Can this sheet be signed electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted; ensure the signer demonstrates intent and consent and retain a reliable record of the transaction.

Is notarization required for this sheet?

Not typically required for informal inspection records, but notarization may be needed if the sheet is used as an affidavit, submitted with a deed, or required by local authorities; verify local notary rules before submission.

How should photos be attached for best evidentiary value?

Attach high-resolution dated photos, label each with view and location, and keep original file metadata when possible to preserve timestamp and camera data for claims or disputes.

What if I discover an error after signing?

Create an amended sheet with a new date, note the reason for the change, obtain signatures from the same parties, and retain both versions for auditability and chain-of-custody clarity.

Who must sign the sheet to make it valid?

Typically the inspector or preparing party must sign; if used for contractual or claim purposes, the affected owner or authorized representative should also sign to confirm accuracy.

How long should I keep the signed sheet?

Retain based on purpose: at least 3 years for tax-related records (IRC §6501(a)), 6 years for HIPAA-covered healthcare records (45 CFR §164.530(j)), and longer for real estate or claim-prone matters.

Electronic Signature
Templates
Miscellaneous
Exterior Information Sheet

Exterior Information Sheet

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

EXTERIOR INFORMATION SHEET — GENERAL BUSINESS AGREEMENT

This Exterior Information Sheet and Agreement (the Agreement) is entered into between: Client Name: and Contractor Name: .

WHEREAS

WHEREAS, Client is the owner or authorized representative of the property described below and requires exterior inspection, assessment, maintenance, repair, or improvement services; and

WHEREAS, Contractor is engaged in the business of providing exterior building services and represents that it has the skill, experience, and licensing necessary to perform the services described in this Agreement; and

WHEREAS, the parties desire to set forth the terms, scope, and conditions under which Contractor will perform the work identified on this Exterior Information Sheet.

PROPERTY & INSPECTION DETAILS

Property Address Owner / Representative

Inspection Date:

Inspector:

Report Reference #:

Building Characteristics

Height (feet): Number of Stories:

Primary Exterior Materials:

Primary Color Scheme:

Visible Conditions (check all that apply)

Peeling or failing paint
Cracked or spalling masonry
Roof edge or flashing concerns
Missing or damaged trim/soffit
Gutters/downspouts damaged or clogged
Other (see Scope of Work)

SCOPE OF WORK

Describe the specific exterior services to be provided. Include surfaces, measurements, materials to be used, areas to be repaired or replaced, staging and access requirements, and any exclusions:

PAYMENT TERMS

Total Contract Amount Deposit and Payment Schedule

Late Payment: Client agrees that any amount not paid when due shall accrue a late fee equal to % per month on the overdue balance, or the maximum rate permitted by law, whichever is less.

TERM AND TERMINATION

Term Commencement Date: . Anticipated Completion Date: .

Either party may terminate this Agreement for material breach if the breaching party fails to cure such breach within days after written notice. Termination for convenience by Client requires written notice and payment for work performed to date and reasonable demobilization costs.

Termination Details / Conditions

CONFIDENTIALITY

Each party shall keep confidential all non-public information obtained in connection with this Agreement and shall not disclose such information to third parties except as required by law or with the other party's prior written consent. Confidential information does not include information that becomes publicly available without breach of this Agreement, or that was rightfully in the receiving party's possession prior to disclosure.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the state of , without regard to conflict-of-law principles.

ENTIRE AGREEMENT

This document, together with any attachments, exhibits, or referenced scopes of work signed by both parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior negotiations, representations, or agreements, whether written or oral. Any modification must be made in writing and signed by both parties.

INSPECTION ATTACHMENTS & AUTHORIZATIONS

Photos / Diagrams Attached Yes No Client Authorization

By signing below, Client authorizes Contractor to perform the work described in the Scope of Work, subject to the terms set forth herein, and warrants that Client is authorized to grant access to the property described above.

Client

Party Label:

By:

Date:

Contractor

Party Label:

By:

Date:

What the Exterior Information Sheet Is and when it's used

An Exterior Information Sheet is a structured property record used to document observable conditions and characteristics of a building's exterior at a specific date. Typical entries include property identification (address and parcel), exterior materials, dimensions, visible defects, roof and siding condition, site grading, and dated photographs. The form creates a consistent snapshot for inspections, permits, insurance assessments, pre-listing disclosures, or contractor bids. When completed accurately and retained, it supports later comparisons, claim substantiation, and regulatory compliance for maintenance, construction, or sale.

Why a clear Exterior Information Sheet matters

A concise Exterior Information Sheet standardizes exterior condition reporting, reduces disputes about pre-existing damage, and speeds review by insurers, contractors, or permitting officials. Accurate records support claims, streamline approvals, and limit ambiguity during transactions or repairs.

Who typically prepares and relies on this sheet

The Exterior Information Sheet is used by multiple parties across property transactions and maintenance workflows.

Property managers and landlords who document condition before and after tenancy to support security deposit decisions and maintenance records.
Home inspectors and appraisal teams who include exterior details in inspection reports and comparables to inform value and safety assessments.
Contractors and roofing or siding specialists who record measurements, materials, and defect photos to prepare accurate bids and change orders.

Clear role assignment improves accuracy and ensures the correct signer, reviewer, and custodian are recorded on the form.

