HelloForms
Property · free template

Property Listing Onboarding Form

Everything needed to list: legal details, features, compliance documents and photo access.

A ready-to-use real estate & property form for agents, lettings teams and property managers: 19 questions, 3 pages, 3 conditional rules.

Questions
19
Pages
3
Layouts
classic · card
Conditional rules
3
Preview it in the gallery

Searches this template answers

Also filed under

Live preview and test console

This is the real form. Answer it to test the 2 conditional rules — nothing is sent or stored.

Page 1 of 3 — Owner & property

New listing onboarding

Include your country code.

1 question is hidden by conditional logic right now — change an answer above to reveal it.

Compliance checklist

Ready to publish
  • Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
  • Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
  • Financial disclaimer present — passingThis form does not provide financial, tax or legal advice. Any figures shown are indicative only and are not an offer of credit or a guarantee of terms. Please seek advice from a regulated adviser before making a decision.
  • Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Property Listing Onboarding Form is built for agents, lettings teams and property managers who need to pre-qualify enquiries and gather documents up front.

  • Agents, lettings teams and property managers working in real estate & property.
  • Teams who need to pre-qualify enquiries and gather documents up front without writing code or paying for a custom build.
  • Anyone replacing viewings booked with people who were never eligible with one structured record per enquiry.
  • Respondents are buyers, renters and landlords — the form asks them 19 questions across 3 screens.
  • Mobile-heavy audiences, thanks to the one-question-per-screen card layout.

Why this form is useful

It removes the cost of viewings booked with people who were never eligible and turns each submission into a record your team can act on immediately.

  • 10 questions are required, so submissions arrive complete instead of needing a follow-up email.
  • It collects a verified email address so replies and confirmations land.
  • It captures a phone number for urgent follow-up.
  • It accepts a document or photo upload as evidence.
  • It pins the request to a specific date.
  • It captures a full postal address.
  • It captures a numeric value you can filter and sort on.
  • Conditional logic hides 3 questions until they are relevant — shorter forms convert better than long ones.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

  1. 1Press “Use this template” — a fresh copy of Property Listing Onboarding Form lands in your workspace, ready to edit.
  2. 2Rename or delete any question, and change what is required. Nothing here is fixed.
  3. 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
  4. 4Check the upload limits on the file question so respondents can attach what you actually need.
  5. 5Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
  6. 6Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 3 conditional rules ship with it.

  • Features advanced show logic: if “Tenure” is Leasehold, the form dynamically exposes “Lease years remaining and service charge”. Otherwise that question never appears.
  • Features conditional validation: if “Tenure” is Leasehold, “Lease years remaining and service charge” becomes mandatory before the form can be sent.
  • Features advanced show logic: if “EPC available?” is No, the form dynamically exposes “EPC ordering note”. Otherwise that question never appears.
  • All 3 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

A listing that goes live with a missing certificate or an undisclosed lease detail costs an agency far more time than the form that would have caught it. This onboarding is ordered around what stops a listing being published legally rather than what looks nicest on the page: ownership and tenure come before bedrooms and features, because a joint ownership situation or a short lease can change the whole timeline before anyone thinks about photography. Choosing leasehold opens a question about years remaining and service charge, since a lease under seventy years changes mortgageability and needs flagging to the coordinator immediately rather than being discovered during a buyer's conveyancing. The property details page collects the practical facts a portal listing needs, kept short so an owner filling this in on their phone does not abandon it halfway through. The compliance page closes with photography access and a target date, and answering that no EPC exists reveals a short note offering to arrange one, which turns a blocker into a booked task rather than a stalled listing.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Page 1 — Owner & property

  • Owner namerequired
  • Email addressrequired
  • Phone numberrequired
  • Property address
  • Ownership statusrequired
  • Tenure
  • Lease years remaining and service charge

Page 2 — Details

  • Property typerequired
  • Bedroomsrequired
  • Bathrooms
  • Floor area
  • Year built
  • Key featuresrequired
  • Asking price or rentrequired

Page 3 — Compliance & access

  • EPC available?required
  • EPC ordering note
  • Gas safety and electrical certificates
  • Photography access arrangementsrequired
  • Target listing date

19 questions in total.

How the form changes as it's filled in

This template ships with 3 conditional rules, grouped into 3 behaviours driven by 2 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Tenure”

  • Reveals questions

    If “Tenure” is Leasehold, the form reveals “Lease years remaining and service charge”.

  • Makes answers required

    If “Tenure” is Leasehold, “Lease years remaining and service charge” becomes required before the form can be submitted.

Driven by “EPC available?”

  • Reveals questions

    If “EPC available?” is No, the form reveals “EPC ordering note”.

Set it up step by step

  1. 1

    Chase leasehold detail immediately

    Years remaining under seventy needs a decision from the coordinator before marketing starts, not after an offer.

  2. 2

    Order the EPC the day the form is submitted

    The note that appears for a missing EPC should trigger a task, not just sit as an answer.

  3. 3

    Use the key features field for portal copy

    Owners describe rooms in their own words, which often becomes the strongest line in the listing description.

  4. 4

    Confirm photography access before the shoot is booked

    Vague access arrangements are the most common reason a photography slot gets wasted.

Mistakes to avoid

  • Listing a leasehold property without checking years remaining, then re-negotiating the price after a buyer's solicitor raises it.
  • Publishing without an EPC on file because nobody flagged that it was missing.
  • Booking a photographer before confirming how they will get into the property.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Order any missing compliance documents, schedule photography, and set the listing live once certificates and access are confirmed.

Works in both layouts

Browse classic templatesBrowse card templates

Forms that overlap this one

These pages cover the same subject ground as the property listing onboarding form, matched on the words people actually search for.

Privacy & compliance

This form takes money. Card details are handled by the payment provider and never stored in your response data — you keep the order details, not the card number.

Frequently asked questions

Does this replace the formal instruction agreement?

No, this collects the operational detail; the signed agency agreement is a separate document.

What if the owner does not know the lease years remaining?

Ask for the last service charge statement or ground rent notice, which usually states it.

Can tenants complete this instead of owners?

No, ownership and compliance answers need to come from the legal owner or their appointed agent.

How soon after submission should a listing go live?

Once certificates are on file and photography is booked, most agencies list within three to five working days.

Is the Property Listing Onboarding Form template free to use?

Yes. You can preview and test Property Listing Onboarding Form on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Property Listing Onboarding Form template ask for?

It asks 19 questions across 3 pages, 10 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Property Listing Onboarding Form form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic and card layouts, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this real estate & property form work?

3 conditional rules ship with the template: Features advanced show logic: if “Tenure” is Leasehold, the form dynamically exposes “Lease years remaining and service charge”. Otherwise that question never appears. Features conditional validation: if “Tenure” is Leasehold, “Lease years remaining and service charge” becomes mandatory before the form can be sent. Features advanced show logic: if “EPC available?” is No, the form dynamically exposes “EPC ordering note”. Otherwise that question never appears. All rules are editable in the Logic tab.

Where do responses to the Property Listing Onboarding Form form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Property Listing Onboarding Form form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

Can respondents upload files?

Yes. This template includes a file upload question, so respondents can attach documents or photos with their answers. You can adjust the accepted file types and size limits on that question.

Related templates

More forms teams pair with the property listing onboarding form.

Related categories

All Real Estate & Property templates