What is the property viewing request form template?
A property viewing request form gives anyone interested in a home you're letting or selling a quick way to say which property they want to see and when, instead of a phone call you might miss or a message split across several texts. It asks for two preferred times up front, so confirming a slot rarely takes more than one reply.
Fielding viewing requests by phone means writing everything down by hand, and a missed call often means a lost lead. A form captures the property reference, the visitor's budget and move-in timing, and their preferred slots in one place, so an agent or landlord can see everything needed to book the viewing at a glance.
This template is built into FileIt's Forms app, included on every FileIt account including the free plan. Prospective tenants and buyers submit it without ever needing a FileIt account, and every request becomes a PDF automatically filed in your vault, so you always have a record of who asked to view which property and when.
- Best for
- Estate agents, letting agents, landlords and property managers
- Filled in by
- Prospective tenants or buyers interested in a listed property
- Time to complete
- About 3 minutes
- Includes
- Rent/buy branching questions, two preferred time slots, access needs field
Who uses a property viewing request form?
- A prospective tenant requests an in-person viewing of a flat to let
- A buyer with a mortgage agreed in principle books a viewing before an open house
- A visitor asks for a live video tour because they can't attend in person
- An agent screens rental enquiries by budget and move-in date before confirming a slot
- A family with pets flags this up front so the agent can check it's allowed before the visit
- Someone requests step-free access or extra time for a viewing with a pushchair
Questions on this property viewing request form
21 questions over 3 pages · includes conditional questions, multiple pages, consent checkbox.
1 About you
- Your name*
- Email*
- Phone*
- Best way to confirm the viewing Email · Phone call · Text message
2 The property
- Property address or listing reference*
- Are you looking to rent or buy?* Rent · Buy
- Your budget
- When would you like to move in?
- How many people would live there? asked only when it applies
- Do you have pets? asked only when it applies
- Tell us about your pets asked only when it applies
- Your buying position asked only when it applies Cash buyer · Mortgage agreed in principle · Need to sell my current home first · Still arranging finance
3 When you'd like to view
- Type of viewing* In person · Live video tour · Next open house
- First choice — date* asked only when it applies
- First choice — time* asked only when it applies Morning (9–12) · Afternoon (12–5) · Evening (5–8)
- Second choice — date asked only when it applies
- Second choice — time asked only when it applies Morning (9–12) · Afternoon (12–5) · Evening (5–8)
- How many people will attend?
- Any access needs for the viewing?
- Questions about the property
- Contact*
The property viewing request form, page by page
1 About you
The form asks for Your name, Email and Phone, plus a Best way to confirm the viewing preference, so whoever manages the diary can reach the right person the right way without guessing.
2 The property
Property address or listing reference identifies exactly which home the enquiry is about — useful when an agency has many listings live at once. Are you looking to rent or buy? changes everything that follows: renters are asked how many people would live there and whether they have pets, with a follow-up field describing the pets if so; buyers are asked about their buying position, from cash buyer to still arranging finance. Budget and When would you like to move in? apply to both paths and help an agent prioritise serious enquiries.
3 When you'd like to view
Type of viewing offers in person, a live video tour, or the next open house, and — unless open house is chosen — the form asks for a first choice date and time slot plus an optional second choice, so there's already a fallback if the first slot doesn't work. How many people will attend, any access needs for the viewing such as step-free access, and any questions about the property round out the page, followed by a consent statement confirming the visitor is happy to be contacted about this viewing and property.
Make the template yours
- Add a dropdown of your current live listings so visitors pick from an exact list instead of typing an address
- Route notifications to the specific agent handling each property, based on the listing reference
- Turn on a PDF copy to the visitor so they have written confirmation of what they requested
- Add a maximum number of responses per property if you only want to manage a set number of viewings per day
- Adjust the buying-position options to match your local market's typical financing terms
- Add a closing date automatically once a property goes under offer
Tips for a better property viewing request form
- Always offer a second time slot — it noticeably cuts down the back-and-forth needed to confirm a booking
- Ask about pets and household size early for rentals, since it can save an unsuitable viewing for both sides
- Flag access needs clearly to your team before the day, not just in the response record
- Confirm the viewing in writing as soon as you can, even if it's just a short reply
- Keep a record of no-shows against the vault folder so patterns are easy to spot over time
- Ask buyers about their financing position early — it's a useful signal of how ready they are to proceed
Every response becomes a PDF in your vault
As soon as someone submits a viewing request, FileIt turns it into a PDF titled with their name and files it in the vault folder you've set up for that property or listing. With owner notification and a visitor copy both switched on by default in this template, your team is alerted right away and the visitor has a record of what they asked for.
From there, most agents and landlords work through the Responses table to see which viewings need confirming, filter by property or by date, and export a day's bookings to CSV to plan a viewing round. The typical next step is replying to confirm a time and sending directions or access instructions.
- Start from this template. It opens in the FileIt Forms designer — change any question, add pages, set the rules for when questions appear.
- Share it. Turn on a public link, or send it to people by email, each with their own link. They don’t need a FileIt account.
- Get the answers as PDFs. Each response is saved as a PDF in the vault folder you choose, with uploaded files attached — and listed in a Responses table you can export to CSV.
Property viewing request form: frequently asked questions
Is this property viewing request form template free?
Yes. It's included with the Forms app on every FileIt account, including the free plan.
Do visitors need a FileIt account to request a viewing?
No. Anyone with the form's link can submit a request without ever creating a FileIt account.
How do I get viewing requests as PDFs?
Every submission is automatically saved as a PDF in the vault folder you choose, and you can browse, open or export the full list from the Responses table.
Does this form actually book the viewing into a calendar?
No. FileIt doesn't include scheduling or calendar integrations — this form collects the request as a PDF for you to confirm manually or through your own booking system.
Can I use this for both rentals and sales?
Yes. The form branches automatically based on whether the visitor is looking to rent or buy, asking relevant follow-up questions for each.
Can visitors request a video tour instead of an in-person visit?
Yes — Type of viewing includes an in-person option, a live video tour, and the next open house.
Can I edit the questions or add my own?
Yes. Every question, option and page can be changed in the designer, and you can add or remove conditional logic to suit your process.
Can I limit the number of viewing requests I receive?
Yes — you can set a maximum number of responses or a closing date once a property is under offer or fully booked.