Is an electronic signature valid?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96, 2000) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.

Do I need a notary for a showing form?

Typically no for routine showing acknowledgements, but notary or witness requirements may apply for documents that create legal rights or acknowledgements depending on state law; record local requirements.

Can a guest sign on behalf of a buyer?

A guest may sign if they have explicit authority and the form records their relationship; otherwise a principal should sign or provide written authorization to avoid disputes.

How do I revoke access consent?

Document the revocation in writing and update the property file; if access was granted by signed form, create a dated revocation record and notify relevant parties promptly.

Is remote notarization acceptable?

Remote online notarization (RON) is allowed in many states with identity proofing and recording requirements; verify state RON rules before relying on remote notarization for evidentiary purposes.

How long should I keep completed forms?

Retain completed showing forms per business policy and legal guidance—commonly for the term plus three years, longer if tied to tax, HIPAA, or potential litigation.

Electronic Signature
Templates
Real estate
Real Estate Showing Form

Real Estate Showing Form

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

REAL ESTATE SHOWING FORM

Use this form to request, schedule, and authorize entry for a real property showing. The requesting party agrees to comply with all access instructions, safety requirements, and indemnity obligations set forth below. The owner or authorized listing representative may approve, modify, or deny this showing request.

Property Identification

Property Address Parcel / APN Number Legal Description

Requesting Party (Prospective Buyer / Showing Agent)

Full Legal Name Company / Brokerage (if applicable)

Phone

Email

Role (select all that apply)

Prospective Buyer Prospective Tenant Buyer/Showing Agent Tenant/Showing Agent Other

Owner / Listing Representative

Owner / Authorized Representative Name

Phone

Email

Listing Agent / Brokerage (if applicable)

Showing Appointment Details

Requested Showing Date: Start Time: End Time:

Alternate Date / Time Estimated Number of People Attending Purpose of Visit (select all that apply)

Property Viewing Measurement / Contractor Estimate Photography / Video Other

Photography / Video

Allowed Not Allowed If allowed, restrictions:

Access Method (check one)

Lockbox Key Held by Agent Owner / Occupant Present Other

Lockbox / Key Location or Code (if applicable) Alarm System Present?

Yes No Disarm / entry instructions:

Pets on Premises?

Yes No If yes, precautions:

Special Entry Instructions / Safety Requirements

Disclosures — Known Conditions

Lead-Based Paint: Yes No

Mold or Moisture Issues: Yes No

Prior Water Intrusion / Flooding: Yes No

Termite / Pest Damage History: Yes No

Located in FEMA-designated Flood Zone: Yes No

Additional Known Disclosures

Liability, Conduct, and Indemnity

The requesting party and all visitors shall be accompanied by the requesting party or the requesting party's licensed agent while on the premises unless otherwise authorized in writing. Neither the owner nor the listing brokerage shall be liable for personal injury, loss, or damage to personal property sustained by the requesting party or visitors unless caused by the owner's gross negligence or willful misconduct. The requesting party agrees to indemnify, defend and hold harmless the owner and listing brokerage from any claims, losses, costs or expenses arising from the requesting party's acts, omissions or breach of this agreement.

The requesting party shall not engage in alterations, removal of property, or disabling of alarms. No smoking, open flames, or hazardous activities are permitted. The requesting party is responsible for ensuring all attendees comply with these rules and for any damage caused by attendees.

Confirmation, Fees, and Cancellation

Showing Fee (if applicable) Payment Recipient / Instructions

Cancellation: Either party may cancel a scheduled showing with reasonable notice. Repeated no-shows may result in refusal of future access. Any fee charged for a no-show or late cancellation shall be governed by separate written agreement between the parties.

General Provisions

Governing Law: This showing authorization shall be governed by the laws of the jurisdiction in which the property is located. If any provision is found unenforceable, the remaining provisions remain in force. This form contains the entire agreement between the parties concerning the showing and supersedes prior statements or agreements.

Owner Authorization (check to indicate approval)

I authorize the showing as set forth above

Owner / Authorized Representative (Printed Name)

Acknowledgment

By signing below, the requesting party and the owner/authorized representative acknowledge that they have read, understand, and agree to comply with the terms of this Real Estate Showing Form. The signatures below confirm authorization for the access method and time window identified herein and acceptance of the indemnity and conduct provisions.

Owner / Authorized Representative:

By:

Date:

Requesting Party / Showing Agent:

By:

Date:

What the Real Estate Showing Form Is and when it's used

A Real Estate Showing Form documents access, timing, participants, and conditions for property showings arranged by listing agents, buyer agents, or property managers. It records property address, appointment date and time, names and contact details of attendees, identification checks, and any special access instructions or safety notices. The form helps landlords and sellers control access, maintain a record of who visited, and communicate rules such as shoes-off policies, pet restrictions, or COVID-related requirements. Proper completion creates an auditable record useful for follow-up, security, and dispute resolution.

Why a standardized Showing Form matters

Using a consistent Real Estate Showing Form reduces scheduling errors, protects occupant privacy, creates a documented chain of access, and supports liability management by capturing sign-in, consent, and identification details at each showing.

Who completes and relies on the Showing Form

Agents, property managers, landlords, and prospective buyers or renters use the form to authorize and record property visits.

Listing agents track showings and provide access instructions for each visit.
Property managers use the form to document tenant notifications and maintenance access.
Prospective buyers or renters acknowledge rules, provide contact information, and confirm identity.

The completed form becomes part of the transaction file and may be retained for compliance, tenant records, or dispute evidence.

