Realtor Open House Checklist: Before, During & After (2026)
A well-run open house generates leads, creates competitive tension, and builds your brand — but only if the preparation, compliance, and follow-up are all dialled in. This complete checklist covers every phase, including the CASL sign-in requirements and agency disclosure scripts most agents get wrong.
The 7-day preparation timeline
Most open house failures are preparation failures. This timeline prevents last-minute scrambles and ensures every detail is covered before you open the door.
7 days before
Confirm seller availability and prepare the home for showing condition
Book professional photographer if not already done
Schedule open house on MLS, Realtor.ca, and your website
Order or print feature sheets, floor plans, and neighbourhood guides
Set up digital advertising (Facebook/Instagram event, Google Display)
Notify neighbours personally — they know buyers and will send referrals
3–4 days before
Confirm advertising is running and MLS open house date is live
Prepare CASL-compliant sign-in sheet (printed or tablet)
Print agency disclosure forms (Working with a REALTOR)
Order open house directional signs if needed
Confirm seller understands the plan: pets removed, valuables secured, they leave 30 min early
Prepare a short neighbourhood fact sheet (schools, transit, walkability, recent sales)
Day before
Final walk-through with seller — lighting, staging, cleanliness, odour
Confirm all seller valuables, medications, and personal documents are secured
Test all light switches and replace any burnt-out bulbs
Charge your phone and tablet; test sign-in system
Prepare your follow-up email draft so you can send same-day
Confirm sign locations and drive the route from major intersections
Day of (45–60 min before opening)
Arrive early — air out the property, adjust temperature (68–72°F feels welcoming)
Turn on all lights, open blinds, add fresh flowers or candles if staged
Position directional signs at all key intersections
Set up sign-in station near entry with feature sheets and disclosure forms
Do a final security check: windows locked, garage secured, no access to alarmed areas
Text or call your broker with the address and estimated end time (safety protocol)
During the open house: compliance and conversion
Your behaviour during the open house determines both your legal compliance and your conversion rate. These are not in conflict — a well-handled open house is both compliant and effective.
Agency disclosure script
"Welcome — I'm [Name] with [Brokerage]. I represent the seller in this transaction. Before we chat about the property, I'd like to give you this agency disclosure notice — it explains how agency works in BC and what it means for you as a potential buyer. Happy to walk you through it."
Provide the Working with a REALTOR form to every visitor. Document that it was provided.
CASL sign-in requirements
Visitor name and email address (minimum); phone optional but valuable
Explicit consent checkbox — unchecked by default: 'I consent to receive follow-up from [Agent Name]'
Statement of purpose: 'We collect this information to follow up about this property and similar listings'
Your name, brokerage, and contact information on the form
Timestamp of consent (digital systems capture this automatically)
Retain sign-in records for a minimum of 2 years
Live qualification questions (ask naturally)
“Are you currently working with a realtor?”
Determines your representation relationship
“How long have you been looking?”
Gauges motivation and timeline
“What area are you focused on?”
Identifies if they match this property or need referral
“Is your financing in order / have you spoken with a mortgage broker?”
Screens for serious buyers
“What brought you out today — did you see us online or the sign?”
Tracks your marketing effectiveness
Visitor tracking: what to note
Your CRM should capture more than just a name and email. Notes from the open house are gold for personalized follow-up.
| Signal | What to note | Follow-up action |
|---|---|---|
| Time spent | Did they linger 20+ minutes? | High intent — call same day |
| Rooms focused on | Kitchen, master, yard, garage | Reference in follow-up message |
| Second visit request | Asked to come back with spouse/partner | Book private showing immediately |
| Price reaction | Commented list price was high/fair/low | Tailor CMA offer or price context |
| Competing listings | Mentioned specific other homes they viewed | Pull those comparables and position this property |
| Timeline | Lease ending, moving for work, etc. | Urgency flag — match to completion dates |
After the open house: close-out and follow-up
Immediate close-out (within 1 hour of ending)
Lock all doors and windows; restore the home to showing-ready condition
Collect all directional signs from the street
Leave a written note for the seller summarizing attendance and feedback
Upload sign-in sheet data into your CRM with consent flags
Add notes for each visitor while details are fresh
Text the seller to debrief — they are anxious and deserve same-day communication
Follow-up sequence (3 touches)
Touch 1 — Same day or next morning
“Personal email to each sign-in: 'Great to meet you at [Address] today. [Specific detail — e.g., 'The south-facing backyard you mentioned is rare in this area.']. Happy to answer any questions or book a private showing at a convenient time.'”
