Free open house sign-in sheet (printable PDF), and the digital way to skip it
Short answer
A good open house sign-in sheet collects each visitor's name, email, phone and whether they already have an agent, with the property, date and host agent at the top. Download our free one-page PDF below. If you'd rather not decode handwriting afterwards, a QR code sign-in lets visitors type their own details on their phone.
What to include on an open house sign-in sheet
Every field should either help you follow up or help you stay compliant. Ours has:
| Field | Why it's there |
|---|---|
| Name | So you can greet them and find them later |
| Email and phone | Your follow-up. Ask for both; one is often unreadable |
| Working with an agent? Who? | Tells you who's a lead and avoids stepping on another agent's buyer |
| Notes | Budget, timing, what they liked. Write it while you remember |
| Property, date, host agent | So the sheet still makes sense in three months |
| New York checklist | A reminder to display the Fair Housing Notice and have the agency and fair housing disclosures on hand |
Keep it short. Every extra question means fewer people fill in the ones that matter.
New York agents: what a sign-in sheet doesn't cover
A sign-in sheet is a lead list, not a disclosure. In New York, two forms have their own rules at open houses:
- Agency disclosure (RPL § 443): due at the first substantive contact with a buyer. Read the agency disclosure guide.
- Fair housing: the Fair Housing Notice must be displayed at every open house, and the DOS-2156 disclosure is due at first substantive contact. Read the fair housing guide.
That's why the checklist on our template is for you, not the visitor: tick it before the first person walks in.
Paper sign-in sheet vs digital sign-in
| Paper sheet | QR code digital sign-in | |
|---|---|---|
| Readable details | Depends on handwriting | Typed by the visitor |
| Privacy | Every visitor sees the names, emails and phones above theirs | Each visitor only sees their own form |
| Agent status | Often left blank | Asked every time |
| NY disclosures | Separate paper forms to hand out and file | Can be signed on the visitor's phone at check-in |
| After the open house | Retype everything | Export a CSV or add to contacts |
| Cost | Free | From free trial to a monthly subscription |
Paper still has a place: keep a printed sheet in your bag for the visitor whose phone is dead.
How to run an open house sign-in with a QR code
- Create the open house. Import the listing or add it manually, set the time, and pick the forms visitors sign.
- Print the QR code. Tape it by the door, next to your Fair Housing Notice.
- Visitors scan with their camera. No app to download. They enter their details and say whether they have an agent.
- Forms get signed. The agency and fair housing disclosures open pre-filled, ready to sign on their phone.
- Leave with a clean list. Every visitor is on your attendance list, ready to export or add to your contacts.
The digital sign-in sheet built for New York
EcoAdmin is an open house sign-in app for New York agents. It does everything the paper sheet does, plus the parts it can't:
- A QR code for every open house, created from your OneKey® MLS listing or one you add yourself.
- Visitors check in as a buyer or an agent and tell you if they already have representation.
- The NYS 443 agency disclosure, the fair housing disclosure and four buyer agreements, pre-filled and signed at check-in.
- A notification for every sign-in, and an attendance list you can export as a CSV.
Open house sign-in sheet questions
What should an open house sign-in sheet include?
At minimum: each visitor's name, email, phone number and whether they're already working with an agent. Add the property address, date and your name at the top, and a notes column for budget or timing. In New York, it also helps to track that the Fair Housing Notice is displayed and the agency and fair housing disclosures are on hand.
Is there a free printable open house sign-in sheet?
Yes. EcoAdmin's free template is a one-page PDF, US Letter landscape, with 12 visitor rows, an agent-or-not column and a New York checklist. Download it from this page, print it, no sign-up needed.
Is a digital open house sign-in better than a paper sheet?
For leads, usually yes. Visitors type their own details on their phone, so emails and phone numbers are readable, nobody sees the previous visitor's details, and the list is ready to export when you leave. A paper sheet still works as a backup if someone's phone is dead.
How do I make a QR code sign-in for an open house?
Use an open house app that creates a QR code for each open house. In EcoAdmin you create the open house from your listing, download its QR code, print it for the door, and visitors scan it with their phone camera to check in and sign your forms.
Do visitors have to sign in at an open house?
Signing in is your practice, not a requirement for the visitor. If you ask, ask every visitor the same way, because treating visitors differently can raise fair housing problems. The forms that do have rules in New York are the agency disclosure and the fair housing disclosure, both due at first substantive contact.
The template is free to print and use at your open houses. It's a general template, not legal advice: check your brokerage's policies for what you collect and how you store it. Questions or suggestions for the template? Email [email protected].