Who should sign the questionnaire?

The questionnaire should be signed by an authorized association officer or property manager. If a lender requests board authorization, attach a board resolution or evidence of delegated authority to avoid rejection.

Is notarization required?

Notarization requirements vary by state and lender. Many title and lender processes accept a notarized signature for verification; confirm with the requesting party whether notarization or remote online notarization is required.

Can it be submitted electronically?

Yes. Electronic submission and eSignature are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, provided the requester accepts electronic records and required consumer disclosures are met.

What attachments are mandatory?

Common mandatory attachments include CC&Rs, bylaws, current budget, reserve study, and insurance declaration pages. Lenders and title companies may request additional documents based on underwriting guidelines.

How do I correct a submitted error?

Provide an amended questionnaire with clear references to corrected fields and attach supporting documents. Use an auditable revision process and retain both versions for the record.

How long should the association retain copies?

Retain completed questionnaires per retention policies: keep for the life of the record and follow federal or state retention rules (IRS, HIPAA where applicable); commonly retain for at least three to seven years.

Electronic Signature
Templates
Miscellaneous
Condominium Information Questionnaire

Condominium Information Questionnaire

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

CONDOMINIUM INFORMATION QUESTIONNAIRE

Purpose: This questionnaire is prepared by the condominium association or its authorized agent to provide factual information regarding the project, the association, and the subject unit. The information provided is certified by the signatory below as true and complete to the best of the signatory's knowledge as of the Certification Date. Recipients should review recorded condominium instruments and other governing documents for full legal terms and conditions.

1. Identification

Association Name Project Name (if different) Association Address

Association Phone

Association Email

Management Company (if applicable)

Managing Agent / Contact

Manager Phone / Email

Association Tax ID

Total Number of Units

2. Unit / Transaction Information

Unit Number: | Unit Address:

Owner / Seller Name Buyer / Applicant Name (if known)

Contract/Closing Date: Sale Price (if known):

3. Governing Documents & Records

Are the Declaration, Bylaws and Rules recorded and in effect? Yes

Attachments available (check all that apply):

Declaration Bylaws Rules & Regulations Financial Statements

Reserve Study Master Insurance Certificate Recent Board Minutes Estoppel/Resale Certificate

4. Assessments and Fees

Regular Assessment Amount

Assessment Frequency: Last Assessment Increase Date:

Special assessments currently approved, pending or anticipated? Yes

If yes, describe special assessment(s) and amounts

Does the owner of the subject unit owe outstanding assessments or fines? Yes

If yes, outstanding amount

Transfer / Resale Fee required upon sale? Yes

If yes, Fee Amount Estoppel / Resale Certificate Fee Estoppel / Resale Certificate Turnaround Time

5. Insurance

Master Insurance Carrier Policy Number / Limits Summary

Fidelity/crime coverage in force? Yes | Flood insurance required by association? Yes

Master Policy Deductible (per occurrence)

6. Litigation and Compliance

Is the association subject to pending litigation or material claim? Yes

If yes, provide brief description and status

7. Leasing, Pets and Use Restrictions

Are rentals/leases permitted? Yes

If yes, minimum lease term

Is there a cap on percentage of units that may be rented? Yes | Cap percentage:

Are pets permitted? Yes

Pet Restrictions (if any)

8. Parking, Storage & Utilities

Assigned parking space(s) for unit: | Storage unit assigned:

Utilities included in assessment (check all that apply):

Water Gas Electricity Trash Cable / Internet

9. Lending & Approval Status

Is the project approved for FHA lending? Yes | VA approval? Yes

If not approved, please state reason or impediment

10. Miscellaneous Restrictions / Notes

Architectural Restrictions / Pending Modifications Other material facts or restrictions (smoking, solar panels, etc.)

11. Certification

I hereby certify, under penalty of perjury and by authority of the Board of Directors or managing agent, that I am duly authorized to complete this Condominium Information Questionnaire on behalf of the Association. The information provided herein is true and correct to the best of my knowledge as of the Certification Date. The recipient is authorized to rely on this information for purposes of resale or loan underwriting. The Association makes no warranty as to the completeness of information that may change after the Certification Date and disclaims liability for changes to assessments, insurance, litigation or other matters occurring after the Certification Date. Any fees stated for estoppel or resale certificates are subject to change and are collectible as described in the governing documents.

