Can this form be signed electronically?

Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA in most states when intent, consent, attribution, and retention are demonstrated.

Is notarization required for a showing form?

Typically no unless state or specific transaction rules demand it. Real estate deeds usually require notarization, but a showing authorization is normally a contractual consent that needs a clear signature and audit trail.

How do I cancel or revoke an authorization?

To revoke, update and re-sign the form or send a dated written revocation to all parties. Keep proof of delivery; electronic records showing the revocation timestamp are recommended.

Who must present ID at the showing?

The party named on the form should present government-issued ID if requested. Agents should verify the visitor's identity against the signed authorization to avoid unauthorized access.

Can the form include access instructions?

Yes. Include lockbox codes, gate instructions, alarm disarming steps, and pet handling details. Be specific to reduce operational errors and liability.

How long should I keep completed forms?

Retain completed showing authorizations for at least 3 years after the event; keep for 6–7 years when tied to tax, insurance, or HIPAA matters (see IRC §6501(a) and 45 CFR §164.530(j)).

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Real Estate One Time Showing

Real Estate One Time Showing

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

What the Real Estate One Time Showing Is

A Real Estate One Time Showing is a written authorization and record used by listing agents, property managers, or owners to permit a single scheduled visit to a listed property. The form documents parties, property details, the scheduled date and time, access instructions, and any limits on duration or permitted activities. It creates a clear record of consent for access, helps manage liability, and provides a timestamped agreement often preserved for compliance, insurance, or dispute resolution purposes.

Why a One Time Showing Form Matters

A concise one-time showing authorization reduces confusion about who may enter a property, documents access permissions, and preserves evidence of consent and instructions in case of disputes or insurance claims.

Who typically completes a One Time Showing form

Each role has different operational needs; the form should be tailored to the signing party and the property type.

Listing agents and broker staff coordinating showings and access with prospective buyers or inspectors.
Property managers or landlords authorizing one-off visits for maintenance, appraisals, or tenant screenings.
Owners or sellers who may need to set special access rules or confirm identification and liability terms.

Representative signer profiles

Listing Agent

A licensed broker or salesperson who schedules and authorizes showings on behalf of the seller. They use the form to record appointment time, key handling, and any showing restrictions, and to provide the agent's contact information for entry coordination.

Property Owner

An owner or landlord who controls access and sets terms for a single visit. The owner attaches instructions for lockbox codes, gate access, and any insurance or pet-related restrictions, and may require ID verification on arrival.

Security and compliance elements to include

Encryption: AES-256 at rest

In transit: TLS 1.2/1.3

Audit Trail: Signed event log

Access Controls: Role-based access

HIPAA BAA: Required for health data

Retention: Tamper-evident storage

Key risks of an incorrect or incomplete form

Unauthorized access: Civil liability

Property damage: Insurance disputes

Privacy breach: Regulatory exposure

Invalid consent: Evidence issues

Scheduling errors: Missed appointments

Key handling mistakes: Security incidents

Common mistakes to avoid

Using an incomplete address or unit number, which can lead to wrong-property access or liability disputes when parties enter the incorrect unit.
Failing to record time zone or AM/PM, especially for interstate agents, resulting in missed windows and conflicting appointments.
Omitting clear access instructions (lockbox code, gate hours, alarm disarm), which increases the chance of damage or unauthorized entry.
Not confirming signer identity or contact information, making it difficult to prove authorized access if a claim arises.

How to complete a One Time Showing form step by step

Follow these steps to create a clear, enforceable one-time showing authorization and reduce operational friction for all parties.

01

Enter parties: Record full legal names and roles for owner, agent, and visitor.
02

Specify property: Include full street address, unit number, and parcel ID if available.
03

Set time window: Provide precise date, start time, end time, and time zone.
04

Add access terms: Detail lockbox codes, pet instructions, and permitted areas.

Configuring the online workflow for a one-time showing

Standard workflow settings reduce follow-up and maintain an auditable record for each scheduled visit.

Field	Configuration
Auto-fill contact fields	Enable to reduce typing errors
Conditional fields	Show gate info only when needed
Authentication method	Email link or SMS code
Reminder schedule	24-hour and 1-hour reminders

Technical needs for eSubmission and access

Store completed forms and their audit trails in a secure cloud repository accessible to authorized roles only.

Supported formats: PDF, DOCX, HTML
Integrations: CRM and cloud storage
Authentication: Email, SMS, or KBA

Typical electronic signing flow for a one-time showing

A compact, repeatable process helps ensure each showing is authorized, tracked, and auditable without in-person paperwork.

Upload document: Prepare the form and upload it to the eSignature platform.
Place fields: Add signature, initials, and text fields where required.
Send to signer: Invite via secure email link or SMS code.
Record completion: Platform captures timestamp, IP, and audit trail.

Timelines to set and communicate

Clear deadlines reduce missed appointments and ensure responsible parties have time to prepare or cancel.

Request lead time:

Ask for requests at least 24–48 hours in advance.

Confirmation deadline:

Confirm attendance 12–24 hours before the visit.

Key/lockbox pickup:

Schedule no earlier than 30 minutes before showing.

Showing duration limit:

Set a maximum visit window, e.g., 30–60 minutes.

Feedback deadline:

Request notes within 24 hours after the showing.

Key processing milestones for a one-time showing

These numbered milestones describe the lifecycle from request to record retention.

01

Request Received

Buyer or inspector submits a showing request with contact details.

02

Authorization Issued

Agent or owner completes and sends the signed one-time showing form.

03

Access Provided

Lockbox code or key transfer occurs during scheduled window.

04

Record Retained

Completed form and audit trail are archived for compliance.

Real-world examples of one-time showing workflows

These brief examples show how practitioners document and manage single-visit authorizations in the field.

Martin Properties

A local brokerage digitized its showing authorizations to reduce in-person paperwork and improve recordkeeping.

They capture signature and timestamp on mobile.
The firm reports faster documentation, consistent access instructions, and improved dispute resolution using archived signed forms.

Optica Ventures

A property management company standardized a one-time showing template for vendors and inspectors.

Staff use conditional fields for alarm or pet instructions.
Standardization reduced follow-up calls, ensured consistent safety instructions, and simplified incident investigations with a preserved audit trail.

eSignature provider comparison for one-time showing workflows

Basic vendor pricing and plan features relevant to scheduling, bulk sending, compliance, and audit trails are compared below without date stamps.

	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 by vendor	Varies by vendor	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about the One Time Showing form

Answers to common questions about eSigning, notarization, identity, cancellations, and retention for one-time showing authorizations.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA in most states when intent, consent, attribution, and retention are demonstrated.
Is notarization required for a showing form?
Typically no unless state or specific transaction rules demand it. Real estate deeds usually require notarization, but a showing authorization is normally a contractual consent that needs a clear signature and audit trail.
How do I cancel or revoke an authorization?
To revoke, update and re-sign the form or send a dated written revocation to all parties. Keep proof of delivery; electronic records showing the revocation timestamp are recommended.
Who must present ID at the showing?
The party named on the form should present government-issued ID if requested. Agents should verify the visitor's identity against the signed authorization to avoid unauthorized access.
Can the form include access instructions?
Yes. Include lockbox codes, gate instructions, alarm disarming steps, and pet handling details. Be specific to reduce operational errors and liability.
How long should I keep completed forms?
Retain completed showing authorizations for at least 3 years after the event; keep for 6–7 years when tied to tax, insurance, or HIPAA matters (see IRC §6501(a) and 45 CFR §164.530(j)).

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Real Estate One Time Showing