Keeping track of prospective tenants

[Shane H.]

I've tried searching for something on this subject but came up short. I currently have a house under remodel that will be finished this week and there are 5 people wanting to see it when it's done. I have not posted an ad on Craigslist for it yet as it isn't ready for pictures. But I am receiving about 3-6 calls a day on the yard sign, and usually at least one of those is interested after hearing the automated voicemail with the details.

So my question is this, how do I keep track of the interested prospects as they call? I imagine it will be a moot point once the unit is ready; if they turn in an app then I have that to keep track of them, if they don't turn in an app, then I don't need to remember them.

Currently I have been keeping a notebook and taking as many notes on them as I can to try and keep them all straight.

Has anyone else run into this problem?

[Elizabeth Colegrove]

Shane, I schedule them all on one day every 15 minutes. I write there name and number besides the time. I do it in such "short" amount of time because I have a lot do no shows. This system is simple and have saved me a lot of headaches.

[Dawn Anastasi]

I use a Google spreadsheet (Google Sheets) and record the name, phone number, and other notes.  I schedule a couple 1-hour open houses on different days/times and see which one they would be able to make it to.  I invite them to come any time during that hour.  Usually there are some no-shows but then I get some people there.

[Account Closed]

I just use a Word doc with pre-typed in questions, that I type the answers to as I talk to them. I keep additional notes on all of the contact I have with the person. I've never been sued, but I figure I have all of my notes in case it ever happens. 

[Shane H.]

What would be the most likely reason for a lawsuit if you mismanage your callers?

[Dawn Anastasi]

You can get accused of discrimination, but all you really need is a set of pre-written screening criteria and also questions you ask every potential applicant.  State facts about the unit such as "2 bedrooms 1 bathroom", not subjective and potentially discriminatory comments like "great for a single mom" or "couples welcome" or "lots of Catholic neighbors".

[Account Closed]

Yes, exactly what @Dawn Anastasi said. 

[Mike M.]

I use a "Telephone Prospect Card" form I got from the Landlording for Dummies book. Asks all pertinent info and has a section for notes.

[Shane H.]

Thank you @Dawn Anastasi and @Mike M. very helpful. I downloaded a similar set of note cards off of google that look perfect for what I need.