Real estate visit report: Practical advice for agencies and owners
In the real estate sector, the visit report is an essential tool for both real estate agencies and owners. It allows detailed monitoring of visits and adjust the sales or rental strategies depending on the return of visitors. Here is a practical guide to write a structured and efficient visit report.
1. Visit report for the agency
Objectives of the report
The report for the agency allows you to follow the impressions of visitors, understand their expectations and plan the actions to be taken. It is a key tool to follow the evolution of each property and structure the next steps in the sales or rental process.
Structure of the report
-
Basic information:
- Date and time of the visit
- Visitor's name (s)
- Visit type (rental or purchase)
-
Characteristics of the property:
- General description (area, number of rooms, equipment)
- Statement of the property (renovation to be expected or in good condition)
-
Visitor's impressions:
- Positive and negative points noted by the visitor
- Questions posed and expectations expressed
-
Recommendations for the owner:
- Possible improvements to make the much more attractive
- Price assessment compared to the market
-
Conclusion and follow -up:
- Actions to be undertaken to advance the sales or rental process
- Next visits to be planned
📌 Tip: Use real estate management software to automate the creation and sending of reports in order to save time and ensure rigorous follow-up.
2.
Objectives of the report
The report for the owner must provide him with clear information on returning visits. This helps him to adjust his expectations and make decisions concerning any renovations or the sales strategy.
Structure of the report
-
Summary of the visit:
- Date and time of the visit
- Visitor's name (s)
-
Visitor's impressions:
- Positive comments (ex: a beautiful view, a spacious garden)
- Negative points (noise, insufficient space)
- Lack or disappointment noted by the visitor
-
Suggestions and recommendations:
- Improvement proposals to enhance the property
- Assessment of the sale or rental price compared to the market
-
Next step:
- Recommended follow -up, such as new visits or adjustments to the presentation of the property
📌 Tip: A clear and well -structured relationship reinforces the relationship of trust with the owner and shows your professionalism.
3. Example of email to send
Here is an example of an email that you can send to the owner after each visit:
Subject: Visit report-[Name of the property]
Hello [owner's name],
I make you follow the detailed report of the visit of your property located at [Address] which took place on 2025. Here are the main returns:
- Positive comments: [mention the strengths noted by the visitor]
- Negative comments: [Mention the points to be improved]
- Suggestions: [Offer actions to improve the presentation or value of the property]
We also recommend [suggest actions such as a new visit, a reassessment of the price, or any work].
I remain at your disposal to discuss the continuation to give.
Regards,
[your name]
[Agency name]
[Telephone / Email]
This model is designed to remain professional and direct, while leaving the owner a possibility of asking questions or requesting additional details. He also emphasizes the confirmation of receipt of the document to ensure that the owner has taken note of the information transmitted.
Conclusion: optimize reports to better succeed
A well-written and structured real estate visit report is essential to ensure the success of real estate management. Whether for the agency or for the owner, this document serves as a reference and helps orient decisions. By adopting a detailed and professional approach, you reinforce not only the relationship with the owner, but also the efficiency of your agency.
The advice given here are key practices to succeed both the management of visits and the optimization of each property. By remaining transparent and objective in your reports, you will gain credibility and facilitate the sales or rental process.
💡 Pro tip: Do not forget to add visuals such as photos of the property, plans or graphics to make your accounts even more engaging and informative.
