Open house sign In sheets [+ Templates]

While the primary goal of open house showings is to sell or rent the property, building a relationship with the people who attend is equally important too. Because they’re already interested in buying or renting a new home, these types of contacts are much more valuable than people you’ll connect with through cold outreach.

In order to make the most of your opportunities, you’ll need to collect contact information with an open house sign-in sheet. Here’s an overview of your different options, along with the advantages and disadvantages of each method and some free open house sign-in sheet templates for you to use. 

Different types of sign-in sheets

No matter which sign-in sheet you use, the most important thing is to capture all necessary details. Some of the various ways you can collect contact information from your open house attendees include:

1. Paper sign-in sheets

Old-fashioned paper sign-in sheets only require a clipboard, pen, and paper. They typically include fields for the prospect's name, phone number, email address, and any specific requirements or preferences. Here’s some of the pros and cons of using paper sign-in sheets. 

Pros

• Easy to create and use
• No technological barriers for prospects
• Simple to customize for different events

Cons

• Illegible handwriting
• Requires manual data entry into a computer
• Can be easily misplaced or damaged

Get the Template

These two sign-in sheet templates for an open house are perfect if you’re looking for a low-effort, low-tech solution that’s quick and easy. As the name implies, the basic sign-in sheet is great for capturing basic information while the more detailed version gives you a chance to ask questions like what visitors are looking for in their next home.

2. Digital sign-in sheets

These days digital sign-in sheets are one of the most reliable ways to collect information from prospects. The nice thing about them is that they can be shared via email, social media, or on your website. These forms are accessible anytime and from anywhere, making them highly convenient for prospects.

Pros

• Legible and accurate data collection
• Immediate storage and backup of information
• Can be integrated with Customer Relationship Management (CRM) systems for seamless follow-up
• Reduces risk of invalid data collection
• Easily shareable
• Automatically integrates with digital databases and CRM systems
• Can be customized with additional fields and questions

Cons

• Requires investment in digital devices
• Sometimes dependent on internet connection
• Some prospects may not be comfortable using technology
• Relies on prospects to take the initiative to fill out the form
• May require follow-up reminders

Check out these these downloadable online sign-in form templates:

Get the Basic Template

Get the Personal Branding Template

3. QR code sign-in sheets

QR codes are a scannable barcode that can be read by smartphones and devices to quickly access information or websites. 

Pros

• Contactless and convenient
• Easy to distribute and access
• Can link directly to CRM systems
• Can be filled out on a person’s own time

Cons

• Prospects need to have a smartphone with camera
• Limited by prospects' comfort with technology
• Poor formatting can impact user experience (UX) which can discourage people from filling it out

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Generating a QR code for sign-in sheets is a straightforward process. Create a digital sign-in form using Google Forms or Microsoft Forms and copy the URL link. Then use a QR code generator like QR Code Generator or QR Code Monkey to create a QR code from the form link. All that’s left is to then download and print the QR code for display at your open house. 

4. Mobile app sign-in sheets

Some real estate-specific mobile apps offer sign-in sheet functionalities, allowing agents to collect contact information and manage leads efficiently. Apps like Open Home Pro and Curb Hero are popular among agents because of their ease of use and integration capabilities.

Pros

• Comprehensive data collection and lead management
• Immediate access to collected information
• Integrates with other real estate tools and CRM systems

Cons

• Requires prospects to download and use an app
• Dependent on mobile device compatibility and internet access

6. Interactive kiosks

Setting up interactive kiosks at open houses allows prospects to enter their information on a touchscreen interface. This method combines the benefits of digital forms with the appeal of engaging technology.

Pros

• Demonstrates that you are up-to-date with modern technology
• Gives you the opportunity to create a professional first impression
• Set up can make it simple for visitors to input their information
• Accurate and immediate data capture
• Integrates with CRM and marketing tools

Cons

• Higher initial cost for equipment and setup
• Requires maintenance and technical support

11 tips and best practices for open house sign-in sheets

Maximize the effectiveness of your open house sign-in sheets with these tips, so you can gather valuable contact information and make meaningful connections with potential prospects.

1. Choose the right format

Decide which method you want to use for your open house sign-in sheets. Each format has its advantages, so choose one that best suits your audience and setting. For example, if you’re working on a budget, you may want to choose a low-cost form like a paper sign in sheet. But if you’re working in a luxury home setting, a digital sheet or kiosk may be more suitable. 

2. Add your personal branding

Including your personal branding on open house sign-in sheets gives you an opportunity to reinforce your professional identity and create a memorable impression on potential clients. When visitors see a branded sign-in sheet, it signals professionalism, consistency, and attention to detail, which can help build trust and credibility. 

3. Make it mandatory

Encourage every attendee to sign in by explaining the importance of their contact information. Politely inform them that signing in helps you keep them updated on the property and similar listings. A friendly approach can make guests more willing to provide their details.

4. Design a simple and clear form

A sign-in sheet that is easy to understand and fill out can improve the user experience and increase the likelihood that visitors will complete the form in full. Make sure it’s mobile-friendly and includes fields for essential information such as name, phone number, email address, home mailing address, and how they heard about the open house. 

5. Offer incentives

Incentives can increase participation and make the sign-in process more engaging. Consider motivating attendees to sign in by offering incentives like a chance to win a gift card, a promotional giveaway, a free home evaluation, or entry into a raffle. 

6. Position it strategically

Place the sign-in sheet near the entrance where attendees can easily see and access it upon arrival. You can also station a friendly greeter to assist guests with the sign-in process and answer any initial questions.

7. Protect privacy

Take responsibility for keeping the information you collect confidential. For digital forms, use secure platforms that comply with data protection regulations. For paper forms, keep them in a safe place, transfer the information to a secure digital database, and properly dispose of the paper copies once you’re done.

8. Add a follow-up disclaimer

Include a statement on the sign-in sheet informing potential buyers and renters that you will reach out with future real estate opportunities. This way, they are aware that they can expect follow-up communications from you.

9. Follow up promptly

The information gathered is only valuable if used effectively. After the open house, be sure to reconnect with attendees quickly as the faster you follow up, the more likely you’ll convert leads into clients. Consider sending an email to thank attendees for visiting, provide additional property details, and offer to answer any questions they might have. Timely follow-ups can help build rapport and keep potential prospects interested.

10. Use a CRM system

Integrate the collected information into a CRM platform so you can organize and track leads efficiently, set reminders for follow-ups, and analyze the performance of your open house events.

11. Include open-ended questions

In addition to basic contact information, include a field for open-ended questions or comments. This can provide insights into what visitors liked or disliked about the property and their specific needs or preferences. Here’s a few you might want to ask:

• What features of this property did you like the most?
• What brought you into today's open house?
• What aspects of a home are most important to you?
• Are you interested in buying or renting at this time?
• Are you looking for a move-in ready home or a fixer-upper?

The bottom line

Open houses aren’t just about closing deals; they’re also about gaining as many leads as you can to grow your client base. And a good sign-in sheet can help you accomplish that. With one of our templates and  our suggested best practices, not only will you increase your lead generation opportunities, but you’ll also improve your chances of becoming a more successful agent.