The Site Visit Checklist for Channel Partners
A site visit is the most expensive hour in a channel partner's week, and the least recorded. Visits happen with no confirmation, no notes and no follow up, and weeks later nobody can prove who took the buyer to the site or what was discussed. This checklist fixes that: what to confirm before the visit, what to do during it, and what must happen after, every single time.
The pain: visits that leave no trace
Ask a channel partner team what happened on last month's site visits and you will hear the same story. A buyer was taken to a project, seemed interested, and then nothing: no note of what they liked, no record of the objection that stopped them, no follow up because the visit itself was never written down. When the same buyer books later through someone else, there is not even proof of who did the work.
A checklist sounds basic. It is also the difference between a visit that moves a deal and an expensive drive. Run every visit through the same three stages: before, during and after.
Before the visit: confirm and prepare
- Confirm the buyer. Reconfirm the day before and again on the morning of the visit: who is coming, how many people, and whether the decision makers will be there. A visit without the spouse or parent who decides is usually a first draft, so plan for it honestly.
- Fix the project and unit details. Project, tower, configuration and the specific units you will show, plus which sample flat is open. Decide the shortlist before you reach the site, not in the parking area.
- Plan the route and timing. Know the drive time, where the buyer will meet you, and how long the visit realistically takes. Stack visits with a buffer between them; a rushed visit reads as disinterest.
- Carry the right documents. The latest cost sheet, the payment plan, floor plans and the brochure. Prices quoted from memory create disputes later; prices quoted from the current cost sheet close deals.
- Charge and check. Phone charged, location link for the site ready to send, and your notes from earlier calls with this buyer read once before you leave.
During the visit: run it, do not wander it
- Greet and settle. Introduce yourself and anyone with you, offer water, and set the plan in one line: what you will see, in what order, roughly how long.
- Follow a route through the project. Approach road, entrance, amenities, then the tower and the sample flat. The route is your argument, in the order a buyer actually decides.
- Use the sample flat talking points. Layout and usable space, light and ventilation, the view from the actual floor band, storage, and the possession timeline. Connect each point to something the buyer told you they care about.
- Handle price questions with the cost sheet. Show the full figure and the payment schedule, stage by stage. If asked for a discount beyond your authority, say plainly that you will confirm and give a date, then honour that date.
- Note objections exactly. Write down the buyer's words, not your summary of them. "Third floor feels low" and "price is high" lead to very different follow ups, and memory blurs both by evening.
- Close with a next step. Before the buyer leaves, agree what happens next and when: a call on a day, a second visit with family, or an EOI discussion. A visit that ends with "let us see" usually ends there.
After the visit: same day, on record
- 1Send the same day follow up message: thank them, attach the cost sheet, and restate the next step you agreed.
- 2Update the lead record while the visit is fresh: outcome, interest level, the objections in the buyer's own words, and who attended.
- 3Confirm the next step has a date, and set it as a follow up so it cannot slip quietly.
- 4Note anything the developer's team promised during the visit, with the name of the person who said it.
The after stage is where most visits are lost. The buyer goes home, discusses with family, and talks to the next agent who calls. The same day message and the dated next step are what keep your visit alive in that conversation.
The whole checklist, ready to copy
Copy this into your notes app or your team group, and run it for every visit.
SITE VISIT CHECKLIST Before the visit [ ] Buyer confirmed for date and time, reminder sent [ ] Decision makers confirmed by name: spouse, parents, whoever signs [ ] Project, tower, configuration and unit details noted [ ] Latest cost sheet, payment plan and offers in hand [ ] Project RERA registration number noted for buyer questions [ ] Route planned, travel time checked, visit slot realistic [ ] Entry pass or gate permission arranged, parking checked [ ] Second project nearby kept ready as a backup option [ ] Brochure and floor plans carried, phone charged During the visit [ ] Buyer greeted and decision makers identified [ ] Buyer registered at the developer site office under your name [ ] Route through the project follows a plan, not a wander [ ] Sample flat talking points covered: layout, light, ventilation, amenities, possession [ ] Floor, view and facing checked against what the buyer asked for [ ] Price questions answered with the cost sheet, not from memory [ ] Extra charges explained: floor rise, club charges, parking, maintenance [ ] Objections heard fully and noted down word for word [ ] Photo or location note taken with the buyer's permission After the visit [ ] Same day thank you message sent with the cost sheet [ ] Lead record updated: outcome, objections, interest level [ ] Visit proof kept on record: registration slip, photo or location note [ ] Anything the developer's team promised noted, with the name of who said it [ ] Photos and a short visit summary sent to family who could not attend [ ] Booking and EOI steps shared in writing, with amounts and dates [ ] Next step agreed with a date: call, second visit or EOI discussion [ ] Buyer placed on the right follow up list: hot, warm or revival [ ] Follow up task set, so nothing waits on memory
How Leadvio handles site visits
Leadvio schedules site visits on the lead record itself, so the visit is planned where the lead's calls, WhatsApp chats and follow ups already live. After the visit, the outcome and notes go on the same timeline, and the agreed next step becomes a tracked follow up instead of a hope. For a channel partner, that record does double duty: it keeps the deal moving, and it is the proof of work behind your commission.
Pair this checklist with ready messages for the invite, the reminder and the same day follow up from our WhatsApp scripts for channel partners.
Frequently asked questions
The buyer and their time, confirmed twice (the day before and the morning of), the project, tower, configuration and unit to be shown, the latest cost sheet and payment plan, and a realistic route and slot. Most failed visits fail before they start.
The record proves the visit happened with your team, which supports your commission claim with the developer. It also holds the objections and interest level, so the follow up is based on what the buyer actually said, not on memory.
The same day, with a thank you message and the cost sheet. Then the next step agreed during the visit (a call, a second visit with family, or an EOI discussion) should happen on the date promised.
Answer from the latest cost sheet, with the full payment schedule, never a rough figure from memory. If a discount or offer is beyond your authority, say so honestly and give a date by which you will confirm, then keep that date.
Leadvio schedules the visit on the lead record, keeps the visit record and outcome on the lead timeline, and sets the follow up as a task, so the visit, the notes and the next step are in one place for the whole team to see.
Related reading
No visit off the record, ever again
Leadvio schedules site visits on the lead record, keeps the outcome and objections on the timeline, and turns the next step into a tracked follow up. The visit counts, because it is recorded.