Real Estate Viewing Form Template for Agencies
This property viewing form template allows you to efficiently track and manage prospective clients during property viewings, while ensuring compliance with legal obligations specific to the profession. Comprehensive and ready to use, it protects the agency's rights while clearly formalizing the commitments of both parties.
A document that formalizes the relationship
The viewing slip formalizes the relationship between the visitor and the real estate agent, compiling all the essential information about the property, the visitor, and the viewing process. It also serves as a reminder of the sales mandate signed by the owner, a key element in protecting the agency's legal standing.
Reminder of the Sales Mandate
The document explicitly states that the real estate agent holds a sales mandate duly signed by the owner and registered in the legal register of mandates, in accordance with the Hoguet Law. This reminder protects the agency and guarantees that any sale of the property must be carried out through its agency.
Why Use This Template
This viewing agreement allows for personalized follow-up with each prospective client, taking into account their specific needs to tailor subsequent proposals. It also guarantees compliance with contractual commitments, protecting the agency against any attempt to circumvent the mandate. Finally, it establishes a transparent and professional relationship between the agency, the visitor, and the property owner, within a clearly defined working framework.
PROPERTY VIEWING SUMMARY
[Name of the Agency]
Property Details
| Property | Details |
|---|---|
| Reference to the Property | [Property reference] |
| Property Address | [Full address] |
| Price | [Price] |
| Total Area | [Area in m²] |
| Number of Rooms | [Number of rooms] |
| Number of Bathrooms | [Number of bathrooms] |
| Year of Construction | [Year of construction] |
| Special Features | [Ex: sea view, swimming pool, terrace, etc.] |
Visitor Information
| Visitor | Details |
|---|---|
| First and last name | [Full name] |
| Phone | [Phone number] |
| [E-mail address] | |
| Buyer Status | [Buyer/Investor/Tenant] |
| Budget indicated | [Budget amount or range] |
Feedback on the Visit
| Assessment | Details |
|---|---|
| Date of the Visit | [Date and Time] |
| Responsible Agent | [Name of the real estate agent] |
| General Impressions | [Comments on the property, the atmosphere, etc.] |
| Positive Points | [Example: exceptional view, large garden, ideal location] |
| Negative Points | [Example: work needed, price too high] |
| Interest in the Good | [Very interested, interested but with reservations, not interested] |
Next Steps
| Action | Details |
|---|---|
| Follow-up Required | [Example: follow-up by phone, email, new visit] |
| Next Visit / Appointment | [Planned date for follow-up or a new visit] |
| Observations | [Example: need more information about the location or amenities] |
Legal Notice and Privacy Policy
All information collected during the visit is strictly confidential and intended for internal use only. It will not be disclosed to any third party without the prior consent of the individual concerned.
Signatures
Visitor:
I, the undersigned, [Name and Surname], declare that I visited the property referenced above on [Date of visit]. I acknowledge that this visit was conducted by the real estate agent of [Name of Agency], and I undertake not to purchase this property outside of the agency, nor through another agency, without informing the agency in question.
Visitor's Signature : ___________________________
Real Estate Agent:
I, the undersigned, [Agent's Name], declare that I conducted the visit of the property mentioned above on [Date of visit] and provided all relevant information to the visitor.
Agent's Signature : ___________________________
Legal Reminder
The real estate agent [Agency Name] holds a sales mandate duly signed by the property owner and registered in the agency's legal register of mandates, in accordance with the Hoguet Law. Under this mandate, the owner has agreed not to conclude the sale of this property with any prospective buyer, whether introduced by the agency or not, either directly or indirectly through another professional. In the event of a breach of this agreement, damages will be claimed from the owner.
Tips for Improving Tracking
A prompt follow-up, within 24 to 48 hours of the visit, remains the best way to maintain the interest of a clearly motivated prospect. When faced with objections, asking for more details allows you to better understand the visitor's hesitations and address them proactively. Finally, when a visitor shows no interest, understanding why helps you adjust future presentations based on the feedback received.
Towards a Digital Version of the Visit Form
The visit form can be converted into a digital document with fillable fields. Making it accessible on all devices via a customer relationship management platform centralizes information and streamlines lead tracking over time.
Key Elements of an Effective Site Visit Report
A well-designed viewing slip consistently includes comprehensive information about the property, the visitor's contact details, viewing details, visitor feedback, planned follow-up actions, and applicable legal notices. A clear and legible design, an easily accessible digital version, and personalization tailored to each visitor further enhance the effectiveness of this document, especially when integrated with a centralized management tool.
This model remains a valuable tool for ensuring optimal follow-up of prospects, formalizing the contractual commitments of each party and sustainably optimizing the chances of closing a sale.