Real estate site visit: the checklist, feedback form and follow-up that turn visits into bookings

Quite often the sauda is lost after the buyer has left, not in the sample flat. So find out who decides before the visit, get the main objection and one dated next step written down before the buyer goes, and come back on that objection within 48 hours, then judge it all by buyers who booked divided by buyers with a completed visit.

In Indian primary sales the site visit is often the first time a buyer sees the project, the sample flat and a cost sheet together, so a visit that ends with nothing on record and no next step agreed is an easy way to lose a buyer who was ready to talk.

This is for sales managers, visit coordinators and the channel partners (CPs) who bring buyers in. The last section follows one buyer's visit hour by hour, from the confirmation call to the booking.

Real estate site visit: who does what

Set-ups differ from builder to builder, but here's roughly who does what in a typical sales office.

Then there's the family, since a spouse, a parent or the loan co-applicant who missed the visit can still say no.

Before the visit: confirm, remind, pin, prepare

• Confirm twice. Ring them the evening before, and on the morning of the visit send the time, a location pin for the sales office gate, a landmark and who will meet them. Look for a reply, since a sent reminder hasn't necessarily reached them.
• Ask who's coming. If the decision maker can't make it, keep the visit anyway and plan the family visit from now itself.
• Tell them to wear comfortable shoes for the site walk and, if they might block a unit that day, to carry the ID and payment details your booking process needs.
• Get the floor ready. Check the units you'll show are still available, make their cost sheets from the current price list, and see that the sample flat is open and clean.
• Brief the closing manager from the lead record on the source, the CP, the budget, the configuration and the last conversation. In Saudaflow, lead management keeps the buyer, project, source and assigned person together.
• Confirm before you send pickup, and give the buyer the driver's number.

If a CP is bringing the buyer, the builder should have acknowledged that CP's registration first. Our guide to channel partners in real estate covers registration and site-visit tagging. The visit backs up the registration but doesn't replace it.

During the visit: welcome, sample flat, cost sheet, objections

1. Welcome them and fill in the visit slip or register with name, mobile number, time and the CP firm if any. The closing manager checks in.
2. Start with their brief, which means the budget, configuration and timing, and whatever they liked or disliked elsewhere.
3. Walk them to the actual tower and the sample flat rather than stopping at the model, and give the carpet area from the project's documents, never an estimate.
4. Walk through the cost sheet line by line, base price, floor rise, preferential location charge (PLC), parking, other charges and GST, plus anything paid separately, like stamp duty and registration. Let them take a dated copy home, and don't promise a discount someone else has to approve.
5. Get the objections out. Price, home loan eligibility, the possession timeline, carpet versus super built-up area, location, you'll hear all sorts, and each one goes down in the buyer's own words.
6. End with one next step that says what, who and when. "I will send both cost sheets by 4 pm, and we speak on Monday at 11" is a next step, and "Let us know" is just a polite goodbye.

Recording the visit: what a slip, a GPS check-in and a photo prove

When a builder and a CP fight over who brought a buyer, the visit record is what everyone pulls out. It also shows which objections each closing manager keeps losing to, and the forecast leans on it, since that's built from visits where the budget fits, the decision maker came and a next step is dated.

Remember that a GPS fix is an area on the map and not one exact spot. Android's developer documentation defines the accuracy of a location as a radius in metres, with a 68% chance that the phone's true position is inside it. GPS.gov says GPS-enabled smartphones are typically accurate to within a 4.9 m radius under open sky, and that accuracy gets worse near buildings, bridges and trees, and indoors or underground, as in a basement sales lounge. So a weak fix doesn't prove the visit was fake, and a strong one doesn't prove the buyer was there. If you're choosing software, our real estate CRM guide lists the check-in questions to ask in a demo.

