Property viewing form template for Spain, free and in PDF

A viewing form (in Spain, hoja de visita or parte de visita) is the document a prospect signs when an agent shows them a property. It records who viewed which property, when and with which agency, and usually includes a statement by the visitor that they learned of the property through that agency. It is widespread practice in the sector and has a clear aim: to let the agency prove, if it ever needs to, that it was the one that brought buyer and seller, or tenant and landlord, together.

The typical case: the agency shows a flat, the prospect lets a few weeks pass and ends up buying it directly from the owner, or through another agency, to save the fees. If the listing agreement with the owner provides for fees in that case, the agency needs evidence that the buyer came through it. The viewing form is the first piece of that evidence.

Let us be honest: a viewing form is not a brokerage contract with the visitor. The agency's contract is with the owner (the listing agreement), and that contract determines when fees are due and who pays them. A visitor who signs the form does not undertake to buy, rent or pay the agency anything simply by signing it.

What it is: a signed private document that evidences a fact, namely that this person viewed this property with this agency on this date. In court, private documents are full evidence when the party they harm does not challenge their authenticity; if it is challenged, the party relying on it may ask for a handwriting comparison or propose other evidence, and if authenticity cannot be established the court weighs it according to the rules of sound judgement (article 326 of the Spanish Civil Procedure Act). If the form is signed electronically, the same article sets out presumptions in favour of documents signed with a qualified trust service.

What it does not prove by itself is that the agency's involvement was what made the deal happen, or that fees are owed. That depends on what the listing agreement says (exclusivity, tail period) and on how the judge weighs all the evidence: emails, messages, offers passed on, viewing schedule. That is why a viewing form works best as one piece of a well-kept file rather than as a loose sheet in a drawer.

Yes, provided it is used transparently. Parties may sign whatever documents they see fit if they are not contrary to law, morality or public order (article 1255 of the Spanish Civil Code). What is not acceptable is using it for something other than what it says: passing off a payment commitment as a simple viewing form, or charging a residential tenant costs the law forbids passing on to them. In residential lettings, property management and contract formalisation costs cannot be passed on to the tenant, directly or indirectly (article 20.2 of the Urban Leases Act).

Nobody is obliged to sign a viewing form: the prospect may refuse, and the agency may decide whether or not to show the property. In Catalonia, the viewing form also presupposes a written instruction: agents may not offer or advertise third-party properties without first signing a listing agreement with the owner (article 55.6 of the Catalan Housing Act 18/2007).

A viewing form collects personal data, so the General Data Protection Regulation applies. Data must be adequate, relevant and limited to what is necessary for the purpose (data minimisation, article 5.1(c)). To evidence a viewing it is enough to identify the visitor and be able to contact them: name, phone or email, date and signature. An ID number is not essential; if you ask for it, explain why. When collecting the data you must state who the controller is, the purposes, legal basis, recipients, retention period, the person's rights and their right to complain to the supervisory authority (article 13). If the legal basis is the agency's legitimate interest in evidencing its brokerage (article 6.1(f)), it must be stated expressly.

Sending the visitor other offers is a different purpose: ask for separate consent and make clear they can withdraw it at any time. The template above keeps it in its own field.

• One form per viewing, with date and time, signed before or right after showing the property, never days later.
• Signed by visitor and agent, with a copy for the visitor: a document both parties hold is harder to dispute.
• Make sure the address and reference match the property's listing agreement.
• Make sure the listing agreement says what happens if the owner closes with one of the agency's visitors after the instruction ends. Without that clause, the viewing form loses much of its usefulness.
• File the form with the property record and messages with the prospect, and keep it for as long as fees can be claimed.