Free Open House Sign-In Sheet Template, Plus a Digital Version That Captures Leads

Most open house sign-in sheets end up in a folder and never turn into a single phone call. The sheet itself is rarely the problem. What’s missing is the right four questions and a plan for the next 24 hours.

A good open house sign-in sheet asks for name, phone or email, whether the visitor already has an agent, and their buying timeline, plus a short line explaining how you’ll use their details. Below you’ll find a free template you can copy into Word or Google Docs, a digital version built with Google Forms and a QR code, and follow-up messages to send the same day.

What should an open house sign-in sheet include?

Keep it to what you’ll actually use in a follow-up. Every extra box lowers the number of people who fill it in honestly. Four core fields do the job; add one or two optional questions if your market needs them.

Asking for one contact method rather than both feels less intrusive, and people are more likely to write a real number or address.

Free open house sign-in sheet template (copy and paste)

Copy the header text into the top of a Word or Google Docs page, then add a table with the four columns shown below. Twelve to fifteen rows fit on one A4 or US Letter page in landscape.

How do you make a digital open house sign-in sheet?

The simplest digital version is a free Google Form shown as a QR code at the door. Visitors scan it with their phone camera, fill it in in under a minute, and every answer lands in a Google Sheet you can follow up from that evening. No app to buy.

1. Create the form. In Google Forms, add the four core questions above. Make name and contact “required”; use multiple choice for the agent and timeline questions so answers are easy to sort.
2. Add the consent question. A tick box that says what you’ll send and how (wording in the template below). Leave it unticked by default.
3. Send responses to a spreadsheet. Go to the Responses tab, open the three-dot menu and select a destination for responses, then choose a new or existing spreadsheet (Google’s steps).
4. Turn the form link into a QR code. Click Send, copy the link and paste it into any free QR code generator. Print it large, at least the size of your palm, on a stand by the door.
5. Keep a backup. Have a tablet open on the form, and a paper sheet for anyone who’d rather not scan.

The brochure promise matters. People sign in when they get something for it, and a digital brochure is something you’d send anyway.

Paper vs digital: which works better?

Use both. Paper on a clipboard is hard to ignore when a greeter hands it over. A QR form gives you clean, readable data that’s already in a spreadsheet. Here’s how they compare.

What to send after the open house (templates)

Follow up within 24 hours, while they still remember the kitchen and your face. Real Trends’ open house guide gives the same advice. Send one message, make it about them, and give them a reason to reply.

If you text these on WhatsApp, a click-to-chat link on your door sign or brochure lets visitors message you first, which makes your follow-up a reply instead of a cold message. Our free WhatsApp Link Generator builds one in seconds. For more message ideas, see our guide to WhatsApp links with a pre-filled message.

What most guides leave out

Consent wording. Most free templates collect phone numbers with no line about what you’ll do with them. In the UK, the ICO says you normally need consent before sending marketing emails or texts to individuals, consent must be a clear positive action, and pre-ticked boxes don’t count. Rules differ in the US, Canada, the UAE and Australia, but an unticked opt-in box and an easy opt-out in every message keep you on the safe side almost everywhere. This isn’t legal advice; check with your brokerage.

The timeline question. Most sheets ask “Are you interested?” Everyone circles yes. “When are you planning to buy?” sorts your list in seconds.

Speed beats the sheet. A perfect sheet followed up on Wednesday loses to a scruffy one followed up on Saturday night. If you can’t follow up the same day, set an automatic text or WhatsApp reply to go out as soon as the form is submitted. The same idea powers missed call text back, and it works just as well here.

FAQ

Is it legal to require visitors to sign in at an open house?

Sellers and agents can usually ask, and many do for security reasons. Forcing it can put off buyers, so most agents ask politely and offer the brochure in return. Check your local rules and brokerage policy.

What if visitors write fake details?

Some will. Asking for one contact method instead of both, and promising something useful like the floor plan by text, gives people a reason to write a real number.

Should I ask for a home address?

Only if you’ll use it, for example to spot neighbours who might sell. For most open houses, name, contact, agent status and timeline are enough.

Can I use the same sign-in form for every open house?

Yes. Add a question for the property address, or duplicate the Google Form for each listing so the responses stay in separate sheets.

How fast should I follow up?

The same day if you can, and within 24 hours at the latest. A short, personal message that mentions something they said works better than a generic newsletter.

Sources: field and follow-up advice cross-checked against RentSpree and Real Trends; Google Forms steps from Google Docs Editors Help; UK consent rules from the ICO. Writing your listing copy too? Try our ChatGPT and Claude prompts for listing descriptions. Last updated: October 2026.