Turn a paper open-house sign-in sheet into a personal follow-up email for each visitor

🧰 Before you start

• Claude or ChatGPT (free works for a one-off; a paid plan for email drafts and weekly reruns)
• A clear photo of the sign-in sheet (both pages) and the listing link
• Your short notes about each visitor, even just a word or two

🪜 Steps (tick as you go)

1. ☐
   1. Photograph the sign-in sheet well

   Lay the sheet flat in good light and take a sharp photo of each page. Put a star next to your two or three most promising visitors.

2. ☐
   2. Open Claude or ChatGPT

   Start a new chat and pick the most capable model in the model menu (it reads handwriting better). Upload the photo(s).

3. ☐
   3. Paste the follow-up prompt

   Copy the 'Open-house follow-ups' prompt below, fill in the address, listing link and your name, and send it.

4. ☐
   4. Check the names it couldn't read

   The AI should list any entry it couldn't read instead of guessing. Fix those by hand.

5. ☐
   5. Review every draft

   Spend about a minute per email: delete anything it made up, make it sound like you, and add one real detail you remember about each person.

6. ☐
   6. Send only to people who gave an email

   Copy each draft into your email, or let it save drafts if your email is connected. Only write to visitors who left their email on the sheet.

7. ☐
   7. Optional: make it a weekly one-click jobOptional extra

   In Claude, create a scheduled task with the 'Weekly rerun' prompt and set it to run manually, so every Sunday you just press Run and hand over the new sheet.

💬 Prompts to copy

I held an open house at [address] on [date]. Listing link: [URL].
1. From the listing, pick 4 standout features of the home.
2. Read every name, email address and handwritten note on the attached sign-in sheet photo(s). List any entry you can't read clearly instead of guessing.
3. For each visitor who left an email, write a 90-110 word follow-up email that: thanks them for coming, mentions one specific thing from my note about them, names two features that match what they liked, asks one open question, and offers a second viewing or new-listing alerts.
4. Warm, plain tone. Don't reuse the same opening line. Sign as [your name], [agency].
Don't invent anything about the visitors or the home. Show me all the drafts; don't send anything.

You run my Sunday open-house follow-ups. Ask me for the listing address and link, the open-house date and a photo of the sign-in sheet, and which visitors were the hottest. Then do the same steps as last time: 4 features from the listing, read every entry (list any you can't read), and a 90-110 word personal email per visitor who left an email. Show all drafts and wait for my approval. After I approve, ask if I want each visitor added to [client list / CRM] tagged 'Open house – [address]' with a follow-up reminder for Monday 9am. Don't create duplicates if the email already exists.

🔗 Links

• Agent Intelligence #43: The Sunday Night Follow-Up Sprint (source): https://news.agent-intelligence.co/p/sunday-night-lead-follow-up
• realestateusecases.com: this workflow summarised (where we found it): https://realestateusecases.com/u/open-house-sign-in-follow-up-claude/
• Claude: schedule recurring tasks: https://support.claude.com/en/articles/13854387-schedule-recurring-tasks-in-claude-cowork

From https://usecasy.com/use-case/open-house-sign-in-follow-ups/ · Guide checked 20 October 2026 · Prices are rough and shown in USD unless stated (MYR where relevant).