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Residential Property Sale Questionnaire

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Sale Of a Residential Property
Questionnaire For a Seller

We will need to contact you

Please give us the following contact details:

[*mandatory]

[*mandatory]

THE PROPERTY

1. What type of property are you selling?

Detached house

Semi-detached house

Apartment in multi-unit block

Other (please describe):

2. Are you using an auctioneer/estate agent to sell the property?

Yes

No

Don’t know

3. Is the property occupied?

By yourself

By tenants

Vacant

4. Are there any disputes with neighbours?

Yes

No

5. If yes, please state the nature of the disputes:

ACCESS TO PROPERTY / RIGHTS-OF-WAY

6. Did you or a former owner carry out work on the property, such as adding a conservatory or other extension?

Yes

No

7. If yes, please list the work:

8. If you were the one who did this work, since you acquired the property, did you get planning permission?

Yes

No

9. If yes, will the necessary architect’s/engineer’s certificates confirming the position be available?

Yes

No

Don’t know

10. Is the property part of a managed development, such as an apartment in a multi-unit block?

Yes

No

11. If yes, are there any problems about the upkeep of common areas or the payment of all the service charges?

Yes

No

Don’t know

12. Is your service charge paid up to date?

Yes

No

13. Are there contents included in the sale?

Yes

No

ACCESS TO PROPERTY / RIGHTS-OF-WAY

14. Are there any rights-of-way affecting the property?

Yes

No

Don’t know

15. Are the roads, footpaths and services in charge of and maintained by the local authority?

Yes

No

Don’t know

16. Are there any pipes or cables serving the property, excluding public utility services, that cross a neighbour’s land?

Yes

No

Don’t know

OUTGOINGS

17. Will you be in a position to give receipts for all recent property and household taxes?

Yes

No

18. Have you already got an energy efficiency certificate (BER)?

Yes

No

TAX MATTERS

19. Is there any charge in favour of a Health Board – for example, the nursing home Fair Deal Scheme?

Yes

No

PERSONAL AND TAX MATTERS

20. What is your marital/civil status?

Single

Married

In a civil partnership

Divorced/civil partnership dissolved

Widow/surviving civil partner

Cohabiting

Other (please explain):

21. Have you been separated, divorced or had a civil partnership dissolved?

Yes

No

22. If separated, divorced or had a civil partnership dissolved, was the separation, divorce or dissolution obtained in Ireland?

Yes

No

FINANCE

23. Will the expected net sale proceeds, after payment of all the costs of the sale, be enough to pay what is due to your bank, so that the bank will be prepared to clear the mortgage off your deeds?

Yes

No

Don’t know

24. Is your mortgage also charged on, or linked to, other property?

Yes

No

Don’t know

ADDITIONAL INFORMATION

25. Please let us know anything else about the property or your circumstances that you believe would be important for us to know at this point. For instance, have you any concerns about structure, boundaries, services or access?

DISCLAIMER

Our quotation for professional fees will not include additional work that might arise from the circumstances of your particular case.

Examples would include the following, but there could also be other additional work:

• Planning problems.

• Problems with the seller’s ownership, such as if the property was formerly a family property but it is still registered in another family member’s name.

• Mapping difficulties.

• Missing deeds.

• Delay by either side resulting in additional work.

• Problems in the course of the transaction that will require us to negotiate a solution with the other side.

• Advice relating to litigation about the sale.

COMPLETING THE QUESTIONNAIRE

If you opt to complete the questionnaire yourself before contacting a firm, then when you have selected a firm or firms, you can send the completed questionnaire to them by email or post.

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Date

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What the Residential Property Sale Questionnaire Is

The Residential Property Sale Questionnaire is a standardized form used to collect key facts about a single-family or multi-unit property being sold, including legal owner names, property identification, known defects, encumbrances, and negotiated terms. Agents, sellers, and title officers use it to assemble disclosures, prepare closing documents, and support title searches, ensuring all parties and the closing agent have the same baseline information for underwriting, escrow, recording, and tax reporting purposes.