Real estate visit report for the agency
| Section | Details |
|---|---|
| 🗓 Date and time of the visit | 📅 Date : [Date] ⏰ Time : [Time] |
| 🏡 Well visited | Address : [Full address of the property] Type of property : [Apartment/Home/Other] area : [Surface in m²] Number of rooms : [X Parts] |
| 🧑🤝🧑 Visitor (s) | Name (s) : [Name (s) of the visit (s)] type of request : [Purchase/Rental] Budget : [Budget] contact details : - 📧 Email: [Email] - 📞 Telephone: [Telephone number] |
| 🔍 Promotion of the visit | Access to the good : [Ease of access, parking, etc.] Home of the visitor : [Example of the agent's reception] Characteristics of the property : - ✅ Positive points : [Example: brightness, location] - ❌ Negative points : [Example: outside noise, aging equipment] |
| 💬 Visitor's impressions | General return : [Example: the visitor liked the living room but found the kitchen too small.] Comments on specific elements : - 🏠 “The garden is magnificent, but the house is too far from public transport.” - 🚪 “The master bedroom is too small for me.” |
| 🎯 Visitor's expectations and needs | Criteria sought : [Example: house with garden, modern apartment, 3 bedrooms] Budget : [example: € 250,000 max] Other criteria : [proximity to schools, calm, garage] |
| 📊 Analysis of the visitor's interest | General interest in good : [example: very interested, wishes to see other goods to compare.] Interest in location : [Example: the location is ideal, but too expensive.] |
| 🔄 Monitoring and next actions | Follow -up to be carried out : [Send additional information by 2025, organize a new visit] next steps for the agency : [Offer another similar good, contact the visitor within 1 week] |
| 🔑 Conclusion and summary | General summary : - ✅ Strengths : [Example: Ideal location, beautiful view, etc.] - ❌ Improve points : [Example: some work to be expected on the facade] Monitoring proposal : [Example: plan another visit to 2 days with another visitor] |
Example of a visit report
| Section | Details |
|---|---|
| 🗓 Date and time of the visit | 📅 Date : February 15, 2025 ⏰ Time : 10:30 am |
| 🏡 Well visited | Address : 123 rue de l'Immo, 75001 Paris Type of property Surface apartment : 80 m² Number of rooms : 3 rooms |
| 🧑🤝🧑 Visitor (s) | Name (s) : Mr. DUPONT Type of request : Budget : 350,000 € Coordinates : - 📧 Email: dupont@email.com - 📞 Telephone: 0612345678 |
| 🔍 Promotion of the visit | Access to the property : good access, easy parking nearby. Visitors welcome : the agent welcomed the visitor, pleasant visit. Characteristics of the property : - ✅ Positive points : brightness, large kitchen, open view of the park. - ❌ Negative points : aging bathroom, no balcony. |
| 💬 Visitor's impressions | General return : Mr. Dupont appreciated the location and the kitchen but found that the apartment required 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's expectations and needs | Criteria sought : bright apartment, modern kitchen, not too far from transport. Budget : € 350,000 max. Other criteria : proximity to shops and schools. |
| 📊 Analysis of the visitor's interest | General interest in good : Mr. Dupont seems interested, but he wishes to explore other options before making a decision. Interest for location : he appreciated the location, but the price is a little above his budget. |
| 🔄 Monitoring and next actions | Follow -up to be carried out : Contact Mr. Dupont within 3 days to send him a list of similar goods. Next steps for the agency : organize a new visit to the neighborhood to make it discover other options at competitive prices. |
| 🔑 Conclusion and summary | General summary : - ✅ Strengths : good location, bright apartment, spacious kitchen. - ❌ Points to improve : bathroom to be renovated, no balcony. Monitoring proposal : organize another visit within 5 days to explore other goods. |
Important notes for the agency
- Use this model for each visit to keep a detailed trace of each interaction and optimize monitoring.
- Include visitor's impressions, their research criteria, as well as suggestions to improve the attractiveness of the property.
- This table simplifies the analysis of the returns of each visit, which makes it possible to better target future commercial actions.
Use of pictograms
Pictograms (such as calendar, house, telephone, etc.) provide a useful visual touch to facilitate understanding of the report. Here are some examples of icons that you can use:
- 🗓 Date and time : to indicate temporal information.
- 🏡 Well visited : to describe the property in question.
- 🧑🤝🧑 Visitor (s) : to designate the information concerning the visitor.
- 🔍 Promotion of the visit : to follow the description of the visit.
- 💬 Visitor's impressions : for visitor's feedback on the property.
- 🎯 expectations and needs : to understand the visitor's research criteria.
- 📊 Analysis of interest : to assess the interest of the visitor.
- 🔄 Future follow -up and actions : to plan the next steps.
This model report in the form of a table with pictograms allows the agency to organize visits well, keep track of each detail and easily follow future actions. The addition of pictos simplifies reading and makes the report more attractive and functional for the team.
Professional and efficient real estate voucher model
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