Certification Date Name of Person Completing Questionnaire Title / Capacity (e.g., President, Property Manager) Contact Phone / Email for Verification

Printed Name:

Title / Capacity:

Association / Company:

By:

Date:

What the Condominium Information Questionnaire Is

The Condominium Information Questionnaire is a standardized form used to collect property-specific details, owner contact information, association governance data, financial statements, and compliance disclosures related to a condominium unit or association. Lenders, title companies, insurers, and buyers commonly request this questionnaire during due diligence and closing to verify association rules, fees, pending assessments, insurance coverage, and special restrictions. Completed forms reduce follow-up requests, help underwriters confirm compliance with lending guidelines, and provide a consistent record that supports title searches, loan approvals, and risk reviews for transactions involving condo units.

Why the Questionnaire Matters for Transactions and Compliance

A completed Condominium Information Questionnaire consolidates governance, financial, and insurance details needed for underwriting, title clearance, and closing. It reduces closing delays and clarifies association obligations for buyers and lenders.

Who Typically Completes or Requests This Questionnaire

Multiple parties rely on the questionnaire at different stages of a condo transaction, from initial offer through final closing.

Condominium associations and property managers prepare association-level answers and attach governing documents when requested.
Title companies and escrow officers request completed questionnaires to confirm encumbrances, liens, and HOA documentation for closing.
Lenders and underwriters use the questionnaire to assess association financial health, pending assessments, and insurability for mortgage approval.

Clear, accurate completion by the association or manager reduces rework and lowers the risk of underwriting exceptions at closing.

Step-by-Step: How to Complete the Questionnaire

Follow these ordered steps to fill the questionnaire accurately and avoid processing delays during underwriting and closing.

01

1. Gather records: Collect HOA bylaws, current budget, reserve study, insurance declarations.
02

2. Verify ownership: Confirm unit owner name and mailing address on file with the association.
03

3. Complete fields: Answer each question precisely, using dates and numeric values where requested.
04

4. Attach documents: Upload required attachments: CC&Rs, budget, insurance policy declarations page.

Key Data Points to Include

Association contacts: Manager name, phone, email

Governing documents: CC&Rs, bylaws, rules

Financial statements: Budget, reserve study, balance

Insurance details: Carrier, limits, policy date

Assessment history: Regular and special assessments

Pending litigation: Open suits or claims

Risks and Consequences of Incorrect or Incomplete Answers

Loan delays: Underwriting exceptions

Title defects: Unresolved encumbrances

Insurance denial: Coverage gaps discovered

Financial exposure: Unknown special assessments

Liability: Misstatements can create disputes

Reputational harm: Repeated corrections reflect poorly

Common Preparation Challenges to Watch For

Incomplete attachments: missing CC&Rs, budgets, or insurance declarations often cause title companies to request second submissions and extend closing timelines.
Numerical inconsistencies: mismatched assessment amounts between the questionnaire and the association ledger generate underwriting questions and delay lender approval.
Unclear authority: forms completed by unauthorized staff or outdated managers may be rejected; confirm signatory authority before submitting.
Ambiguous dates: failing to use consistent MM/DD/YYYY date formatting can create confusion about effective coverage periods and fiscal years.

How Electronic Completion and Routing Typically Works

Digital workflows streamline collection, review, and storage of the completed questionnaire to speed underwriting and closing.

Upload: Association uploads questionnaire template to the platform.
Assign fields: Set required fields, attachments, and signature blocks.
Send to signer: Generate secure signing link or email invitation.
Store record: Signed copy and audit trail saved for retention.

Recommended Digital Workflow Settings

Configure the electronic workflow to ensure required data, attachments, and signer authentication are enforced during submission.

