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Broker Contact List

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Broker Contact List

This Broker Contact List and accompanying agreement is entered into between the parties identified below for the purpose of compiling, maintaining, and providing authorized broker contact information for business introductions, transaction facilitation, and related services. The parties warrant that the information provided is accurate to the best of their knowledge and that each disclosed broker is authorized to act in the capacities set forth herein.

Parties

Recitals

WHEREAS, Client requires a consolidated and validated list of licensed brokers for the purpose of sourcing introductions, negotiating transactions, and coordinating market outreach; and

WHEREAS, Provider maintains relationships with multiple brokers and has compiled broker contact information that Provider represents to be accurate and current as of the dates noted herein; and

WHEREAS, the parties desire to memorialize the scope, use limitations, confidentiality obligations, payment terms, and governing law applicable to the delivery and use of the Broker Contact List.

Scope of Work

Provider shall compile and deliver a list containing the contact information of brokers, which shall include at minimum each broker's full name, firm affiliation, license number, primary phone number, primary email address, physical mailing address, and any special notes regarding areas of expertise or transactional limitations. Provider will use reasonable efforts to verify licensing status at the time of delivery but does not guarantee ongoing license status after delivery.

Broker Contact List

Instructions: Complete each broker entry. Attach additional pages if necessary and label sequentially.

Phone:

Email:

Phone:

Email:

Phone:

Email:

Additional brokers may be appended on company letterhead or additional pages, each page sequentially numbered and referenced in the Scope of Work. Provider shall indicate the date on which each additional broker entry was verified.

Payment Terms

In consideration for the provision of the Broker Contact List and ongoing support as specified, Client shall pay Provider pursuant to the terms below.

Client's failure to pay undisputed amounts when due will accrue interest or late fees as set forth above and Provider may suspend delivery of updates to the contact list until payment is brought current. Payment disputes must be raised in writing within fifteen (15) days of receipt of the invoice.

Term and Termination

This agreement commences on the Start Date and continues until the End Date unless earlier terminated in accordance with this section.

Start Date:

End Date:

Either party may terminate for material breach if such breach has not been cured within the notice period specified above. Termination does not relieve Client of obligations to pay for services rendered or expenses incurred prior to the effective date of termination.

Confidentiality

The parties acknowledge that the Broker Contact List contains confidential business information and trade secrets. Each party agrees to maintain in confidence all non-public information provided hereunder, to use such information solely for the purposes expressly permitted by this agreement, and not to disclose such information to any third party without the prior written consent of the disclosing party, except as required by law. Reasonable internal distribution to employees, advisors, or contractors who have a need to know and who are bound by confidentiality obligations is permitted.

Governing Law

This agreement shall be governed by and construed in accordance with the laws of the State of without regard to its conflict of law principles.

Entire Agreement

This document, together with any attached schedules or appended broker pages, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior negotiations, understandings, and agreements. Any amendment must be in writing and signed by both parties.

Representations and Warranties

Provider represents that to the best of its knowledge the broker information provided is accurate and that Provider has not knowingly omitted material information that would affect Client's use of the brokers. Client acknowledges that Provider makes no warranty as to the broker's performance, licensing after the date of verification, or suitability for any particular transaction.

Certification

By signing below, each party certifies that it has authority to enter into this agreement and that the information it provides herein is true and accurate to the best of its knowledge. Each party further agrees to notify the other promptly of any material changes to broker contact information.

Client Printed Name:

By:

Date:

Provider Printed Name:

By:

Date:

Enter text✕

What the Broker Contact List Is and when it's used

A Broker Contact List is a structured record that captures the names, firm affiliations, contact details, licensure, and role of real estate brokers, agents, and broker-of-record contacts associated with a transaction or account. Organizations use it to centralize contact points for compliance checks, license verification, commission routing, and regulatory reporting. The list can be a standalone form, an appendix to agreements, or an internal register maintained by brokerages, property managers, escrow companies, or corporate real estate teams to ensure accurate communications and authorized signatories.

Why maintaining a clear Broker Contact List matters

A current Broker Contact List reduces communications errors, supports regulatory checks, and documents which licensed broker may represent a party. It streamlines broker verification, clarifies authority to sign or receive commissions, and helps meet recordkeeping expectations under state broker licensing and federal record-retention rules.

Why maintaining a clear Broker Contact List matters

Who typically prepares and relies on a Broker Contact List

Teams and individuals who prepare, verify, or reference a Broker Contact List vary across industry roles and organizations.

  • Real estate brokerages and franchise offices that must track licensed agents and broker-of-record for transactions and compliance.
  • Property managers and leasing teams that need a single roster of broker contacts for tenant onboarding and maintenance of lease files.
  • Title and escrow companies that use broker lists to confirm representation, routing of commissions, and authorized contact points.

Keeping the list accessible and up to date ensures faster verification, fewer delays at closing, and a clear audit trail for internal or regulatory review.