Essential sections to include on a professional Showing Form

A complete Real Estate Showing Form is concise but comprehensive: identification, appointment details, property instructions, consent and liability language, signatures, and a data-collection block for audit purposes.

Property ID

Full property address, unit number, listing or MLS number where applicable, and a short description to avoid confusion between nearby units or multiple properties.

Appointment

Date and start/end times for the showing, plus checkboxes for confirmed, cancelled, or rescheduled to create an accurate event log for the property file.

Attendee Data

Names of all attendees, phone numbers, email addresses, and relationship to buyer or tenant; include an ID type and number field for identity verification if required by landlord policy.

Access Terms

Any access instructions, alarm codes, pet handling notes, required PPE, or specific areas off-limits; note client privacy rules and photographer restrictions if applicable.

Consent & Liability

Clear consent language describing permitted activities, a waiver of certain liabilities consistent with local law, and a signature block acknowledging rules and responsible conduct.

Agent Record

Name and license number of the showing agent or broker, agency contact details, and a timestamped audit field for tracking when the form was completed or updated.

Required data elements at a glance

Property address: Street, unit, city

Showing date/time: MM/DD/YYYY and start/end

Agent name: Full name and license

Attendee names: All visitors listed

ID verification: ID type and last four

Special instructions: Access or safety notes

How to complete the Showing Form step by step

Follow these steps each time to ensure consistent records and reduce errors before, during, and after a showing.

01

Prepare details: Confirm address, time, and access instructions in advance.
02

Collect attendee info: Record full names, contact numbers, and ID info when required.
03

Note safety rules: Document special instructions, pet handling, or restricted areas.
04

Sign and store: Obtain signatures and save the completed form to the property file.

Configuring an online showing workflow

If you use an electronic form, configure fields and routing so each showing generates a complete record and notifies relevant parties.

Field	Configuration
Required fields	Property, date/time, attendee name, signature
Authentication	Email verification or SMS code for guest signers
Routing	Send completed copy to agent and property manager
Storage	Automatically save PDF to document repository

Technical considerations for digital completion

Choose a platform that supports PDF and DOCX formats, audit trails, and secure storage to maintain a reliable showing history.

File formats: PDF, DOCX supported
Integrations: CRM and cloud storage
Security: Encryption in transit and at rest

Typical e-submission flow for a showing record

An electronic showing workflow follows predictable steps that capture intent and create an auditable record without requiring in-person paper handling.

Upload template: Load the standardized form into the e-form platform.
Assign fields: Place name, time, ID, and signature fields where needed.
Send link: Dispatch secure signing link or invite to attendees.
Capture audit: Platform records timestamps, IP, and signing events.

Practical tips to ensure accurate showings and records

Apply consistent procedures to protect occupants, reduce liability, and make the showing record useful for leasing or sales workflows.

Confirm appointments in advance

Contact the attendee within 24 hours of the scheduled time to verify attendance, restate access instructions, and confirm any required documentation to avoid no-shows and confusion.

Limit access scope

Define permitted areas and duration clearly on the form; restricting access to common areas or leaving private rooms closed reduces potential claims and protects tenant belongings.

Use ID checks when needed

For high-security properties or vacant homes, verify ID and note the type used; record only necessary ID details and follow privacy rules to avoid storing sensitive information unnecessarily.

Archive signed forms promptly

Store completed forms in a centralized, access-controlled repository and index them by property and date to facilitate quick retrieval for inspections, disputes, or regulatory inquiries.

Timing considerations and record-keeping deadlines

Certain timelines affect how you use and retain showing records — schedule confirmations, cancellations, and retention steps to meet business and legal needs.

Confirmation window:

Confirm appointment at least 24 hours prior when possible to reduce no-shows.

Cancellation notice:

Require notice period in the form to manage expectations and rebook efficiently.

Immediate logging:

Save the completed record immediately after signing to ensure auditability.

Access log retention:

Retain access logs for a period consistent with business policy and potential dispute needs.

Audit retrieval:

Make the first two years of records easily accessible for audits or claims.

Key milestones in the showing lifecycle

Track the showing from scheduling through archiving to ensure each milestone is completed and evidenced in your records.

01

Schedule created

Appointment entered and access instructions recorded.

02

Confirmation sent

Attendee receives confirmation and any consent language.

03

Showing completed

Attendee signs the form and any incidents are logged.

04

Record archived

Signed form saved to the property file and backups taken.

eSignature pricing snapshot for Real Estate Showing Forms

Compare common vendor price points and key capabilities to understand platform costs and compliance options for electronic showing workflows.

	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	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

FAQs and common issues when using a Real Estate Showing Form

Answers to frequent questions about signing, notarization, digital validity, storage, and who may sign the showing record.

Need help? Contact support

Is an electronic signature valid?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96, 2000) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.
Do I need a notary for a showing form?
Typically no for routine showing acknowledgements, but notary or witness requirements may apply for documents that create legal rights or acknowledgements depending on state law; record local requirements.
Can a guest sign on behalf of a buyer?
A guest may sign if they have explicit authority and the form records their relationship; otherwise a principal should sign or provide written authorization to avoid disputes.
How do I revoke access consent?
Document the revocation in writing and update the property file; if access was granted by signed form, create a dated revocation record and notify relevant parties promptly.
Is remote notarization acceptable?
Remote online notarization (RON) is allowed in many states with identity proofing and recording requirements; verify state RON rules before relying on remote notarization for evidentiary purposes.
How long should I keep completed forms?
Retain completed showing forms per business policy and legal guidance—commonly for the term plus three years, longer if tied to tax, HIPAA, or potential litigation.

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