Describe how your brokerage exchanges referrals, and Makeform turns the brief into an editable real estate referral form. Capture the referring and receiving agents, the client's priorities, location, timeline, contact permission, referral-fee details, and follow-up routing in one consistent handoff instead of piecing the story together from texts and emails.
Route referral submissions to email, Slack, Google Sheets, and Zapier.
Sample prompts for the builder
Choose the referral scenario closest to yours, adjust the details, and send the prompt to the Makeform builder. The structure is a practical starting point you can edit.
Audience
Agents referring a buyer outside their service area
Format
Buyer referral intake with qualification and consent
Prompt size
347 chars
Example form structure
Buyer referral intake with qualification and consent
Referring agent and brokerage details
Where and what is the buyer looking for?
Budget, financing stage, and move timeline
Has the client agreed to be contacted?
Referral terms and handoff deadline
Suggested routing tags
Buyer referrals
Seller referrals
Relocation referrals
Ask separately who may contact the client and which communication channel the client prefers. A name and phone number alone do not explain the handoff permission.
Step 1
Refer
agent, client permission, and opportunity details
Step 2
Route
market, specialty, office, and priority determine the path
Step 3
Introduce
receiving agent gets the context for a warm handoff
Step 4
Track
submission, terms, dates, and follow-up stay together
Why structure the handoff
A client's name in a group text is not a complete referral. The receiving agent still needs permission to reach out, the reason for the move, market and timing, relationship history, and agreed referral terms. One structured intake captures those details before the introduction starts.
Required questions capture who is referring, what the client needs, where the opportunity belongs, when action is expected, and how contact is permitted. The receiving side can prepare before the first call.
Conditional questions show financing and search criteria for buyers, property and listing timing for sellers, or both for linked relocation transactions. Each agent sees a focused path within one intake standard.
Notifications can alert the referral coordinator, while Google Sheets or Zapier can carry structured fields into the team's workflow. Source, destination, follow-up date, and fee notes stay with the submitted record.
Built for referral paths
Start with the route your brokerage handles most often. Keep the shared identity, permission, and terms fields, then tailor the opportunity questions and notification destination for that referral path.
Capture both agents and brokerages, the client brief, target market, response date, intended introduction, and referral terms without forwarding an entire email thread.
Ask for destination, service type, property range, language, and urgency, then notify the assignment coordinator. Keep branch and specialist choices structured.
Record origin and destination markets, relocation-company context, household timing, transaction dependencies, and communication preferences so the receiving agent understands the larger move.
Route commercial, land, leasing, investment, property-management, or language-specific opportunities conditionally, including why the specialist is needed and what the client expects.
Referral workflow
Build the questions around decisions the receiving brokerage actually makes: whether it serves the market, which agent fits, how quickly the client expects contact, and what referral arrangement needs internal review.
Tell Makeform who submits referrals, available markets and specialties, mandatory information, each submission destination, and how buyer, seller, relocation, internal, and outside-brokerage referrals differ.
Replace generic options with real branches and service areas, show scenario-specific fields only when relevant, and clarify contact permission, confidential notes, and referral-fee fields.
Notify the referral coordinator or receiving team with the fields needed for triage. Connect a sheet or automation for a separate assignment and follow-up process.
Use the submission as the intake source for assignment and follow-up. Track acceptance, introductions, milestones, and fee status internally without asking the client to resubmit details.
Form vs email vs spreadsheet
Email is flexible and a spreadsheet is sortable, but neither reliably prompts the referring agent for every decision-making detail. A generated form collects consistent inputs first and can then feed the notification or tracking destination your team already uses.
Field guide
A useful form documents the professional handoff without turning the referring agent into a data-entry clerk. Make the routing fields structured, give context enough room, and clearly distinguish client-approved contact information from internal brokerage notes.
Referral parties
Capture the referring agent's contact details, brokerage, office, and jurisdiction, plus the requested receiving office or agent. These fields show who owns the relationship, who reviews the submission, and where clarifications go.
Client permission
Ask whether the client agreed to the introduction, who may contact them, the preferred channel and time, and whether the referring agent plans a warm introduction. Use brokerage-reviewed wording and collect only information needed for the handoff.
