Can a one-time showing be signed electronically?

Yes. Electronic signatures are legally valid under the ESIGN Act and UETA when intent, consent, attribution, and record retention are present; for interstate transactions cite 15 U.S.C. ch. 96 and applicable state UETA adoption.

Is notarization required for this agreement?

Not typically. Most one-time showing agreements do not require notarization, but certain states or circumstances (e.g., power-of-entry language or evidentiary needs) may warrant notarization or witness signatures.

How do I revoke or cancel a scheduled showing?

Follow the cancellation terms in the agreement (commonly 24 hours’ notice). Document revocation in writing and distribute the signed cancellation to all parties for the record.

What if damage occurs during the showing?

Report and document damage immediately, notify insurance and owners, and rely on the liability and indemnity clauses in the signed agreement to allocate responsibility.

How long should signed agreements be stored?

Retain for the active transaction plus at least 3 years; consider longer retention for real estate matters and follow applicable federal rules (e.g., IRS guidance).

Who may sign on behalf of the owner or agent?

Only someone with authority to grant access should sign — the owner, authorized property manager, or an agent with documented authority. Corporate signers should reference delegated authority or a power-of-attorney where applicable.

Electronic Signature
Templates
Real estate
One-Time Showing Agreement

One-Time Showing Agreement

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

ONE-TIME SHOWING AGREEMENT

This One-Time Showing Agreement ("Agreement") is entered into on by and between Owner Name: ("Owner") and Showing Party Name: ("Showing Party"). Owner grants Showing Party a single, non-recurring right to enter the Property described below subject to the terms and conditions set forth in this Agreement.

Property Identification

Property Address Parcel / APN Number Legal Description

Parties and Contact Information

Owner Full Legal Name Owner Contact (Address, Phone, Email) Showing Party / Broker Showing Party Contact (Phone, Email)

Appointment & Access

Showing Date: Start Time: End Time:

Names of Persons Authorized to Attend Purpose of Showing

Access Method: Owner / key given Lockbox Lockbox Code:

Alarm / Security System

Alarm Present: Yes No

Alarm Disarm / Re-arm Instructions (if applicable)

Disclosures

Lead-Based Paint Disclosure: Yes No

Known Mold or Water Intrusion: Yes No

Prior Structural or Material Damage (e.g., fire, flood): Yes No

Liability, Indemnity and Insurance

Owner represents that Owner has authority to grant access and that, to Owner's actual knowledge, there are no latent hazardous conditions that would create an imminent risk of harm to persons attending the showing. Owner makes no warranty as to condition of the Property and expressly disclaims any warranty of habitability, fitness for a particular purpose, or merchantability.

Showing Party shall exercise reasonable care while on the Property, shall not remove or damage Owner property, and shall promptly report any damage or injury. Showing Party assumes all risk of loss, damage, or injury to persons or property arising from attendance at the showing, except where caused by Owner's gross negligence or willful misconduct.

Indemnification: Showing Party agrees to indemnify, defend and hold Owner harmless from and against any and all claims, liabilities, losses, damages, costs and expenses (including reasonable attorneys' fees) arising out of Showing Party's entry or actions at the Property, including claims brought by third parties attending the showing.

Insurance: Unless waived in writing by Owner, Showing Party shall maintain commercial general liability insurance with minimum limits of $1,000,000 per occurrence and shall provide proof of insurance upon request. Evidence of insurance shall be delivered prior to the scheduled showing if requested by Owner.

Showing Party Acknowledgements (select all that apply)

No photography or video recording without prior written consent

Keys and lockbox access shall be returned or deactivated immediately following the showing; Showing Party shall be responsible for the cost of rekeying if keys are lost

Showing Party is responsible for charges resulting from false alarm activations caused by Showing Party

Default, Remedies and Governing Law

A material breach of this Agreement by either party shall entitle the non-breaching party to pursue all available legal and equitable remedies. Owner may revoke permission to access the Property at any time prior to or during the scheduled showing. No revocation shall relieve Showing Party of liability for acts or omissions occurring prior to revocation.

