In Practice
A guest card is the file you keep on each prospect. It holds the name, contact details, desired move date, unit type, budget, source and every touch: calls, emails, tours and follow-ups. It lives in your property software, and it is the base for every leasing number you report.
Leasing agents fill them out when a lead comes in or walks in. Managers use them to check lead sources, count traffic, review follow-up and calculate conversion and closing ratio. A messy guest card means messy reports, so how you create and update them matters.
Example: a prospect emails after seeing a listing. The agent creates the card with the source, replies the same day, books a tour, notes what the prospect liked and what worried them, and follows up two days later. If the prospect applies, the card moves to the application. If not, the note explains why.
Common mistake: creating duplicate cards or leaving the source blank, which wrecks your cost per lease and conversion numbers. Another is recording personal details you do not need. Keep notes factual and related to the leasing process, and treat every prospect the same, because notes can be reviewed in a fair housing complaint.
Guest Card: Common Questions
What information goes on a guest card?
Contact details, desired move date, unit type, budget, lead source and a log of contacts, tours and follow-up. Keep notes factual and tied to the leasing process.
Why does the lead source on a guest card matter?
It tells you which marketing channels produce tours and leases, so it drives budget decisions and your cost per lease.
