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Office Show Document

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OFFICE SHOW DOCUMENT

This Office Show Document (the "Agreement") is entered into as of by and between Client Name: (the "Owner") and Showing Representative Name: (the "Showing Agent"). The Owner and Showing Agent are each a "Party" and together the "Parties."

WHEREAS

WHEREAS, Owner is the lawful possessor of certain commercial office premises located at (the "Premises");

WHEREAS, Owner desires to permit potential tenants, clients, brokers and other authorized persons to inspect the Premises under conditions that preserve Owner's property, confidentiality and safety; and

WHEREAS, Showing Agent represents that it has the experience, authorization, and insurance to conduct and coordinate showings on behalf of Owner subject to the terms and conditions set forth herein.

SCOPE OF WORK

Showing Agent shall schedule, coordinate and conduct showings of the Premises during the days and times agreed below and shall ensure that all visitors are accompanied (if required) and that the Premises are secured following each showing. Standard showing window: . Required notice to Owner for each showing: .

PAYMENT TERMS

Owner shall pay Showing Agent for services rendered in accordance with this Agreement as follows.

Late payments shall incur interest at the rate of on the overdue balance, plus reasonable collection costs and attorneys' fees.

TERM AND TERMINATION

This Agreement commences on Start Date: and terminates on End Date: (the "Term"), unless earlier terminated as provided below.

Either Party may terminate this Agreement for convenience upon written notice to the other Party not less than days prior to desired termination. In the event of material breach, the non-breaching Party may terminate immediately upon written notice if the breach is not cured within ten (10) days of written notice.

CONFIDENTIALITY

Each Party acknowledges that during the performance of this Agreement it may receive Confidential Information of the other Party. "Confidential Information" includes business terms, tenant lists, trade secrets, financial data, marketing plans, client identities, security procedures and other information that is marked or reasonably understood to be confidential. The receiving Party shall (i) hold Confidential Information in strict confidence, (ii) not disclose it to any third party except as required to perform this Agreement or by law, and (iii) use it solely to perform obligations under this Agreement. Confidentiality obligations shall survive termination for a period of years.

INSURANCE, LIABILITY AND INDEMNIFICATION

Showing Agent shall maintain commercial general liability insurance and, if applicable, automobile liability insurance, each with limits not less than those reasonably required for operations at the Premises. Showing Agent shall indemnify, defend and hold Owner harmless from and against any claims, losses, liabilities or expenses (including reasonable attorneys' fees) arising out of Showing Agent's negligent acts or willful misconduct in connection with showings, except to the extent caused by Owner's gross negligence or willful misconduct.

ACCESS, KEYS AND SECURITY

Owner may provide keys, access codes or fobs to Showing Agent. If keys or access devices are provided, Showing Agent will maintain a log of key holders and will not duplicate or permit unauthorized use. Keys provided: Yes No

COMPLIANCE WITH LAWS

Showing Agent shall comply with all applicable laws, regulations, building rules and reasonable security and safety protocols applicable to the Premises. Showing Agent will promptly notify Owner of any accidents, damage or safety incidents arising during or as a result of showings.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to principles of conflicts of law.

ENTIRE AGREEMENT

This Agreement, including any exhibits or schedules incorporated herein, constitutes the entire agreement between the Parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings and representations, whether written or oral. Any amendment or modification must be in writing and signed by both Parties.

MISCELLANEOUS

If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect. No waiver of any breach shall constitute a waiver of any subsequent breach. Notices required under this Agreement shall be in writing and delivered to the addresses below.

Owner / Client:

By:

Date:

Showing Agent:

By:

Date:

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What the Office Show Document Is and when it’s used

The Office Show Document is a standardized form used to schedule, authorize, and record commercial office space showings. It captures essential transaction details — property address, showing date and time, authorized attendees, agent contact information, access instructions, and any liability or confidentiality acknowledgements. The form creates an auditable record of who attended and under what terms, and it can be used as the starting point for follow-up steps such as tenant applications, offers, or site inspections. Many organizations use an electronic version with an audit trail to speed processing and preserve a tamper-evident record.

Why using a consistent Office Show Document matters

A single, complete Office Show Document reduces scheduling errors, documents consent for access, and creates a defensible record for post-showing follow-up. It supports compliance with privacy and safety policies and helps standardize data needed for leasing and credit checks under consistent business rules.

Why using a consistent Office Show Document matters

Who typically completes or signs this form

Each signer’s role should be clear on the form to establish authority and attribution for later steps such as applications, background checks, or offers.