This Agreement is governed by the laws of the state in which the Property is located. Any legal action arising under or related to this Agreement shall be brought exclusively in the state or federal courts located in the county where the Property is located.

Entire Agreement

This Agreement constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior negotiations, representations or agreements, whether written or oral. Any amendment to this Agreement must be in writing and signed by both parties.

Owner Printed Name:

By:

Date:

Owner Title / Relationship to Property:

Showing Party Printed Name:

By:

Date:

Broker / Company (if applicable):

What a One-Time Showing Agreement Covers

A One-Time Showing Agreement is a short, transaction-specific contract that grants a named individual or party access to a property for a single, scheduled showing. It documents the date, time window, access method (lockbox code, key release or accompanied entry), identity verification requirements, liability allocations, and any conditions or restrictions on entry. The agreement clarifies responsibilities for damages, third-party conduct, and photography or video. It is commonly used by listing agents, property managers, sellers, and prospective buyers or tenants to reduce ambiguity and limit exposure during a one-off visit.

Why use a One-Time Showing Agreement

A concise written agreement sets expectations for access, limits liability, and creates a record of consent and identity verification. It reduces disputes about who entered the property and when while preserving evidence if damage or theft occurs.

Who typically completes this agreement

The One-Time Showing Agreement is completed by the party granting access and given to the visitor or their agent for signature prior to the showing.

Listing agent or broker representing the seller — confirms access method, appointment time, and instructions for the visitor.
Property owner or manager — documents consent, special conditions, and contact information for issues during the showing.
Prospective buyer, renter, or their agent — provides identification and agrees to liability and conduct terms for the single visit.

Keep a signed copy with transaction records and provide copies to all parties for clarity and later reference.

Core sections to include in a professional agreement

A robust One-Time Showing Agreement balances brevity with clarity: identify parties, define access scope, set time limits, specify insurance and liability terms, include identification requirements, and record signature and date. Each section should be clear and unambiguous to be enforceable.

Parties

Full legal names for owner, listing agent, and visitor plus contact information to ensure proper attribution and serve as a basis for enforcement.

Property

Complete street address and unit number if applicable. Include any gated-community entry codes, parking instructions, or restricted areas.

Access Window

Specific date and start/end times for the showing and whether a buffer or grace period is permitted to avoid ambiguity.

Access Method

Describe key handling, lockbox code procedure, accompanied entry, or electronic access and whoever is responsible for returning keys.

Liability

Short indemnity and liability allocation, including responsibility for damage, lost keys, and behavior of visitors or agents.

Signature

Signature block with printed name, role, electronic signing allowance, and date to validate consent and attribution.

Essential fields to capture

Property Address: Exact unit and street

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

Visitor Identity: Driver's license or ID

Access Method: Lockbox, key, or accompanied

Purpose: Sale, rental, inspection

Signature Block: Signed name and date

Step-by-step: completing and executing the agreement

Follow these steps to create, share, and finalize a one-time showing agreement with minimal friction and clear legal attribution.

01

Draft: Populate property, date, time and access method fields.
02

Verify ID: Request government ID or agent credentials before confirming.
03

Sign: Collect signatures from the granting party and visitor; include electronic audit trail.
04

Distribute: Provide signed copies to owner, agent, and visitor.

Configuring an online one-time showing workflow

Set up automated fields and routing so agreements are generated, signed, and archived consistently for every showing.

Field	Configuration
Signer Order	Owner -> Listing Agent -> Visitor
Authentication	Email link with optional SMS code
Expiration	Auto-expire link 24–48 hours after window
Archive	Store signed PDF with audit trail

Where to send the completed agreement

After signing, route copies to all interested parties and archive a tamper-evident PDF for the transaction file.

Owner / Seller: Email signed copy and keep original in transaction folder.
Listing Agent: Agent retains a copy for liability and scheduling records.
Visitor / Agent: Visitor receives a signed copy and showing instructions.
Document Archive: Save PDF with audit trail on secure storage.

Technical and platform considerations for eSigning

Choose a platform that produces a tamper-evident PDF and stores an audit trail including timestamps and IP addresses.