Step-by-step: fill, verify, and finalize the sheet

Follow these sequential steps to create an accurate, verifiable Exterior Information Sheet.

01

Prepare: Collect ID, parcel number, and prior records before inspection.
02

Inspect: Walk perimeter, note defects, and capture photos in good light.
03

Record: Enter fields, measurements, and attach photos immediately.
04

Verify: Confirm entries, sign, and distribute copies to stakeholders.

Typical workflow from inspection to distribution

A simple four-step flow ensures the sheet is usable and auditable across teams.

Document Setup: Create template and required fields for consistent capture.
On-Site Capture: Complete fields and attach photos via mobile or tablet.
Authentication: Signer verifies identity, signs, and timestamps the form.
Archive & Share: Store signed copy and distribute PDF to relevant parties.

Configuring a digital Exterior Information Sheet workflow

A repeatable configuration prevents missing data and supports downstream automation.

Field	Configuration
Address Field	Required; automatic address validation where available
Photo Upload	Required; accept JPEG/PNG, max 10 MB per photo
Inspector Signature	Signature field with date and signer email captured
Retention Tag	Auto-flag for retention period and export to archive

Digital signing and file handling essentials

Choose a platform that supports mobile uploads, audit trails, and secure storage.

File formats: PDF, DOCX, JPEG accepted
Integrations: CRM and storage like Salesforce, NetSuite, Box
Security: TLS in transit; AES-256 at rest

Timing considerations and common submission triggers

Timing varies by use: inspections, permits, listings, and insurance claims each create different deadlines for submitting the sheet.

Pre-listing Disclosure:

Provide contemporaneous exterior records before buyer walk-throughs or listing publication

Permit Application:

Attach current exterior documentation as required by local permitting authorities

Insurance Claim:

Submit as soon as practicable; some insurers require initial notice within days

Tenant Move-In:

Complete and share on or before occupancy start date

Record Retention Trigger:

Retention clock starts on inspection date or file creation

Common mistakes when preparing the Exterior Information Sheet

Omitting clear photos or failing to date images, which weakens later comparisons or claims.
Using inconsistent measurement units or rounding, causing disputes about scope or materials.
Entering incomplete addresses or incorrect APNs, leading to mismatched records in public filings.
Failing to authenticate or sign the form, which can void it for contractual or insurance purposes.

Risks and downstream consequences of an incorrect sheet

Claim Denial: Inaccurate or missing evidence

Permit Delays: Incomplete documentation holds approvals

Contract Disputes: Measurement or condition mismatches

Financial Exposure: Costly rework or correction

Record Rejection: Noncompliant submission formats

Data Privacy: Improper handling of sensitive images

Core sections to include on a professional Exterior Information Sheet

A thorough form combines identification, observations, measurements, and traceable evidence so stakeholders can rely on the record.

Property ID

Full address, parcel/APN, owner name, and contact information to ensure the record attaches to the correct legal property.

Inspection Log

Inspector name, credentials, company, and inspection date with a clear signature block for attribution and accountability.

Exterior Materials

List of siding, roof, trim, gutters, and foundation visible materials to support repair estimates and insurance replacement decisions.

Condition Notes

Detailed observations including location, severity, and likely cause of defects or deterioration to help prioritize repairs.

Measurements

Roof slopes, linear dimensions, and estimated square footage recorded with units specified to avoid misinterpretation.

Photographic Evidence

Dated, labeled photos with orientation notes that corroborate written observations and enable remote review.

Representative eSignature pricing and capability snapshot

Compare starter pricing and a few common capability indicators across vendors; confirm current plan details with each provider before purchase.

	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 trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Varies	Varies	Varies	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Varies	Varies	Varies	Varies

Security, encryption, and compliance features to verify

In-transit Encryption: TLS 1.2/1.3

At-rest Encryption: AES-256

Federal eSign Law: ESIGN and UETA compliance

Healthcare Standard: HIPAA (BAA available)

Audit Trail: Detailed timestamps and IP logs

Certifications: SOC 2 Type II, ISO 27001

Frequently asked questions about completing and submitting this sheet

Answers to common issues when preparing an Exterior Information Sheet, from e-signing to handling errors and retention.

Need help? Contact support

Can this sheet be signed electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted; ensure the signer demonstrates intent and consent and retain a reliable record of the transaction.
Is notarization required for this sheet?
Not typically required for informal inspection records, but notarization may be needed if the sheet is used as an affidavit, submitted with a deed, or required by local authorities; verify local notary rules before submission.
How should photos be attached for best evidentiary value?
Attach high-resolution dated photos, label each with view and location, and keep original file metadata when possible to preserve timestamp and camera data for claims or disputes.
What if I discover an error after signing?
Create an amended sheet with a new date, note the reason for the change, obtain signatures from the same parties, and retain both versions for auditability and chain-of-custody clarity.
Who must sign the sheet to make it valid?
Typically the inspector or preparing party must sign; if used for contractual or claim purposes, the affected owner or authorized representative should also sign to confirm accuracy.
How long should I keep the signed sheet?
Retain based on purpose: at least 3 years for tax-related records (IRC §6501(a)), 6 years for HIPAA-covered healthcare records (45 CFR §164.530(j)), and longer for real estate or claim-prone matters.

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