Touch 2 — Day 3–5
“Market context follow-up: share a comparable that sold nearby, or note if another offer has been received. Subject line: 'Update on [Address]'. Keep it brief and factual — not pushy.”
Touch 3 — Day 14
“Longer-term nurture: 'Just checking in — are you still actively looking? Happy to set up a customized property alert for [neighbourhood] so you see new listings before they hit the open market.'”
Seller debrief report
Sellers are anxious. A written debrief sent the evening of the open house builds trust, manages expectations, and protects you if the seller later questions your effort. Include:
Total visitor count and rough split of buyers vs. looky-loos
Number of parties who expressed interest in a second showing
Common feedback themes (price, space, condition, location)
Competing listings mentioned by visitors
Your recommendation based on the feedback (hold price, adjust, consider offers)
Next steps and timeline for any interested parties
Even if the open house was slow, a professional debrief demonstrates your competence and keeps the seller informed. It also creates a paper trail documenting that you conducted the open house professionally.
Frequently asked questions
How far in advance should I prepare for an open house?
Start serious preparation 5–7 days out: confirm seller readiness, order marketing materials, schedule photography if needed, and set up digital advertising. The day before: final walkthrough, staging touch-ups, safety check, and prepare sign-in materials. Day-of: arrive 45–60 minutes early to set up, air out the property, adjust lighting and temperature, and position signs. Last-minute preparation leads to missed details — a checklist started the week before catches issues when there's still time to fix them.
What must be included on an open house sign-in sheet for CASL compliance?
A CASL-compliant sign-in sheet must include: (1) visitor name and contact information fields, (2) explicit consent language — something like 'I consent to receive follow-up communications from [Agent Name] regarding real estate services,' (3) the purpose for which you're collecting their information, (4) a clear opt-in checkbox (pre-checked boxes are not valid consent under CASL), and (5) your contact information so they know who is collecting data. Digital sign-in tablets are increasingly common and can auto-generate timestamps and consent records. Store all sign-in sheets for a minimum of 2 years — CASL requires consent documentation to be retained and producible if challenged.
When is agency disclosure required at an open house?
Under BCFSA rules, agency disclosure is required before you provide any trading services to a consumer. At an open house, this means you must disclose your agency relationship to every visitor before having a substantive conversation about the property, the seller's circumstances, or the buyer's needs. In practice: have a brief disclosure script ready ('I represent the seller in this transaction — here's our agency disclosure notice') and hand them the Working with a REALTOR disclosure form. For unrepresented buyers who want to make an offer, you'll need to either refer them to another agent or enter a limited dual agency discussion with the seller's consent.
How many follow-up touchpoints should I plan after an open house?
A minimum 3-touch follow-up sequence works best: (1) Same-day or next morning — personal email or text to everyone who signed in, referencing something specific from the visit ('Great to meet you — I noticed you were interested in the backyard space'). (2) 3–5 days later — market context: share a comparable that just sold, or note that the property is still available. (3) 2 weeks later — longer-term nurture: ask if they're still actively looking and offer to set up a property alert. For visitors who express strong interest: follow up within 2 hours, schedule a second showing, and stay in close contact. The 80% of realtors who do no follow-up after open houses leave significant business on the table.
What safety precautions should realtors take when hosting open houses alone?
Real estate open houses present safety risks that are often underestimated. Best practices: (1) Share your schedule with your broker or a colleague — who you're seeing, the address, the time window. (2) Use a digital sign-in that captures visitor names before they enter. (3) Keep your phone charged and accessible at all times. (4) Walk through the property before opening to identify any unusual access points (unlocked basement doors, open garage). (5) Don't show strangers locked rooms or confined spaces alone. (6) For luxury or remote properties: bring a colleague or ask your broker to send a support agent. (7) Trust your instincts — if a situation feels unsafe, you're allowed to end the open house. Some brokerages have mandatory buddy systems for evening or rural open houses.
Automate your open house follow-up with AI
Magnate360 captures open house sign-ins, stores CASL consent, and sends personalized follow-up sequences automatically — so you can focus on the conversation, not the paperwork.