Sign-in sheet for open house PDF fields

The PDF should help the agent decide what to do after the visitor leaves. A name and phone number are not enough if the agent cannot remember what the visitor asked about.

These are the fields I would use:

The most common PDF mistake is squeezing too many rows onto the page. Email addresses need width. Notes need height. Phone numbers need enough space that a rushed visitor can still write clearly.

I would print fewer rows and keep a second copy nearby. That costs less time than trying to decode cramped handwriting later.

I would not use the open house PDF to ask personal or protected-trait questions. The form should stay about the property, the visit, contact details, agent status, and requested follow-up.

HUD's Fair Housing Act overview lists protected categories including race, color, national origin, religion, sex, familial status, and disability. The PDF does not need fields that point anywhere near those categories.

Agent status belongs on the sign-in sheet because it changes how the listing agent follows up. A visitor with their own agent should not receive the same sales message as an unrepresented buyer asking for help.

NAR says a visitor simply attending an open house on their own does not need a written buyer agreement just to tour. The PDF should collect visitor context, not try to become representation paperwork.

Paper works as a fallback. QR sign-in works better when the agent wants cleaner fields, property history, follow-up status, and CSV export.

I would put the QR card next to the PDF and ask the same core questions in both places. That keeps the workflow consistent when some visitors scan and others write.

The FTC warns that QR codes can hide spoofed or harmful links. At an open house, I would print the visible short URL under the QR code and use a domain visitors can recognize.

That also gives visitors a backup when the phone camera struggles with the code.

After the event, I would move the paper rows into the lead list and tag the property, date, visitor question, agent status, and follow-up action.

The PDF is the capture tool. The lead record is where the open house follow-up becomes useful.