Why a Complete Questionnaire Matters for Closing

A well-completed questionnaire reduces closing delays, lowers the risk of post-closing disputes, and provides the title company the information needed to clear exceptions. It creates a clear audit trail of seller disclosures and supports accurate payoff, tax, and recording instructions.

Why a Complete Questionnaire Matters for Closing

Who Typically Prepares and Reviews This Questionnaire

Each user relies on accurate answers to support inspections, title clearance, lender conditions, and recording; incomplete or inconsistent responses create downstream work.

  • Listing agents preparing property disclosures and coordinating seller responses with the buyer and title company.
  • Sellers completing factual history about the property, repairs, and occupancy to satisfy disclosure obligations.
  • Title officers and escrow agents reviewing the questionnaire to identify exceptions and closing requirements.

Essential Components to Include in the Questionnaire

A professional Residential Property Sale Questionnaire groups information by topic so reviewers can locate critical items quickly and trace answers back to supporting documents.

Property Details

Street address, legal description, parcel ID, and unit numbers; include MLS and county identifiers so title searchers can match records accurately.

Ownership and Parties

Seller legal names, entity status, recent transfers, and any co-owner consent requirements that could affect vesting or signature authority at closing.

Disclosures

Known defects, past repairs, pest treatments, floodplain status, and other condition matters that must be shared under state disclosure statutes or local practice.

Encumbrances

Mortgages, home equity lines, judgments, easements, and outstanding municipal liens; list account numbers and lender contact details whenever available.

Fixtures and Exclusions

Clarify which appliances, fixtures, and personal property are included or excluded from the sale and note any leased items or solar agreements.

Closing Instructions

Preferred closing date, required payoff statements, tax proration preferences, and routing instructions for the final signed package to the title or escrow agent.

Step-by-Step: Completing and Routing the Questionnaire

Follow these sequential steps to collect answers, verify identity, and send the completed questionnaire to closing parties.

  • 01
    Prepare: Gather deed, tax bills, HOA docs, and inspection reports.
  • 02
    Complete: Seller answers each field and attaches supporting documents.
  • 03
    Verify: Agent or attorney reviews answers for completeness and consistency.
  • 04
    Distribute: Send final questionnaire and attachments to title, lender, and buyer.

How to Configure an Online Questionnaire Workflow

Configure field rules and signer order so the form enforces required entries and routes automatically to title and lender.

Field | Configuration Required | Conditional | Attachment allowed
Conditional Fields Show follow-up questions when seller selects 'Yes' for defects.
Signature Order Seller signs first, then agent, then title representative.
Authentication Level Email verification or SMS code for signer identity.
Template Saving Save as template for repeat listings to speed future workflows.

Where Completed Questionnaires Usually Go

The signed questionnaire should be routed to the parties responsible for title clearance, payoffs, and final recording to avoid last-minute issues.

  • Listing Broker: Receives a copy for the transaction file and MLS records.
  • Title Company: Primary recipient for title search and exception resolution.
  • Lender: Receives to verify payoff and underwriting conditions.
  • Buyer's Agent: Gets a copy to confirm buyer expectations and inspection items.

Technical Considerations for Digital Completion and Submission

Ensure platforms meet your compliance needs (encryption at rest/in transit and audit trails) and can export a timestamped certificate of completion for the closing file.

  • File Formats: PDF and Word DOCX supported by most title systems.
  • Authenticator: Email-plus-SMS or knowledge-based verification improves signer attribution.
  • Integrations: Connectors to MLS, title, and cloud storage speed processing.

Key Timing Items to Track During the Sale

Track these dates to coordinate inspections, disclosures, prorations, lender conditions, and recording to avoid closing delays.

Effective Date of Agreement:

Determines earnest money timing and contract contingencies.

Seller Disclosure Delivery:

Provide as required by state law before buyer waiver of contingencies.

