Is notarization required?

No. A standard Home Showing Checklist does not typically require notarization. Notarization is only necessary if the checklist is being used as a sworn affidavit or as part of a document category that state law requires to be notarized.

Can the checklist be signed electronically?

Yes. Electronic signatures are generally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure the signer demonstrates intent, consents to e‑records, attribution is clear, and records are retained.

Who should sign the checklist?

The person who completes the tasks should sign: typically the listing agent, seller, or property manager. Include role and timestamp to establish who performed each action.

How do I handle access codes or lockboxes?

Record access method without exposing sensitive PINs publicly. Use secure channels for sharing codes and rotate codes after extended use to maintain security.

How long should I keep completed checklists?

Retain completed checklists for at least the life of the transaction plus three years; follow longer retention where federal or state law applies or where litigation is reasonably possible.

What if damage is found during a showing?

Document damage with photos and a condition note, notify the seller or manager immediately, and retain the checklist and photos as evidence for any insurance or dispute processes.

Electronic Signature
Templates
Miscellaneous
Home Showing Checklist

Home Showing Checklist

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

HOME SHOWING CHECKLIST

Parties and Property

WHEREAS, Owner Name: ("Owner"), is the legal owner of the real property described below; and

WHEREAS, Listing Agent: with Brokerage: ("Agent") will coordinate and conduct showings of the property; and

WHEREAS, Property Address: is offered for sale and may be accessed by authorized agents and prospective purchasers pursuant to the instructions below.

Scope of Services

Scope of Showing Services

Appointment Details

Showing Date: Time From: To:

Showing Agent Name: Contact Phone:

Pre-Showing Seller Instructions

The Owner hereby certifies that prior to each showing the following steps will be performed or have been authorized for Agent to perform. Check each completed item:

Preparations

Lights turned on throughout property

Thermostat set to comfortable temperature

Pets secured or removed from premises

Valuables and personal documents removed or secured

Home cleaned and clutter-free for showing

Access and Security

Lockbox installed: Lockbox Code:

Keys with: Special Entry Instructions:

On-Site Condition Checklist

Please confirm observed condition at time of showing or note exceptions:

All exterior doors secure after entry/exit

Windows closed and locked where required

Major appliances turned off

No strong or offensive odors detected

Notes on Condition (detail any damage or concerns)

Incidents and Feedback

Any incidents (damage, unauthorized entry, injury): If checked, describe below.

Incident Description Buyer/Showing Agent Feedback

Photography and Marketing

Owner authorizes Agent to take photographs and video during showings:

Any images or recordings shall be used only for marketing of the Property and shall not disclose personal items or sensitive documents. If special restrictions apply, describe:

Photography Restrictions

Owner Acknowledgment and Certification

The Owner certifies that the information provided in this checklist is accurate to the best of Owner's knowledge and authorizes Agent and authorized showing parties to enter the Property for the purpose of marketing and showing. Owner acknowledges that Agent will exercise reasonable care in conducting showings but is not responsible for loss of personal property unless caused by Agent's gross negligence or willful misconduct.

Owner Name for Certification: Date:

Terms, Confidentiality, and Governing Law

Term: This authorization and checklist applies to showings occurring between Start Date: and End Date: unless earlier revoked in writing with at least Notice Period (days): days' advance written notice.

Confidentiality: Agent shall maintain confidentiality of prospective buyer information and feedback provided in connection with showings, and shall not disclose Owner's personal information except as required by law or to facilitate a sale.

Governing Law: This Checklist and any disputes arising under it shall be governed by the laws of the State of without regard to conflict of laws principles.

Entire Agreement: This document constitutes the entire understanding between Owner and Agent with respect to showings and supersedes prior verbal or written agreements concerning the same.

Owner / Seller

Printed Name:

By:

Date:

Listing Agent / Broker

Printed Name:

By:

Date:

What a Home Showing Checklist Is and when to use it

A Home Showing Checklist is a structured document used by listing agents, sellers, property managers, or staging professionals to record and confirm property readiness before buyer showings. It lists items such as cleanliness, safety checks, access instructions, required disclosures, and marketing materials. The checklist documents the property's condition at the time of a showing, supports consistent preparation across appointments, and serves as an internal record of who completed each step and when.

Practical value of a consistent showing checklist

Using a Home Showing Checklist reduces last-minute issues, improves buyer impressions, and documents access and condition details to reduce disputes. It helps teams coordinate logistics, ensures legal disclosures are available, and preserves a record of steps taken before, during, and after showings.

Who typically completes the Home Showing Checklist

Different roles use the checklist to ensure consistent showings and to protect all parties involved.

Listing agents and real estate teams who coordinate appointments and verify property readiness.
Sellers or homeowners who confirm access, remove personal items, and complete staging tasks.
Property managers or leasing agents for rental showings and tenant-occupied properties.

Each user relies on the checklist for different reasons: marketing readiness for agents, security and privacy for sellers, and compliance and recordkeeping for managers.

Essential sections to include in a professional checklist

A robust Home Showing Checklist groups related items so show teams can complete tasks quickly and consistently before each appointment.

Property Basics

Record street address, MLS number, unit or suite, and parking instructions so the agent and buyers arrive at the correct location.

Safety & Security

Verify alarm disarm instructions, lockbox codes, pet containment, and whether a representative will be onsite for access.

Cleanliness & Staging

Confirm vacuuming, surface wipe-downs, decluttering, staged furniture placement, and removal of personal photos or valuables.

Utilities & Systems

Note thermostat settings, lights on/off guidance, water access, and operation status for appliances to avoid surprises during showings.