Field	Configuration
Required fields	Mark owner, association, insurance, and assessment fields required
Attachment rules	Require PDF declarations for insurance and budgets
Signer authentication	Use email verification or SMS code for attribution
Audit trail	Enable IP, timestamp, and download logging

Technical Considerations for eSubmission

Ensure the signing platform supports secure upload, required attachments, and an auditable signing certificate for regulatory and lending acceptance.

File formats: PDF or DOCX supported
Authentication: Email or SMS code options
Integration: Connects to title or loan platforms

Verify the platform meets your retention and compliance needs, including encryption at rest, auditable activity logs, and optional advanced signer authentication for higher-risk transactions.

Typical Timing and Processing Expectations

Processing times vary by association responsiveness and the submission method; plan for follow-up windows and lender review periods.

Initial request turnaround:

3–7 business days typical, dependent on manager availability

Underwriter review window:

Up to 5 business days for lender review after submission

Title clearance timing:

3–10 business days, may require additional documentation

Correction cycles:

Expect 1–2 rounds of clarification requests

Final closing:

Dependent on lender and escrow schedules

eSignature Pricing and Feature Snapshot for Questionnaire Workflows

Compare baseline pricing and key feature differences across common eSignature vendors to plan software costs for questionnaire distribution and signing.

	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	Yes	Yes	Yes	Yes
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Real-World Examples of Questionnaire Use

These case summaries show how organizations use digital forms and eSignature to speed approvals and reduce errors.

Optica Ventures

Optica streamlined association disclosures using a digital questionnaire to centralize attachments and responses

The team reduced follow-ups by consolidating documents
As a result, closings moved forward faster with fewer underwriting exceptions and clearer audit records for title.

Martin Properties

Martin Properties executed questionnaires online for remote buyers and out-of-state associations

Mobile signing handled urgent requests
The firm reported consistent compliance and lower turnaround times even when managers worked offline or during travel.

Practical Tips for Accurate and Efficient Completion

Adopt these practices to reduce errors, accelerate lender review, and create an auditable record suitable for title and underwriting.

Use a master template

Maintain a vetted master questionnaire with required attachments and field validations to ensure consistency across requests and reduce ad hoc edits.

Confirm signatory authority

Have the association board or authorized manager confirm their authority to complete and sign; attach a board resolution when requested by lenders.

Attach supporting documents

Always include CC&Rs, bylaws, current budget, reserve study, and insurer declaration pages to prevent requests for additional documentation.

Validate numeric data

Cross-check assessment figures and reserve balances against the general ledger; numeric discrepancies commonly trigger underwriting follow-ups.

Key Milestones from Request to Closing

Track these sequential milestones to monitor progress and identify where delays typically occur during the questionnaire lifecycle.

01

Request received

Association or manager gets the questionnaire request and begins gathering records

02

Draft completion

First full draft assembled with attachments for internal review

03

Submission to lender

Completed questionnaire and attachments sent to lender and title for review

04

Final clearance

Underwriter and title confirm acceptance or request final clarifications

Frequently Asked Questions About the Condominium Information Questionnaire

Answers to common questions about completion, attachments, notarization, and digital submission for condo questionnaires.

Need help? Contact support

Who should sign the questionnaire?
The questionnaire should be signed by an authorized association officer or property manager. If a lender requests board authorization, attach a board resolution or evidence of delegated authority to avoid rejection.
Is notarization required?
Notarization requirements vary by state and lender. Many title and lender processes accept a notarized signature for verification; confirm with the requesting party whether notarization or remote online notarization is required.
Can it be submitted electronically?
Yes. Electronic submission and eSignature are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, provided the requester accepts electronic records and required consumer disclosures are met.
What attachments are mandatory?
Common mandatory attachments include CC&Rs, bylaws, current budget, reserve study, and insurance declaration pages. Lenders and title companies may request additional documents based on underwriting guidelines.
How do I correct a submitted error?
Provide an amended questionnaire with clear references to corrected fields and attach supporting documents. Use an auditable revision process and retain both versions for the record.
How long should the association retain copies?
Retain completed questionnaires per retention policies: keep for the life of the record and follow federal or state retention rules (IRS, HIPAA where applicable); commonly retain for at least three to seven years.

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