Core components to include in a professional Broker Contact List

A complete Broker Contact List contains identification, licensing data, and routing details so other parties can verify authority and contact the correct representative quickly.

Broker Name

Full legal name of the broker or brokerage as shown on license and corporate records.

License Details

State license number and issuing jurisdiction plus expiration date to support verification.

Role

Designated role such as Broker-of-Record, Listing Agent, Selling Agent, or Referral Agent.

Contact Details

Street address, business phone, mobile number, and professional email for direct communication.

Commission Routing

Preferred payment instructions or accounting contact for commission disbursement.

Authority Notes

Any limits on signing authority, delegation notes, or dual-license disclosures relevant to transactions.

Required information fields at a glance

Broker legal name: Enter the full legal or trade name
License number: State-issued license identifier
License state: Two-letter state abbreviation
Business address: Street, city, state, ZIP
Contact phone/email: Direct business phone and professional email
Authorized role: Broker-of-Record, Listing Agent, etc.

Step-by-step: completing a Broker Contact List

Follow these steps to prepare a usable, verifiable Broker Contact List for a transaction or corporate record.

  • 01
    Gather documents: Collect broker license, W-9 (if commission paid), and business card
  • 02
    Enter identifying data: Populate name, license number, license state, and address
  • 03
    Confirm authority: Record role and any signing limits or delegation
  • 04
    Validate and store: Verify license status, save signed copy, and send to stakeholders

Configuring an online completion workflow

When you set up digital collection, map fields and routing to match your internal review and compliance checkpoints.

Field Configuration
Name Required text field; auto-validate against license DB if available
License Number Required; pattern validation (alphanumeric)
Email Required; send verification code for attribution
Role Dropdown with predefined role values

Digital signing and distribution considerations

Choose a platform that supports secure e-signing, audit trails, and the integrations your team uses for CRM and document storage.

  • Integration: Connectors to CRM and cloud storage (Salesforce, NetSuite, Google Workspace, Box)
  • Security: TLS 1.2/1.3 in transit and AES-256 at rest; HIPAA BAA where PHI is present
  • Authentication: Email/SMS codes, optional KBA or advanced signer authentication

Ensure the chosen provider produces a complete audit trail (timestamps, IP addresses, action log) and supports the file formats you use (PDF, DOCX).

Where to send or file the completed list

The Broker Contact List should be routed to internal records, transaction teams, and any third parties who require it for verification or payment.

  • Internal records: Store in the transaction folder or CRM record
  • Accounting: Send to accounts payable for commission routing
  • Title/Escrow: Provide to title or escrow to confirm representation
  • Compliance: Archive with licensing verification evidence

Timelines and time-sensitive actions to track

Monitor deadlines that can affect tax reporting, payments, and license validity when maintaining or exchanging broker contact data.

License checks:

Verify license status before listing and on each renewal cycle

W-9 requests:

Obtain W-9 from payees upon engagement; no fixed IRS deadline

1099 reporting:

Collect payee TINs in time to meet Jan 31 reporting for 1099-NEC

Record updates:

Update list within 30 days of role or contact changes

Retention checks:

Review retention schedules annually for compliance

Common risks and consequences of incomplete or incorrect lists

Incorrect TIN: May trigger IRS backup withholding at 24%
Missing license data: Could prevent closing or trigger regulatory inquiry
Privacy breach: Exposes personal data risk; HIPAA applies if PHI present
Payment misrouting: Commissions sent to wrong party create recovery expense
Late tax reporting: 1099 penalties range from $60 to $330 per form under IRC §6721
Audit trail gaps: Weak attribution can undermine enforceability of authorizations

Representative eSignature vendor pricing and feature comparison

Basic plan pricing and feature availability vary by vendor and plan tier; signNow is listed first for comparison purposes.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Real-world scenarios where a Broker Contact List adds value

Below are practical examples of how organizations use a Broker Contact List to reduce friction and support compliance.

Title Company Use

A title company collects a broker list before closing to confirm authorized signers and payment routing

  • Facilitates commission disbursement
  • This reduces last-minute delays and provides a clear audit trail for post-closing reconciliation and regulatory review.

Property Management

A property manager maintains a roster for leasing officers to verify agent authority

  • Ensures correct contact for tenant issues
  • It speeds tenant onboarding, supports emergency contacts, and documents representation for audits.

Practical tips for accurate and efficient completion

Adopt simple practices to keep lists accurate and to minimize downstream errors and compliance risks.

Standardize the template
Use a single form with required fields to prevent missing data and allow automated validation.
Verify periodically
Re-check license status at defined intervals and whenever a transaction is initiated.
Use secure e-signature
Capture signatures with an audit trail to support attribution and retention requirements.
Limit access
Restrict editing to authorized staff and store read-only copies in the transaction archive.

Frequently asked questions about the Broker Contact List

Answers to common questions about completion, legal validity, and electronic handling of broker contact records.


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