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Escrow Information Form

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ESCROW INFORMATION FORM

Escrow Company Information

Phone:    Email:

Property Identification

Property Address:

Parcel / APN Number:    County:

Parties to Transaction

Phone:    Email:

Phone:    Email:

Transaction Summary

Purchase Price: $    Earnest Money Deposit: $    Initial Deposit Released To Escrow On:

Source of Funds for Deposit:

Proposed Closing Date:    Possession Date:

Escrow Instructions and Conditions

Escrow Agent shall hold and disburse funds, documents and keys only upon receipt of mutually executed closing documents and satisfaction of conditions set forth in the purchase agreement or written joint instructions. Escrow Agent is authorized to rely on signed joint escrow instructions from Buyer and Seller and may charge reasonable escrow fees to the party designated in the contract unless otherwise agreed in writing.

Title Insurance Required: Yes No    Prorations to be made as of closing for:

Required Documents & Checklist

The following documents are provided to escrow or are required to be delivered prior to closing (check all that apply):

Government Issued ID    Deposit Check / Wire Confirmation    Loan Commitment / Payoff Statements

HOA Documents / CC&Rs    Proof of Hazard Insurance    Other:

Disclosures and Special Matters

Lead-Based Paint (if applicable): Yes No

Known Material Defects, Mold or Prior Damage: Yes No

Wire Transfer & Tax Reporting Information

Wire fraud warning: Parties acknowledge that escrow funds are sensitive and authorize escrow to verify wire instructions by telephone or other secure communication before disbursing funds. Escrow shall not be liable for transfers made in accordance with written, signed instructions provided by the parties.

Bank Name:    Account Number:

Routing / ABA:    Bank Address:

Wire Contact Phone:

Certifications, Authorizations and Legal Terms

By signing below, Buyer and Seller certify that the information supplied herein is true and correct to the best of their knowledge. Buyer and Seller each authorize Escrow Agent to act as their agent to receive, hold and disburse funds and documents as set forth in the purchase agreement and these escrow instructions. Each party indemnifies Escrow Agent from claims arising from reliance on signed instructions or documentation provided by the parties, except to the extent caused by Escrow Agent’s gross negligence or willful misconduct.

Disputes arising from Escrow Agent’s handling of funds shall be resolved first by good faith negotiation between the parties and Escrow Agent. If not resolved, disputes shall be submitted to binding arbitration in the county where the property is located under the rules of a recognized arbitration forum, and judgment on the award may be entered in any court of competent jurisdiction. This Escrow Information Form constitutes the entire agreement between the parties and supersedes prior written or oral statements regarding the subject matter herein. Governing law shall be the law of the state in which the property is located.

Buyer:

By:

Date:

Seller:

By:

Date:

Enter text✕

What the Escrow Information Form Is and When It’s Used

The Escrow Information Form collects details needed to open and manage an escrow account during a real estate closing or other funds-holding arrangement. It records party names, escrow agent information, property or transaction reference, funding amounts, disbursement instructions, contingencies, and key dates. Lenders, title companies, brokers, and closing attorneys use it to ensure funds are released according to contract conditions and to create an auditable record for regulatory, tax, and compliance purposes. Clear names and precise dates reduce processing errors and closing delays.

Why a Complete Escrow Information Form Matters

A completed Escrow Information Form centralizes instructions and contact details to limit disputes, speed fund disbursement, and support compliance with contractual and tax obligations. Properly documented instructions create a traceable audit trail and help parties meet obligations under ESIGN (15 U.S.C. ch. 96) and state UETA frameworks.

Why a Complete Escrow Information Form Matters

Who Typically Prepares and Provides This Form

Title officers, escrow agents, lenders, brokers, closing attorneys, and buyers or sellers typically complete or supply information for this form.

  • Title and escrow officers who manage settlement and funds disbursement during closings.
  • Lenders and mortgage processors verifying payee, wiring instructions, and funding schedules.
  • Buyers, sellers, and real estate agents providing contact, identification, and payment details.

Identifying the primary contact and authorizing signers in advance prevents delays and clarifies who may authorize disbursements during settlement.

Step-by-Step: Completing the Escrow Information Form

Use this step-by-step checklist to complete an Escrow Information Form accurately before closing and to ensure proper disbursement.

  • 01
    Prepare Parties: List full legal names, roles, and contact information for each party.
  • 02
    Describe Property: Enter property address, parcel ID, or transaction reference number.
  • 03
    Fund Instructions: Specify deposit amounts, accepted payment methods, and wire instructions.
  • 04
    Disbursement Terms: Define release conditions, beneficiaries, and required approvals before disbursement.