How Saudaflow records a check-in

Saudaflow's site visits module records each check-in as verified, flagged or unverified. It's verified when "the recorded location met the configured checks". It's flagged when something needs attention, a location mismatch for example, and a manager reviewing it doesn't remove the flag. It's unverified when there was no usable location fix or the project's location wasn't available, and the page says that result "must not be presented as a GPS-verified visit", adding that "a check-in is not automatically proof of attendance."

In the Android field app the check-in records the time and any available coordinates and accuracy, while a photo, a note and who came along are optional. A verified or flagged result needs the project's site pin, which a manager sets once per project, and until that pin exists, check-ins at that site are recorded as unverified. If a position looks wrong it gets flagged for a manager to review, but it never blocks the rep at the gate. The app is Android-only and installed from the Saudaflow download page, not from Google Play, and there is no iPhone app.

Site visit feedback form: what to record before the visit closes

Nobody can count, compare or coach a note like "positive, will revert", so record the same fields after every visit, ideally before the buyer leaves.

By default, a rep can't close a visit in Saudaflow until the feedback is in, so before a visit can reach Completed, three things have to be recorded: how interested the buyer is, the outcome and the next step. The same sheet asks who actually came, what was shown and handed over, and the objections, picked from fifteen named ones that include price, loan eligibility, possession timeline and carpet versus super built-up. For the handover list, the app's own words are: "Anything you don't tick is recorded as not shared."

No-shows and revisits

If a buyer doesn't show, don't delete the slot. Mark it as a no-show, since that's an outcome in its own right, and ring them within the hour. Keep the tone easy, because all you want to know is what came up and when they can come instead. People miss visits for very ordinary reasons, a jam on the expressway or a family plan running late, and a buyer willing to fix a new time is still interested. Offer two new slots, tell the CP the same day if a CP brought the buyer, and put the lead back into follow-up with a date. After a second miss, slow down instead of booking more slots.

In Saudaflow's app a no-show "goes back into follow-up instead of leaving a visit hanging", and the Visits tab lists today's, upcoming, overdue and no-show visits.

A revisit is the same buyer coming back, often with the family in tow. Log it as a new visit on the same lead rather than editing the first, or the first visit's feedback is lost. Plan it from the first visit's feedback, so you bring the missing decision maker, answer the objection with documents and show the unit they liked plus one alternative. Whether a revisit stretches a CP's attribution window is down to the builder's written CP policy.

The follow-up that closes

Your buyers set the pace, but here's a fair place to start.

1. The same day, a short message to say thanks, carrying the cost sheet for every unit they saw, the floor plans and the next step you agreed, in writing.
2. Within 48 hours, call them back with a real answer to the main objection. For a loan worry that could mean an eligibility check with the buyer's bank, for possession a construction update, and for a budget gap another unit.
3. For the second visit, if the decision maker was missing, invite them personally and sort out the pickup.
4. For holds, if the buyer wants a unit kept, use your hold process with an owner and an expiry, because a verbal "I will keep it for you" is how one flat gets promised to two buyers.
5. After that, follow their timeline. Someone deciding this month is worth a weekly touch, but someone deciding later needs a date in the diary, not daily messages. And if a buyer asks you to stop, then stop, and put it on record.

Saudaflow's app puts this work on its Today screen, with visits due, follow-ups due, callbacks and attribution windows about to close. When there's no signal it queues check-ins, no-shows and visit feedback with their real time, but as the site visits page warns, "Queued work is not confirmation that the manager already has the update."

Site visit to booking ratio and the other numbers to watch

Before these numbers reach a review meeting, write down how each one is counted, or one month will give you different answers.

There's deliberately no benchmark here, because these numbers swing with the project, the price band, the source mix and even the season. So put a project next to its own last month, or closing managers on the same project side by side. And for conversion go by buyers, since counting visits lets every revisit drag the rate down.

Worked example: one buyer's visit, feedback and follow-up

Product details checked against Saudaflow's site visits, Android field app, lead management and download pages, and against the app's own visit feedback rules; GPS facts against GPS.gov and Android's documentation; all on 22/10/2026.