Listing Identifier
MLS number and parcel or tax ID to precisely identify the property for MLS and public record reconciliation.
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Change of Property Listing Information
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What the Change of Property Listing Information Is and When it Applies
Why an Accurate Change of Property Listing Information Matters
Updating listing information preserves marketplace accuracy, protects broker and seller compliance with MLS and state licensing rules, and reduces risk of misrepresentation claims. A properly completed form creates a clear audit trail showing who approved the change and when it took effect, which aids dispute resolution and recordkeeping.
Who Typically Completes and Signs This Form
Responsibilities and signature authority vary by brokerage and state; always confirm who is authorized to sign under your brokerage policy before submitting.
- Listing agents and brokers who must keep MLS data current and comply with association rules.
- Property owners or sellers who authorize price changes, status updates, or corrections.
- Closing coordinators or transaction managers who document administrative updates for recordkeeping.
Step-by-step: Completing a Change of Property Listing Information
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01Identify Listing: Enter MLS number and full property address accurately.
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02Specify Change: Clearly select fields being changed and state new values.
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03Provide Authorization: Obtain signature from authorized party and date the form.
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04Distribute Update: Submit to broker/MLS and retain a signed copy for records.
Configuring an Online Workflow for Listing Updates
| Field | Configuration |
|---|---|
| Routing Order | Listing agent → Broker approval → MLS submission |
| Authentication | Email link with optional SMS code for signer identity |
| Document Storage | Attach signed change form to transaction folder |
| Notifications | Automatic alerts at each completed step |
How Digital Submission Typically Flows
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Upload Document: Sender uploads the change form to the platform.
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Place Fields: Add signature, date, and data fields as required.
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Send to Signer: Email link or in-app request delivered to authorized signer.
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Submit to MLS: After signing, the broker or admin submits the update to MLS.
Technical and Integration Considerations for eSubmission
Ensure the chosen platform can retain signed copies and export audit trails to meet brokerage and MLS recordkeeping requirements.
- File Formats: PDF and DOCX supported
- Integrations: CRM or transaction management integration
- Authentication: Email, SMS, or stronger methods
Core Elements Every Professional Change Form Should Include
Exact Change
A clear statement of what is changing and the new values so agents and consumers have no ambiguity.
Effective Date
The date the change takes effect; critical for offer timing, showings, and marketing channels.
Authorizing Party
Name and role of the person approving the change (owner, seller agent, broker) to establish authority.
Signature Block
Signed and dated authorization; initials alone are insufficient unless explicitly allowed by policy.
Audit Trail
Record of who submitted, who signed, timestamps, and any attachments to support compliance and dispute resolution.
Practical Tips for Accurate, Efficient Listing Updates
Confirm Identity Before Changes
Verify the signer’s authority with brokerage records and confirm the seller’s identity to prevent unauthorized changes that could lead to disputes.
Standardize Date and Number Formats
Use MM/DD/YYYY for dates and whole dollars for prices to avoid parsing errors in MLS systems and downstream reports.
Keep a Signed Copy Attached
Store the signed change form with the transaction files and MLS submission receipt to support audits or regulatory inquiries.
Use Clear Change Descriptions
Avoid vague language; state the precise change and the prior value if relevant to maintain a transparent history.
Common Pitfalls When Preparing Listing Change Forms
- Entering the wrong MLS number and updating the incorrect property record, leading to listing confusion and correction effort.
- Leaving signature blocks unsigned or using initials where a signature is required, resulting in MLS rejection or broker non-acceptance.
- Using inconsistent price formats (cents, commas) that trigger automated validation failures in MLS imports.
- Failing to record the effective date, creating uncertainty about when the change should be honored for offers and showings.
Principal Risks and Consequences of Incorrect Listing Changes
MLS Sanctions:
Fines or corrective actions
Broker Discipline:
License penalties possible
Buyer Claims:
Misrepresentation lawsuits
Contract Issues:
Offer validity disputes
Tax Exposure:
Incorrect reporting risk
Data Integrity:
Market statistic distortions
Real-world examples of online listing updates
Tim Martin — Martin Properties
Tim Martin used an online signing workflow for price and status updates to avoid in-person signatures.
- Time savings were notable for field agents.
- "I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."
Brian Fitzgibbons — Optica Ventures LLC
The team standardized change forms and routed them electronically for broker approval.
- This reduced MLS rejections significantly.
- "The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."
Typical eSignature vendor comparison for listing updates
| 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, no card required | Trial available | Trial available | Trial available | Trial available |
| Bulk Send | Yes (bulk send available) | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |
| Envelope Cap | No envelope cap | 100 envelopes/user/year | Varies by plan | Varies by plan | Varies by plan |
Frequently asked questions when changing a listing
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Do I need a notarized form?
Most listing changes submitted to MLS do not require notarization. If the change attaches to a deed or other recorded instrument, a notary may be required; verify with your broker or county recorder.
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Who can sign to authorize a change?
The owner or their designated agent must sign. Brokerage policies often require broker or managing broker approval before MLS submission.
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Is an electronic signature valid?
Yes, electronic signatures are typically valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are satisfied.
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Can I correct a signed change later?
Yes. Submit an amended Change of Property Listing Information with clear reference to the prior entry and explanation. Maintain both records to preserve a complete audit trail.
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What happens if MLS rejects the change?
MLS rejection usually lists validation errors. Correct the specified fields, obtain any missing authorization, and resubmit promptly to maintain listing accuracy.
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How long should I keep the signed form?
Retain signed change records for at least three years after filing; many brokerages keep them seven years. Follow IRS, state, and brokerage retention policies as applicable.
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