add them to it to follow up again after some time.

Make a Report About the Open House

This is for the benefit of your seller if you also happen to be the listing agent. The report should contain the number of people who attended the Open House, the feedback about the house and other relevant information.