Free template for real estate and property agents
Open house sign in sheet: know who to call first
A sign-in sheet with the three questions that tell you who to call first: are they working with an agent, when are they buying, and do they have a home to sell. Print it for the table, or download it for Word or Excel.
Most sign-in sheets come back with a first name, a scrawled number and nothing else, and days later nobody has been called. This one asks for what you need to call someone back: a number you can read, whether they already have an agent, and when they're buying. The last column is the day you'll call. Fill it in before you leave the house, and Monday's list is done.
What goes on the sheet
Open house sign in: [property address]
Date: ______ Hours: ______ Agent: [your name and number]
Before the doors open
Clipboard, two pens and the sheet on the table by the door: yes / no
A line at the top telling visitors you'll send them the details and similar homes: yes / no
Visitors
We'll use your number to follow up on today's viewing. Tick the last box if you'd also like [agent name] to call or message you on this number about other homes.
Buying in: 0 to 3 months / 3 to 6 months / later / just looking
| Name | Phone | Working with an agent? | Buying in | Home to sell first? | OK to hear about other homes on this number? Tick if yes | Call on | |
|---|---|---|---|---|---|---|---|
After the doors close
Visitors: __ With no agent: __ Buying in 3 months or less: __
Neighbours who came to look: __ (ask them about their own home)
Calls done by: ______
A tick box for Singapore visitors
We'll use your number to follow up on today's viewing. Tick the last box if you'd also like [agent name] to call or message you on this number about other homes.
The PDPC says consent for marketing calls and messages must come from a positive action, like ticking a box, that's about those messages, and that the person must be told they'll be sent to their Singapore number. A visitor who ticks the box has said yes to hearing about more than today's home. This isn't legal advice. The PDPA guide for sellers has the rules from the PDPC's own pages.
Source: PDPC, Organisations' guide to Singapore's Do Not Call (DNC) Provisions, pdpc.gov.sg, read 2 November 2026.
How to get a real number on the sheet
Greet them before they reach the clipboard, and ask for it yourself.
- Put the sheet by the door, and say hello before anyone walks past it
- Ask for the phone number out loud, and read it back
- Ask the three questions in conversation, then write the answers in
- Put the day you'll call in the last column before they leave
- Count the sheet in the car, before the next open house
Who to call first on Monday, and what to say
Call in this order, and mention one thing they said about the house.
- No agent, buying in 3 months or less: call first, and offer to show them two similar homes this week.
- A home to sell first: call next, and ask what they think theirs is worth.
- Neighbours: call them about their own home, not this one.
- Just looking, or already with an agent: a short thank-you message, and nothing more.
A filled-in sheet from a Sunday open house
- 11 visitors signed in. 5 had no agent, and 3 of those were buying in 3 months or less.
- 2 had a home to sell first, and 2 were neighbours.
- Dana called the 3 buyers on Monday morning and booked 2 viewings for that week.
- She called the 2 sellers on Monday afternoon, and one booked a listing appointment for Thursday.
- The other 4 got a thank-you message on Monday, with the details of the house.
3 buyers with no agent who are buying soon and 2 sellers make 5 calls on Monday. 5 calls became 2 viewings and 1 listing appointment.
See which visitors you haven't called back yet
Palby CRM is the CRM we make. It doesn't find you leads or list your properties. It keeps the people you've met from going cold.
- Buyers and sellers you haven't spoken to lately, at the top
- Bring your spreadsheet, and one tap undoes the import if it's wrong
Questions
If they ticked the box, they've given you consent. If they didn't, the PDPC says to check their number against the DNC Registry before a marketing call or message, and not to send one if it's listed.
Name, phone and email, whether they're working with an agent, when they're buying, and whether they have a home to sell. The last column is the day you'll call. More than that and people stop filling it in.
Greet them at the door and ask them yourself. Tell them you'll send the details of the house and similar homes. A sheet left on a table gets skipped.
Either works if you call everyone back. Paper is quicker at a busy door. A tablet saves typing the numbers in later. The questions are the same.
The next working day, while they still remember the house. The template puts the day in the last column, so you decide before they leave.
Thank them, and don't pitch. Send the details of the house if they ask, and let their agent do the rest.
Yes. Upload it to Google Drive and open it there. It counts the visitors, the ones with no agent and the ones buying in 3 months or less.
Yes. Copy it, print it or download it, and change it to fit how you work.
Call your open house visitors back by Monday
Palby CRM keeps every visitor you've met on your follow-up list.
30 minutes. You choose the day and the time.