Inspection and Repair Period:

Window for buyer inspections and seller responses to repair requests.

Projected Closing Date:

Date used to calculate prorations and payoff demands.

Recording Deadline:

Record deed and mortgage within lender and county timelines.

Milestones from Listing to Recorded Deed

A sequential milestone view helps coordinate parties and prevents last-minute rushes before recording.

01

Listing and Questionnaire Start

Seller and agent complete questionnaire and attach documents.

02

Inspection and Title Search

Buyer inspections and title company searches run concurrently.

03

Resolve Exceptions

Payoffs, liens, and repair/seller disclosures are addressed.

04

Closing and Recording

Final signatures collected and deed submitted to county recorder.

Core Data Elements the Questionnaire Must Capture

Property Address: Full street address
Seller Legal Name: As on deed/ID
Buyer Legal Name: As on purchase contract
Parcel/MLS ID: County parcel or MLS
Sale Price: Numeric value
Closing Date: MM/DD/YYYY

Short Risks from Incomplete or Incorrect Questionnaires

Recording Delay: Delayed deed recording
Title Exception: Unresolved lien appears
Disclosure Penalty: Buyer claim or rescission
Tax Withholding: FIRPTA or backup withholding
Contract Breach: Closing postponement or termination
Data Exposure: Improperly shared PII

Common Mistakes to Avoid When Completing the Questionnaire

  • Using informal or shortened owner names that do not match the title search, which creates vesting conflicts and delays.
  • Failing to attach payoff statements or mortgage account numbers, forcing last-minute demands and potential prorations errors.
  • Omitting known defects or past repairs that legally must be disclosed under state statute, exposing sellers to post-closing claims.
  • Entering inconsistent closing dates or signatures that do not match the purchase contract, leading to lender or escrow rejection.

Practical Examples of Questionnaire Use in Transactions

Real-world scenarios show how a completed questionnaire speeds title work or surfaces issues early in the process.

Martin Properties — Residential Closings

Tim Martin needed remote signature collection to meet a tight closing window

  • The questionnaire captured all payoff and fixture details quickly
  • As a result, the title company cleared exceptions faster and the sale closed on schedule without in-person meetings.

Optica Ventures — Portfolio Sale

Brian Fitzgibbons used standardized questionnaires for multiple properties to ensure consistent disclosures

  • Automation reduced repetitive data entry
  • This consistency reduced review cycles and helped the buyer's counsel reconcile title exhibits across the portfolio.

Who Signs and Certifies the Questionnaire

Home Seller

The seller (individual or authorized representative) signs to attest to the accuracy of disclosures, known defects, and ownership. The signer should match the name on the deed or provide documentation proving authority to sign.

Listing Agent / Authorized Representative

The listing agent often reviews and initials the questionnaire for completeness, confirms attachments, and certifies that the information was collected from the seller and supporting documents.

Typical eSignature Vendor Pricing and Capabilities for Residential Forms

Basic vendor pricing and feature differences can affect per-transaction cost and capacity for high-volume real estate closings; signNow appears first for comparison.

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 by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes (Business Premium) Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

Practical Tips to Improve Accuracy and Speed

Adopt these practices to lower risk and shorten the time from accepted offer to recorded deed.

Standardize Templates Across Listings
Use a consistent questionnaire template for similar property types so agents populate the same fields the title company expects, reducing back-and-forth and missing attachments.
Require Supporting Documents
Attach copies of the current deed, recent tax bill, HOA rules, inspection reports, and payoff statements to substantiate answers and speed title examination.
Verify Signer Authority
Confirm signers match deed vesting or provide entity/trust authorization documents; mismatches require corrective deeds or affidavits and delay recording.
Use Secure eSignature with Audit Trail
Select an eSignature method that provides signer authentication, an auditable certificate, and tamper-evident storage to preserve evidentiary value for lenders and title insurers.

Frequently Asked Questions and Solutions

Answers to common execution and submission questions for the Residential Property Sale Questionnaire.


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