Property Viewing Report Template: Practical Tips for Agencies and Owners
In the real estate sector, the viewing report is an essential tool for both real estate agencies and landlords. It allows for detailed follow-up on viewings and adjustments to sales or rental strategies based on visitor feedback. Here is a practical guide to writing a structured and effective viewing report.
1. Site Visit Report for the Agency
Objectives of the Report
The feedback report for the agency allows us to track visitor impressions, understand their expectations, and plan the necessary actions. It's a key tool for monitoring the progress of each property and structuring the next steps in the sales or rental process.
Structure of the Minutes
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Basic Information:
- Date and time of the visit
- Visitor's name(s)
- Type of visit (rental or purchase)
-
Property Characteristics:
- General description (area, number of rooms, amenities)
- Condition of the property (renovation required or in good condition)
-
Visitor's Impressions:
- Positive and negative points noted by the visitor
- Questions asked and expectations expressed
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Recommendations for the Owner:
- Possible improvements to make the property more attractive
- Price evaluation in relation to the market
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Conclusion and Follow-up:
- Actions to take to advance the sales or rental process
- Next visits to plan
📌 Tip: Use property management software to automate the creation and sending of reports to save time and ensure rigorous follow-up.
2. Report for the Owner
Objectives of the Report
The report for the owner should provide clear information on the feedback from the viewings. This helps them adjust their expectations and make decisions regarding potential renovations or the sales strategy.
Structure of the Minutes
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Summary of the Visit:
- Date and time of the visit
- Visitor's name(s)
-
Visitor's Impressions:
- Positive comments (e.g., a beautiful view, a spacious garden)
- Negative points (noise, insufficient space)
- Shortcomings or disappointments noted by the visitor
-
Suggestions and Recommendations:
- Suggestions for improvements to enhance the property
- Evaluation of the selling or rental price in relation to the market
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Next Step:
- Follow-up is recommended, such as new visits or adjustments to the property presentation
📌 Tip: A clear and well-structured report strengthens the relationship of trust with the owner and shows your professionalism.
3. Example of an Email to Send
Here is an example of an email you can send to the owner after each visit:
Subject: Visit Report – [Property Name]
Hello [Owner's Name],
I am forwarding you the detailed report of the visit to your property located at [address] which took place on 2026. Here are the main points:
- Positive Comments: [Mention the strengths noted by the visitor]
- Negative Comments: [Mention points for improvement]
- Suggestions: [Suggest actions to improve the presentation or value of the asset]
We also recommend [suggest actions such as a new visit, a price reassessment, or possible work].
I remain at your disposal to discuss the next steps.
Sincerely,
[Your Name]
[Agency Name]
[Phone / Email]
This template is designed to remain professional and straightforward, while still allowing the landlord to ask questions or request further clarification. It also emphasizes confirmation of receipt of the document to ensure the landlord has fully understood the information provided.
Conclusion: Optimizing Reports for Greater Success
A well-written and structured property visit report is essential for successful property management. Whether for the agency or the owner, this document serves as a reference and helps guide decision-making. By adopting a detailed and professional approach, you not only strengthen your relationship with the owner but also enhance the efficiency of your agency.
The advice given here represents key practices for successfully managing viewings and optimizing each property. By remaining transparent and objective in your reports, you will gain credibility and facilitate the sales or rental process.
💡 Pro Tip: Don't forget to add visuals like photos of the property, plans or graphs to make your reports even more engaging and informative.