Security and Compliance Features to Check

In-Transit Encryption: TLS 1.2/1.3 protects data in transit
At-Rest Encryption: AES-256 encryption secures stored files
Audit Trail: Detailed timestamps, IPs, and action history
Compliance Certifications: SOC 2 Type II and ISO 27001
HIPAA Support: BAA available for protected health information
Regulatory Fit: ESIGN and UETA legal compliance

Common Penalties and Risks from Incorrect or Late Information

Incorrect Payee: Backup withholding may apply
Late Filing: 1099 penalties $60–$330 per form
Intentional Disregard: Penalties $660+ per form
I-9 Errors: Civil fines $281–$2,789
Mismatched Names: May void escrow instructions
Unauthorized Release: Liability for misapplied funds

Avoidable Errors That Cause Delays

  • Incomplete or incorrect wiring details commonly cause delayed closings and require returning funds, adding time and additional bank fees.
  • Using nicknames or informal party names leads to identity verification failures; use full legal names to match IDs and tax records.
  • Failing to specify clear release triggers (clear title, signed settlement statement) often results in disputes and delayed disbursements.
  • Omitting escrow agent contact details or failing to update personnel changes prevents timely authorizations and slows problem resolution.

Where Completed Forms Are Sent and Stored

Typical routing sends the completed Escrow Information Form to the title company, escrow officer, lender, and the closing file prior to funding.

  • Upload: Attach PDF to transaction management system
  • Email Copy: Send signed copy to all listed contacts
  • File Record: Store in the closing file and corporate records
  • Notify Parties: Confirm receipt and funding timelines

Setting Up an Electronic Workflow for the Form

Configure an online workflow to route the Escrow Information Form automatically, require key fields, and capture a secure audit trail.

Field Configuration
Authentication Email plus optional SMS code or KBA
Signing Order Sequential signer order when approvals are required
Required Fields Make legal names, amounts, and agent contact mandatory
Audit Recording Enable timestamps, IP logging, and certificate download

Platform Capabilities That Support Escrow Workflows

Choose a platform that supports secure signatures, detailed audit trails, and integrations with your existing document systems.

  • File Formats: Supports PDF, DOCX, and HTML
  • Integrations: Salesforce, NetSuite, Google Workspace, Procore
  • Authentication: Email, SMS, KBA, or advanced methods

Key Deadlines and Timing Considerations

Track form submission, tax reporting, and record retention deadlines to avoid penalties and ensure timely funding and reporting.

Form Delivery to Escrow:

Provide the completed form before funding or at contract execution

W-9 When Required:

Supply a W-9 upon payer request to avoid backup withholding

1099 Reporting Dates:

Deadlines vary; 1099-NEC is due Jan 31 for reporting

I-9 Retention Rule:

Retain I-9 per regulation: three years post-hire or one year after termination

Record Retention Minimums:

Follow IRS, HIPAA, and state retention standards per document type

Six Essential Elements of a Professional Escrow Information Form

A professional Escrow Information Form combines clear identification, funding details, release conditions, signatory authority, supporting attachments, and an audit log for closing efficiency.

Party Identification

Full legal names, entity types, tax IDs, and contact information reduce verification friction and ensure matches across title, lender, and tax reporting systems.

Escrow Agent Info

Designate the escrow company or officer, include license or registration where applicable, and provide direct contact and routing details to prevent miscommunication.

Funding Instructions

Specify amounts, timing, acceptable payment methods, bank routing details, and any conditional hold periods; clarify who bears bank fees.

Release Conditions

Define objective conditions for release such as clear title, executed closing statements, lien releases, or delivery of specified documents; tie conditions to required approvers.

Signatory Authority

Identify authorized signers, include titles and supporting corporate resolutions or power of attorney documents where entities are involved.

Attachments & Records

Attach payoff statements, title commitments, inspection reports, and identity documents; preserve an audit trail for each attachment and signature event.

Real-World Examples Showing Practical Benefits

These short examples illustrate how standardized Escrow Information Forms reduce errors and support timely funding in common scenarios.

Title Company

A mid-size title company standardized the Escrow Information Form to reduce incoming variance and speed reconciliation across lenders and agents.

  • The standard form ensured consistent data exchange among parties.
  • Standardization reduced funding delays and wiring errors, improved auditability of releases, and shortened dispute resolution times while lowering operational costs associated with corrections.

Real Estate Broker

A regional brokerage used the Escrow Information Form to collect wiring details and authorization language consistently across offices.

  • Consistent authorization prevented mishandled disbursements and reversals.
  • With standardized instructions, escrow agents accepted directions without extra verification calls, closings proceeded on schedule, and the brokerage maintained auditable records for compliance and tax reporting.

Comparing eSignature Plans for Escrow Form Workflows

Compare starting prices, trial availability, bulk-send support, audit trails, HIPAA readiness, and envelope caps when selecting an eSignature provider for escrow processes.

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 Varies Varies Varies
Bulk Send Yes (Premium) Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes (BAA available) Yes Yes No No

FAQs — Common Questions About the Escrow Information Form

Answers to frequent questions on legal validity, required fields, notarization, corrections, signatory authority, and how long to retain signed escrow records.


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