Seller Update Report Template (Free Weekly Listing Report)
Key Takeaways
Free seller update report template (PDF, fillable PDF, Word) for weekly listing updates, plus what to include and how to keep sellers informed.
6 min read
A seller update report is a short summary you send a seller while their home is on the market: what activity the listing has had, what feedback came in, what you did that week, and what you recommend next. Sellers who hear from you regularly tend to feel better informed, and you get a chance to explain what is happening before they ask. The template below is a one-to-two page report with blanks to fill in from your own records. Download it as a PDF, a fillable PDF or a Word file.
Disclosure: we make ListingFlare, which includes a live seller dashboard described near the end. The report works with any tools.
What to Include
| Section | What goes in it |
|---|---|
| Listing and period | Address, seller name, report date and the dates it covers |
| Activity | Counts from your own records, compared with the previous period |
| Showing feedback | Themes in neutral words, with no buyer names or contact details |
| What you did | Marketing and follow-up actions you took |
| Nearby market activity | New listings, price changes and recent sales you have checked |
| Recommendation | What you suggest and why, tied to the activity above |
Filling in the Activity Table
The template leaves the measure column open so you can use the numbers you actually have. Common rows are listing page visits, online inquiries, showings, open house visitors, and offers or written feedback. Use counts from your own records, such as your listing page, your MLS and your showing schedule, and leave a cell blank if you do not have the figure. Do not estimate. A sample, with fictional numbers:
| Measure (sample) | This week | Last week | Notes |
|---|---|---|---|
| Showings | 3 | 1 | Two on Saturday |
| Online inquiries | 4 | 2 | Two asked about the school district |
These numbers are made up to show the layout. Your report should show your real ones.
Writing Feedback Without Naming Buyers
Summarize themes. For example, Two visitors liked the kitchen, and one mentioned the age of the roof. Leave out names, phone numbers and emails, which protects buyers' privacy. Report what was said, not what you wish had been said, and avoid blaming the seller or the home.
Making a Recommendation
Tie your advice to the activity. If there are many visits but few showings, you might suggest improving the photos or the description. If showings are steady but there are no offers, you might discuss price. If activity is low, you might add marketing. Say what you suggest and why, offer options, and let the seller decide. Do not promise a result, such as a sale price or a date.
How Often to Send It
Weekly is common, and the template's “reporting period” line works for any schedule. Whatever you promise in your listing presentation, keep to it. Our listing presentation template has a communication section for setting this up. A short, regular update usually beats a long, rare one.
Live Dashboards as an Alternative
If you would rather not compile numbers by hand, ListingFlare gives each listing's seller a private dashboard, reached by a magic link with no login. It shows live views, inquiries, showings and AI chats for their listing, with your name and photo and click-to-call and click-to-text buttons. Buyer details are anonymized in the activity list, and you can see when the seller has visited. You can send it alongside your own personal update, since a number alone does not explain what it means.
Related reading: how to market a real estate listing and the listing page checklist.
Let the Seller Watch Instead of Asking
You can send this report by hand each week, or give the seller a link. ListingFlare includes a seller portal where clients can watch their listing’s activity, plus analytics you can quote in your update. You can see the live demo or start the 14-day free trial.
Related Guides
- Listing page analytics: what to track
- Best showing scheduling software
- How to get more showings on a listing
Frequently Asked Questions
What should a seller update include?
Activity on the listing, showing feedback in neutral terms, what you did that period, relevant market activity, and your recommendation with next steps.
How often should I update a seller?
Weekly is a common default. Agree on a schedule in your listing presentation and keep to it.
Is there a free seller update report template?
Yes. This page offers one as a printable PDF, a fillable PDF and a Word file. It has blanks for your own numbers and nothing is prefilled.
Should I share buyer names in a seller update?
Generally no. Summarize feedback by theme and leave out names and contact details, and follow your brokerage's rules on what you may share.
What if the listing has little activity?
Report it honestly, explain what you are doing about it, and make a specific recommendation, such as new photos, more marketing or a pricing conversation.
