Showing Cheatsheet — Polpo Group Real Estate

General Showing Guidelines

Check the showings page regularly. The schedule should be set each morning, but check back throughout the day in case anything gets added or changed.
Check vacancies before each showing. The Vacancies page shows which units are available at each property. It gets updated as leases are signed, so check it before every showing. If you're ever unsure what's available, just tap the Vacancies tab on this site — it's always up to date.
Fill out the feedback form after every showing — including no-shows. Click the "Showing Feedback" button on the showing card, pick your name, answer the questions, and submit.
If someone asks for an application, just let them know they'll receive it shortly. On the feedback form there's a place to note that they want an application and which unit — we'll handle sending it.
Check the FAQ page for answers to common prospect questions (pet policy, parking, utilities, lease terms, application process, etc.).

No-Shows

Wait 20 minutes, then you're good to leave.
You can call or text the prospect to check if they're still coming — that's fine.
Still fill out the feedback form for no-shows so we can track them.
No-shows are not your fault — you'll still be compensated for your time.

Contacting Prospects

It's ok to call or text a prospect if they're a no-show or running late.
Don't give out your personal number. If a prospect wants a way to reach us, give them our system number: (217) 571-4168. That goes to our team inbox.
If someone texts your personal number after a showing, redirect them to message us at (217) 571-4168.
If someone asks a question you can't answer, that's totally ok — just let them know that someone from the team will get back to them. Note the question on the feedback form so we know to follow up.

Locking Up

Always lock all doors when you leave — double-check every door you opened during the showing. Make sure the unit door, building entry doors, and any common area doors are fully locked and secure.
Return keys to the lockbox. If you used a lockbox to get a key, put it back in the same lockbox when you're done. Everything should be in its place so the next person showing the unit can find it.
Leave the property the way you'd want to find it. Lights off, doors locked, keys returned — ready for the next showing.

Occupied Unit Showings

Tenants are notified in advance. When a showing is scheduled for an occupied unit, the tenant receives both an email and a text notification ahead of time. Per their lease terms, we have the right to show the unit with proper notice. Even if a tenant says they didn't know, they were notified — you're in the clear.
Give the prospect a heads-up before you go in. When you arrive, let them know: "Just so you know, this unit is currently occupied, so please be mindful of the tenant's space as we walk through."
Knock and announce yourself. Knock on the door and say "Hey, here for a showing." If no one answers, knock again. We do have permission to enter even if the tenant isn't home — so after knocking twice, go ahead and let yourself in.

Property Notes

1230 Delta Blvd ▲

Current vacancy: Unit 8

Door keypad code: 0624

South central door: Common space entry code is 9311

Basement access: Inside the building, south side. Door code is 9311 to enter the common space, then lockbox code is also 9311 to get the key for the basement (laundry).

Utilities: All utilities are in the company's name — nothing is in the tenant's name. Billed back monthly, split evenly. Average is $150–$200/month.

If the unit isn't clean, just let the person know the tenant just moved out Saturday so it still needs to be cleaned up.

2445 Fairfield Ave ▲

Unit sizes: 1 bed / 1 bath (700 sq ft) and 2 bed / 1.5 bath (950 sq ft)

Finish levels: 1st floor = upgraded finishes (higher rent), 2nd & 3rd floor = standard finishes

How to run a Fairfield showing:

Start by confirming what size they're looking for — 1 bed or 2 bed (or both).
Ask if they'd like to see the upgraded finishes (1st floor) or standard (upper floors) — or both. There's a small price difference.
Offer to show more than one unit — even on the same floor, layouts can vary. "Want to see a couple so you can compare?"
Check the Vacancies page to pick which vacant units match their preferences.

Good questions to work into the conversation:

"When are you looking to move in?"
"Do you have any pets?"
"How many people will be living in the unit?"
"Are you currently working? Where at?"
"Have you rented before?"
"Do you have any questions for me?"

These all have spots on the feedback form — jot down what you learn and fill it in after.