An external viewing host can show a property when the owner or agent is unavailable, but the appointment needs clear boundaries. Before handing over keys, establish what the host is authorised to do and what remains with the seller, landlord or instructed agent. A viewing service is not automatically a complete agency service.
Define the task
Ask whether the host will open the building, lead a tour, answer questions or collect feedback. Identify who prepares the property information and who deals with offers or applications. Avoid an arrangement in which the host guesses about a lease, repair or included feature because nobody supplied an answer.
Check access arrangements
If the home is occupied, agree the visit appropriately with the occupants. Explain who will attend and the expected timing. Record key collection, storage and return without attaching an exposed address label to a key. Consider how an appointment will be cancelled or rearranged if access cannot be confirmed.
Provide accurate instructions
Give the host a current description of the accommodation and a list of matters that must be referred back. Explain any area that should not be entered or photographed. A prepared answer sheet can help, but it must reflect the actual property rather than a previous listing.
Understand the contract
Read the fee, cancellation conditions, liability provisions and any limits of the service. GOV.UK’s estate-agent guidance underlines the importance of checking the contract and included work. If several providers are involved, confirm who is responsible for the viewing and the later transaction.
Review the outcome
Ask for factual feedback and a record of questions that need a reply. Check that the property is secured afterwards and any incident is reported promptly. Keep applicant or buyer details within the agreed process rather than circulating them unnecessarily.
This editorial guide does not recommend a viewing provider or guarantee security, enquiries or a sale. It helps define a service clearly while preserving the applicable access, privacy and professional responsibilities. Reviewed 30 October 2026.
Source and further reading: https://www.gov.uk/selling-a-home/estate-agents