If you run open houses long enough, you’ll end up with sign-in sheets that look like this:
- Names you think you recognize
- Emails that might be missing a letter
- Phone numbers without area codes
- Notes written in a rush while people are waiting
Most agents don’t fail because they don’t care about follow-up.
They fail because the sheet feels too messy to deal with — so it never gets done.
This guide shows how to follow up anyway.
First: Lower the Bar (Seriously)
The goal after an open house is not perfect data.
The goal is starting the conversation.
If you have one of the following, you can follow up:
- A name
- An email
- A phone number
You do not need all three.
Waiting to “clean it up later” is how leads disappear.
Step 1: Capture the Sheet Correctly (2 minutes)
Before you leave the property:
- Take clear photos of each sign-in page
- Shoot straight-on (not at an angle)
- Take multiple photos if needed — don’t try to cram it into one
If something is unreadable:
- Don’t guess
- You’ll handle it in the follow-up message
Step 2: Triage the Sheet (5 minutes)
Do a quick pass and mentally sort entries into three buckets:
✅ Clear
- Name + readable email or phone
- Easy follow-up
⚠️ Partial
- Name but unclear contact info
- Or contact info but no name
❓ Unclear
- Handwriting you truly can’t decipher
- Missing both email and phone
Most sheets are 70–80% Clear or Partial.
That’s more than enough to work with.
Step 3: Follow Up to Clear Entries (Same Day)
For entries you can read, don’t overthink it.
Subject: Thanks for coming by [Address]
Hi [Name] —
Thanks for stopping by the open house at [Address] today.
If you’d like, I can send a few similar homes based on what you’re looking for.
Are you hoping to buy in the next 0–3 months, 3–6 months, or later?
That’s it.
Speed matters more than polish.
Step 4: Recover Partial Entries (This Is the Secret)
This is where most agents freeze — and where you can win.
If the email is unclear or missing a letter, send what you think it is only if you’re confident. Otherwise, ask for clarification.
Missing email
Subject: Open house at [Address]
Hi —
Thanks for stopping by the open house at [Address] today.
I want to send a couple similar homes — what’s the best email for you?
Thanks,
[Your Name]
Missing name
Subject: Thanks for stopping by [Address]
Hi —
Thanks for coming through the open house at [Address].
I didn’t catch your name — happy to resend with a few similar homes if helpful.
Best,
[Your Name]
These messages feel normal and human.
People respond more often than you’d expect.
Step 5: When Handwriting Is Truly Unreadable
Be honest and simple.
Subject: Open house at [Address]
Hi —
Thanks for stopping by the open house at [Address] today.
I’m following up with visitors and want to make sure I have the right contact info.
What’s the best way to reach you?
Thanks,
[Your Name]
If they reply, you’ve recovered the lead.
If they don’t, you didn’t lose anything — you already didn’t have usable info.
Step 6: Don’t “Fix” the Sheet — Move Forward
A common trap is trying to:
- Rewrite the sheet
- Re-enter everything perfectly
- Cross-reference notes, photos, and memory
That usually leads to:
- Delayed follow-up
- No follow-up
- Or inconsistent outreach
Instead:
- Follow up with what you have
- Let responses fill in the gaps
- Update your records after someone replies
What Actually Matters (and What Doesn’t)
Matters
- Speed
- Clarity
- Asking one easy question
- Being consistent every time
Doesn’t matter (as much as you think)
- Perfect spelling of names
- Having every field filled
- Fancy formatting
- Writing a “perfect” message
Common Mistakes with Handwritten Sheets
- ❌ Waiting to “decode” everything before following up
- ❌ Guessing emails instead of asking
- ❌ Giving up on partial entries
- ❌ Treating messy sheets as unusable
Messy sheets are normal. Ignoring them is optional.
Want to Skip This Entire Process?
If you already have photos of your sign-in sheets, you don’t need to manually read, triage, or recover leads one by one.
OpenHouseFollowUps can extract the leads and send follow-ups automatically — even from handwritten sheets.