Property Viewing Report Template for the Agency
| Section | Details |
|---|---|
| 🗓 Date and Time of Visit | 📅 Date : [Date] ⏰ Time : [Time] |
| 🏡 Well Visited | Address : [Full address of the property] Property type : [Apartment/House/Other] Area : [Area in m²] Number of rooms : [X rooms] |
| 🧑🤝🧑 Visitor(s) | Name(s) : [Visitor Name(s)] Request Type : [Purchase/Rent] Budget : [Budget] Contact Information : – 📧 Email: [Email] – 📞 Phone: [Phone Number] |
| 🔍 Tour Itinerary | Property access : [Ease of access, parking, etc.] Visitor reception : [Example of agent reception] Property characteristics : – ✅ Positive points : [Example: brightness, location] – ❌ Negative points : [Example: outside noise, aging equipment] |
| 💬 Visitor Impressions | General feedback : [Example: The visitor liked the living room but found the kitchen too small.] Comments on specific elements : – 🏠 “The garden is beautiful, but the house is too far from public transport.” – 🚪 “The master bedroom is too small for me.” |
| 🎯 Visitor Expectations and Needs | Desired criteria : [Example: House with garden, modern apartment, 3 bedrooms] Budget : [Example: €250,000 max] Other criteria : [Proximity to schools, quiet location, garage] |
| 📊 Visitor Interest Analysis | General interest in the property : [Example: Very interested, wants to see other properties for comparison.] Interest in the location : [Example: The location is ideal, but too expensive.] |
| 🔄 Follow-up and Next Actions | Follow-up to be carried out : [Send additional information by 2026, arrange a new visit] Next steps for the agency : [Offer another similar property, contact the visitor again in 1 week] |
| 🔑 Conclusion and Summary | General summary : – ✅ Strengths : [Example: Ideal location, beautiful view, etc.] – ❌ Areas for improvement : [Example: Some work needed on the facade] Follow-up suggestion : [Example: Schedule another visit in 2 days with another visitor] |
Example of a Visit Report
| Section | Details |
|---|---|
| 🗓 Date and Time of Visit | 📅 Date : February 15, 2025 ⏰ Time : 10:30 AM |
| 🏡 Well Visited | Address : 123 Rue de l'Immo, 75001 Paris Property type : Apartment Area : 80 m² Number of rooms : 3 rooms |
| 🧑🤝🧑 Visitor(s) | Name(s) : Mr. Dupont Type of request : Purchase Budget : €350,000 Contact details : – 📧 Email: dupont@email.com – 📞 Phone: 0612345678 |
| 🔍 Tour Itinerary | Property access : Good access, easy parking nearby. Visitor reception : The agent welcomed the visitor warmly; the visit was pleasant. Property features : – ✅ Positive points : Bright, large kitchen, unobstructed view of the park. – ❌ Negative points : Outdated bathroom, no balcony. |
| 💬 Visitor Impressions | Overall feedback : Mr. Dupont appreciated the location and the kitchen but felt the apartment needed some renovations. Comments on specific elements : – 🏠 “I really liked the view from the living room window.” – 🚪 “I don’t really like the layout of the bathroom.” |
| 🎯 Visitor Expectations and Needs | Desired criteria : Bright apartment, modern kitchen, not too far from public transport. Budget : €350,000 max. Other criteria : Proximity to shops and schools. |
| 📊 Visitor Interest Analysis | General interest in the property : Mr. Dupont seems interested, but he wants to explore other options before making a decision. Interest in the location : He liked the location, but the price is slightly above his budget. |
| 🔄 Follow-up and Next Actions | Follow-up : Contact Mr. Dupont within 3 days to send him a list of similar properties. Next steps for the agency : Arrange another viewing in the neighborhood to show him other competitively priced options. |
| 🔑 Conclusion and Summary | General summary : – ✅ Strengths : Good location, bright apartment, spacious kitchen. – ❌ Areas for improvement : Bathroom needs renovation, no balcony. Follow-up suggestion : Arrange another viewing within 5 days to explore other properties. |
Important notes for the Agency
- Use this template for each visit to keep a detailed record of each interaction and optimize follow-up.
- Include visitor impressions, their search criteria, and suggestions for improving the property's appeal.
- This table simplifies the analysis of feedback from each visit, allowing for better targeting of future sales actions.
Use of Pictograms
Pictograms (such as those for a calendar, house, telephone, etc.) provide a useful visual element to facilitate understanding of the report. Here are some examples of icons you can use:
- 🗓 Date and Time : To indicate time information.
- 🏡 Well Visited : To describe the property in question.
- 🧑🤝🧑 Visitor(s) : To refer to information concerning the visitor.
- 🔍 Tour Itinerary : To follow the tour description.
- 💬 Visitor Impressions : For visitor feedback on the property.
- 🎯 Expectations and Needs : To understand the visitor's search criteria.
- 📊 Interest Analysis : To assess the visitor's interest.
- 🔄 Follow-up and Future Actions : To plan the next steps.
This report template, presented in a table format with pictograms, allows the agency to effectively organize visits, keep track of every detail, and easily monitor future actions. The addition of pictograms simplifies reading and makes the report more engaging and functional for the team.
Professional and Efficient Real Estate Viewing Form Template
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