  • Leasing agents and brokers who schedule showings and need an auditable attendance record for prospecting and disclosures.
  • Prospective tenants or their representatives who confirm attendance, accept property access terms, and provide contact information.
  • Property managers or building owners who authorize access, track liability waivers, and record any special instructions.

Core sections to include in a professional Office Show Document

A complete Office Show Document groups administrative, access, legal, and follow-up information so teams can act consistently after each showing.

Property

Full address, suite number, building access point, and any unit identifiers required to locate the premises reliably during the showing.

Schedule

Date and start/end times, expected duration, and any restrictions on arrival or parking that affect access or security screening.

Attendees

Names, company affiliations, phone numbers, and email addresses for all attendees; note invited guests vs. authorized agents.

Access Terms

Keys, FOBs, or code procedures; whether unsupervised access is allowed; and conditions under which access may be revoked.

Liability

Waiver or acknowledgement of risks, responsibility for damage, and any insurance or indemnity provisions tied to the showing.

Follow-up

Fields for next steps: application link, required documents, decision timeline, and the responsible contact for post-showing action.

Essential data elements to capture

Tenant Name: Legal name
Agent Contact: Phone and email
Show Time: MM/DD/YYYY time range
Access Mode: Escorted or unescorted
Liability Acknowledgement: Signed yes/no
Follow-Up Task: Assigned owner

Step-by-step: completing and using the Office Show Document

Follow these steps to prepare, execute, and process a showing with a clear record for later leasing activities.

  • 01
    Prepare the form: Enter property, date, and access instructions before outreach.
  • 02
    Invite attendees: Send the form or link with required disclosures and consent language.
  • 03
    Conduct verification: Confirm IDs and acknowledge liability terms upon arrival.
  • 04
    Record outcomes: Complete follow-up fields and route to leasing for next steps.

Where the Office Show Document goes after signing

Routing depends on organizational workflow; capture location and next owner to ensure consistent follow-up and record retention.

  • Property Manager: Primary record owner for building-level access and incident follow-up.
  • Leasing Team: Receives attendee information and next-step tasks for applications or offers.
  • Security/Facilities: Receives access-mode data and any special instructions for building entry.
  • Compliance Archive: Stored in records for the retention period and audit trail purposes.

Digital delivery and signatures: platform considerations

Platforms that provide tamper-evident PDFs, audit trails, and optional stronger signer authentication simplify compliance and incident response.

  • Document formats: PDF and DOCX support
  • Integrations: CRM and cloud storage
  • Authentication: Email or SMS codes

Typical online setup for Office Show Document workflows

Common settings streamline repeated showings and improve data consistency across agents and properties.

Field Configuration
Default Access Mode Escorted
Required Fields Name, phone, email, signature
Notifications Email to manager and leasing
Retention Policy Archive after 7 years

Key timelines and processing expectations

Plan around scheduling, verification, and follow-up deadlines to keep leasing processes moving and remain compliant with business rules.

Show scheduling window:

Book at least 24–48 hours in advance

Attendee verification:

ID check at arrival

Follow-up routing:

Send to leasing within 1 business day

Application deadline:

Set by property — often 7–14 days

Record archival:

Move to archive after active period

Common mistakes to avoid when preparing this document

  • Incomplete contact details that prevent follow-up or identity verification at the showing and slow leasing decisions.
  • Vague access instructions leading to security lockouts, property damage risk, or denied entry for attendees.
  • Failure to capture signed liability acknowledgements, which complicates responsibility determinations after incidents.
  • Using inconsistent retention rules across properties that cause difficulty when reconstructing past activities for compliance.

Practical risks if the form is incorrect or incomplete

Liability exposure: Increases for unsigned waivers
Access denial: Missed business opportunities
Data mismatch: Complicates background checks
Regulatory audit: Records missing for review
Security incident: Unclear responsibility
Dispute evidence: Weakened position without audit trail

How an Office Show Document differs from related forms

Compare the Office Show Document to similar documents to avoid confusion about purpose and required content.

Document Type Primary Use Signed by
Office Show Document access record agent + attendee
Lease Application tenant screening applicant
Access Agreement ongoing access terms owner + user
Disclosure Form legal disclosures owner or broker

Basic eSignature vendor comparison for signing Office Show Documents

The following high-level pricing and capability snapshot can guide platform selection; confirm current plan details directly with each vendor.

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 by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Audit Trail Yes Yes Yes Yes Yes
Envelope Cap No envelope cap 100 envelopes/user/year Varies Varies Varies

Frequently asked questions and troubleshooting tips

Answers to common questions about completing, signing, and storing Office Show Documents, including eSignature and retention concerns.


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