Opportunity details
Branch the form so buyers provide markets, property types, range, financing, and must-haves, while sellers provide property, occupancy, timing, and preparation needs. For a linked sale and purchase, show both paths and ask which milestone drives the schedule.
Assignment & urgency
Ask for the desired first action, expected response window, any appointment already discussed, and why a market or specialty is required. A notification can carry the deadline and routing choices to the assignment coordinator.
Referral arrangement
Capture the proposed percentage or flat amount, applicable transaction side or event, reviewers, and deadline. Record the proposed arrangement for the brokerage's review and documentation process without presenting the intake itself as an agreement.
Handoff record
End with a review summary so the submitter can catch an incorrect market, phone number, or timeline. Accept supporting files only when useful, label internal notes clearly, and state the routing destination. Keep later status updates in the internal workflow.
Related tools
Pair referral intake with property inquiries, listing details, buyer discovery, open-house registration, and broader partner routing. Each link opens a real Makeform tool you can adapt to the next stage of the workflow.
Create a general agent-to-agent referral intake when the handoff is not limited to a particular property market or transaction type.
Open toolCapture a prospective client's initial question, market, contact preference, and service need before deciding whether an agent referral is required.
Open toolCollect structured listing and property information after a seller referral has been accepted by the appropriate team.
Open toolAsk deeper buyer discovery questions about financing, preferred areas, property criteria, timing, and tradeoffs after the introduction.
Open toolRegister visitors, capture follow-up preferences, and organize new inquiry details that may later need assignment or referral.
Open toolBuild a broader intake for mortgage, title, relocation, staging, inspection, or other partner-to-partner introductions.
Open toolFAQ
Practical answers for agents, referral coordinators, team leads, and brokerages standardizing client handoffs.
A real estate referral form is a structured intake used when one agent or brokerage introduces a client opportunity to another agent, office, or specialist. It records the referring party, receiving destination, client-approved contact details, buyer or seller needs, market, timing, requested next action, and proposed referral terms. It supports the operational handoff; any separate brokerage review or documentation can remain in the process your organization already uses.
Include the referring agent's name, brokerage, office, email, and phone; the target market and requested receiving agent or expertise; the client's approved contact information and preferred contact method; buyer, seller, or relocation details; price or property range; timing and urgency; a concise relationship history; the proposed referral-fee details, if applicable; and the date or action expected next. Add an attachment field only for files the receiving team genuinely needs.
Yes. Begin with a referral-type question and use conditional logic to show the relevant path. A buyer path can ask about search area, financing stage, range, and must-haves. A seller path can ask about the property, occupancy, motivation, and listing window. A relocation path can show both when a sale and purchase are linked, plus origin, destination, employer context, and the milestone driving the move.
Ask the submitter to confirm that the client has agreed to the introduction and specify which contact details may be shared, who may make contact, and which channel the client prefers. Explain how the submission will be routed, avoid requesting information that is unnecessary for assignment, and separate internal notes from client-facing content. Have your brokerage review the exact permission and privacy wording used for its locations and processes.
The form can collect structured routing choices such as destination market, branch, transaction type, property category, language, and requested expertise. Configure notifications or connected workflows around those choices according to the routing options available in your setup. Keep a general coordinator option for referrals that do not clearly match one branch, and include a requested response date so assignment does not obscure urgency.
Yes. Makeform provides unlimited free forms and responses, so you can generate, edit, publish, and collect referral submissions without a free-plan response cap. The paid tier removes the Makeform badge. You can continue refining the questions and sharing the published form as your markets, branches, or referral process change.
Use the public form for intake: what was referred, by whom, to whom, under what proposed terms, and by what deadline. Then use the submission, an exported sheet, or your connected internal system as the starting point for later statuses such as reviewed, assigned, accepted, introduction made, active, closed, or fee follow-up. Keeping operational status outside the submitter-facing questions prevents later updates from changing the original handoff record.
Require only the facts needed to route and begin contact, use selection fields for branch and service decisions, and reserve long-answer fields for the client story and prior conversation. Conditional logic prevents a buyer agent from seeing seller-only questions. Clear help text reduces vague answers, while a final summary lets the referring agent correct the market, timeline, or contact details before submitting. Move detailed discovery into the receiving agent's later buyer or seller questionnaire.
Make every referral a clear handoff.
