What should I record after a property viewing as a seller?

Record the essentials

For each appointment, note the date, who attended as reported by the agent, which areas were viewed and whether any access issue arose. Record questions asked and the answers given, including when an answer remains outstanding. Avoid collecting unnecessary personal information about prospective buyers.

Summarise feedback in neutral language: for example, a visitor asked about heating controls or said a room felt dark. Keep direct comments in quotation marks only where they were reported accurately. Separate those comments from the agent’s assessment of interest or likely next steps.

Track actions consistently

Ask the agent to send a short written report after each viewing, including any promised follow-up and a realistic point at which you will hear more. Maintain a simple log of enquiries, documents supplied and changes agreed. If a buyer asks a technical, legal or tax question that you cannot answer confidently, note it and arrange a response through your lawyer, engineer or qualified accountant as appropriate.

Use recurring feedback to consider whether presentation or listing information needs clarification, rather than treating one reaction as a definitive market judgement. Protect confidential details and share the log only with people who need it to manage the sale. A consistent record supports clear decisions and reduces the chance of contradictory answers to different interested parties.