Marketing Materials

Ensure property flyers, disclosures, and seller-provided documents are printed or available digitally for agents and prospective buyers.

Showing Instructions

Include appointment window, preferred entry procedures, contact numbers, and special requests such as mask or shoe-cover policies.

Required fields for each showing entry

Property Address: Full street address

Showing Date/Time: MM/DD/YYYY and time

Agent Contact: Name and phone

Seller Contact: Name and emergency phone

Access Method: Lockbox, key, or host

Condition Summary: Short readiness note

Step-by-step: completing the Checklist before a showing

Follow these steps immediately before each appointment to confirm the property is ready and to record who completed each task.

01

Verify Appointment: Confirm date and 24–48 hour confirmation with buyer's agent
02

Prep Interior: Complete cleaning, staging adjustments, and open curtains as needed
03

Secure Valuables: Remove or lock personal items and prescription medications
04

Record Completion: Sign, timestamp, and store the checklist entry

How to configure the checklist for online use

When you digitize the checklist, configure fields and notifications so entries are captured, time-stamped, and routed appropriately.

Field	Configuration
Auto-fill Address	Populate from MLS or property database to prevent entry errors
Conditional Items	Showpet-related fields only when property has pets
Notifications	Email or SMS alerts to agent and seller on completion
Template Save	Save as reusable template per listing

Where completed checklists should be stored or sent

Decide a single authoritative destination for completed checklists to maintain a clear record and to support follow-up.

MLS or Listing File: Attach final checklist to the listing folder
Seller Records: Send a copy to the seller or property manager
Buyer Agent: Share condition notes with the showing agent
Cloud Storage: Archive signed copies in secure cloud storage

Technical requirements for e-signing and storage

Choose a platform that supports common document formats, basic authentication, and integration with storage or CRM systems.

Document Formats: PDF, DOCX supported
Integrations: Common CRMs and cloud storage
Authentication: Email or SMS code

Verify the platform supports secure storage (TLS 1.2/1.3 in transit, AES-256 at rest) and integrations such as CRM or cloud drives to streamline routing and recordkeeping.

Typical timing and follow-up expectations

Establish clear timing for confirmations, completion, and follow-up so all parties understand expectations and responsiveness.

Appointment Confirmation:

Confirm 24–48 hours before scheduled showing

Day‑of Prep Window:

Complete checklist tasks 30–60 minutes before appointment

Completion Record:

Submit checklist immediately after the showing

Buyer Feedback:

Receive agent feedback within 24–72 hours

Retention Action:

Archive checklist per retention policy

Common mistakes to avoid when using the checklist

Failing to update access instructions after a code or lockbox change, which may prevent timely entry for showings.
Leaving valuables or personal documents in plain view, increasing risk and complicating liability if items go missing.
Not recording who completed the checklist or the timestamp, which undermines accountability and makes dispute resolution harder.
Using inconsistent templates across listings, resulting in missing disclosures or staging tasks for some properties.

Potential risks and consequences of an incomplete checklist

Misrepresentation: Civil liability risk

Missed Appointments: Lost buyer interest

Security Incidents: Theft or property damage

Privacy Breach: Unauthorized data exposure

Regulatory Exposure: Disclosure violations

Record Gaps: Weakened evidence in disputes

Common eSignature vendors for checklist workflows

Compare starting prices and high-level capabilities; select a provider based on volume, required compliance, and integration needs rather than price alone.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Varies	Varies	Varies	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Varies	Varies	Varies	Varies
Envelope Cap	No cap	100 envelopes/user/yr	Varies	Varies	Varies

Real-world examples of digital checklist use

Teams using digital checklists report clearer workflows and easier recordkeeping across mobile and desktop environments.

Martin Properties

A small brokerage adopted digital checklists to track showings and preparation tasks

The team used mobile entries to speed updates
I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently.

Xerox (Operations)

A larger enterprise integrated signed forms into its ERP to centralize records

Integration reduced manual entry steps
airSlate SignNow provides us with the flexibility needed to get the right signatures on the right documents, in the right formats, based on our integration with NetSuite.

Practical tips for accurate, efficient completion

Adopt consistent templates and simple automation to reduce errors and improve handoffs between agents, sellers, and managers.

Standardize templates

Use one master checklist per property type and update templates for local disclosure or HOA requirements to avoid omitted items.

Use photos

Attach timestamped photos for entry and exit conditions to support claims and reduce disputes.

Enable notifications

Send automated confirmations to buyer agents and sellers after checklist completion to keep everyone informed.

Audit and review

Periodically audit completed checklists for missing fields and adjust templates to address recurring gaps.

Frequently asked questions about the Home Showing Checklist

Answers to common operational and legal questions when using checklists for property showings.

Need help? Contact support

Is notarization required?
No. A standard Home Showing Checklist does not typically require notarization. Notarization is only necessary if the checklist is being used as a sworn affidavit or as part of a document category that state law requires to be notarized.
Can the checklist be signed electronically?
Yes. Electronic signatures are generally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure the signer demonstrates intent, consents to e‑records, attribution is clear, and records are retained.
Who should sign the checklist?
The person who completes the tasks should sign: typically the listing agent, seller, or property manager. Include role and timestamp to establish who performed each action.
How do I handle access codes or lockboxes?
Record access method without exposing sensitive PINs publicly. Use secure channels for sharing codes and rotate codes after extended use to maintain security.
How long should I keep completed checklists?
Retain completed checklists for at least the life of the transaction plus three years; follow longer retention where federal or state law applies or where litigation is reasonably possible.
What if damage is found during a showing?
Document damage with photos and a condition note, notify the seller or manager immediately, and retain the checklist and photos as evidence for any insurance or dispute processes.

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