PDF layout
Sign-in sheet open house PDF layout
How I set up a sign-in sheet open house PDF with readable fields, enough writing room, QR backup, and follow-up notes.
A sign-in sheet open house PDF should be ready to print and simple enough for visitors to finish at the entry table.
I would keep the PDF to one clean page, put the property details at the top, and leave enough room for readable names, emails, phone numbers, and notes.
Start with the property
The PDF header should show the property address, open house date, agent name, brokerage, phone, and email. Those fields make the sheet useful after the open house, not only during the visit.
If the property details are missing, cleanup gets harder after a busy weekend. A loose PDF printout should never make the agent guess which house it came from.
Use the fields that change follow-up
The visitor section should collect enough context for the next message. More fields do not make the lead better if visitors skip the PDF or write tiny answers.
These are the fields I would use:
- Name
- Phone
- Already working with an agent?
- Interested in this property?
- Question or feedback
- Follow-up needed
Leave protected traits off the sheet
A sign-in PDF is not the place for personal screening questions. I would not ask about race, religion, family status, disability, national origin, or other protected traits.
HUD's Fair Housing Act overview lists protected categories including race, color, national origin, religion, sex, familial status, and disability. Keep the PDF focused on the visit, property interest, contact details, and requested follow-up.
Keep buyer-agreement paperwork separate
Agent status is still worth asking because it shapes follow-up. A represented buyer and an unrepresented buyer should not get the same next step.
NAR says someone simply visiting an open house on their own does not need a written buyer agreement just to tour. The sign-in sheet should capture attendance and follow-up context, not act like representation paperwork.
Print for handwriting
The PDF needs wide rows. Email addresses, phone numbers, and short notes are where most paper sheets fail.
I would rather print fewer rows per page than collect a page of unreadable entries. If the open house is busy, print a second copy.
Add QR check-in as the cleaner path
The paper sheet is the fallback. QR check-in is cleaner when the agent wants saved leads, CSV export, follow-up status, and property-specific visitor records.
I would put the QR code beside the sheet and use the same core questions in both places. Visitors choose paper or phone, and the agent still has one follow-up workflow.
Show the destination under the QR code
The FTC warns that QR codes can hide harmful links. At an open house, I would print the visible URL under the code so visitors can see where the scan goes.
That also gives people a fallback when the camera app does not scan cleanly.
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