File Formats: PDF or DOCX
Authentication: Email link or SMS code
Integrations: CRM or cloud storage

Ensure the platform supports ESIGN/UETA compliance, provides secure storage (AES-256), and meets your organization’s retention policies before using it for legal records.

Typical timelines and response expectations

Establish clear deadlines for booking, confirmation, cancellation, and access handback to reduce scheduling conflicts and liability.

Booking Notice:

Request at least 24–48 hours before the showing.

Confirmation:

Owner or agent confirms within 12–24 hours of request.

Cancelation Window:

Require 24-hour notice to avoid potential fees or penalties.

Access Return:

Keys or codes must be returned immediately after showing.

Damage Reporting:

Report any damage within 24 hours to be documented.

Key milestones from request to record retention

Track each milestone so responsibilities and timelines are clear from request through storage of the executed agreement.

01

Request Submitted

Visitor requests showing and submits ID and contact details.

02

Approval and Scheduling

Owner or agent confirms window and access method.

03

Conduct Showing

Visitor attends during agreed window under stated conditions.

04

Archive Signed Record

Store signed agreement and audit trail in transaction file.

Common mistakes to avoid

Failing to record exact start and end times, which can create disputes about when access occurred and who is responsible for incidents.
Accepting verbal authorization without a signed record, leaving no clear evidence of consent or agreed conditions for entry.
Not verifying visitor identity or agent authorization, increasing the risk of unauthorized entry or fraudulent access.
Omitting clear return-of-access procedures for keys or codes, which can result in lost keys or security breaches.

Short summary of potential legal and financial risks

Liability: Property damage claims

Unauthorized Access: Theft or trespass exposure

Insurance Gaps: Policy denial for improper access

Enforceability: Unsigned agreements may be void

Privacy Breach: Unauthorized photos or recordings

Contract Disputes: Scheduling and access disagreements

Real-world examples using one-time showing agreements

Short examples illustrate how practitioners use the agreement to reduce friction and preserve records in real transactions.

Martin Properties

Tim Martin needed on-demand showings for multiple listings without in-person paperwork.

He used electronic one-time showing agreements for each visitor to verify identity and record the access window.
By capturing signatures and audit trails online, Martin Properties reduced scheduling friction and maintained consistent documentation for liability and client records, whether staff were remote or visitors arrived after hours.

Optica Ventures

Optica required a reliable way to grant single-showing access for investors and contractors.

They implemented templated one-time showing agreements signed electronically prior to entry.
The template ensured correct contact and insurance details were captured, streamlined approvals for property teams, and created an auditable record to support follow-up if any issues arose.

Comparing eSignature vendors for this agreement

Common eSignature providers vary by price and enterprise features; the table below compares starting price and core capabilities relevant to One-Time Showing Agreements.

	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 free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions and quick answers

Answers to common legal, technical, and operational questions about using a One-Time Showing Agreement.

Need help? Contact support

Can a one-time showing be signed electronically?
Yes. Electronic signatures are legally valid under the ESIGN Act and UETA when intent, consent, attribution, and record retention are present; for interstate transactions cite 15 U.S.C. ch. 96 and applicable state UETA adoption.
Is notarization required for this agreement?
Not typically. Most one-time showing agreements do not require notarization, but certain states or circumstances (e.g., power-of-entry language or evidentiary needs) may warrant notarization or witness signatures.
How do I revoke or cancel a scheduled showing?
Follow the cancellation terms in the agreement (commonly 24 hours’ notice). Document revocation in writing and distribute the signed cancellation to all parties for the record.
What if damage occurs during the showing?
Report and document damage immediately, notify insurance and owners, and rely on the liability and indemnity clauses in the signed agreement to allocate responsibility.
How long should signed agreements be stored?
Retain for the active transaction plus at least 3 years; consider longer retention for real estate matters and follow applicable federal rules (e.g., IRS guidance).
Who may sign on behalf of the owner or agent?
Only someone with authority to grant access should sign — the owner, authorized property manager, or an agent with documented authority. Corporate signers should reference delegated authority or a power-of-attorney where applicable.

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