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Property Authority to Value Document

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PROPERTY AUTHORITY TO VALUE DOCUMENT

This Property Authority to Value Document is made effective as of by and between Owner Name: whose address is (\"Owner\") and Authorized Representative Name: of Representative Company: with address (\"Representative\").

RECITALS

WHEREAS, Owner is the legal owner or authorized holder of an interest in the real property commonly known as (the \"Property\") and identified as Parcel Number: ; and

WHEREAS, Owner desires to obtain one or more valuation products and related reports concerning the Property, and Representative is willing to provide or procure such valuation services subject to the terms and conditions set forth in this document; and

WHEREAS, Owner desires to grant Representative the limited authority necessary to access the Property, obtain records and third-party reports, and to act on Owner's behalf solely for the purpose of preparing or obtaining valuation(s) of the Property.

NOW, THEREFORE

In consideration of the mutual covenants contained herein and other good and valuable consideration, the receipt and sufficiency of which are acknowledged, the parties agree as follows:

1. APPOINTMENT AND AUTHORITY

Owner hereby appoints Representative as Owner's limited and non-exclusive agent solely to obtain and prepare valuation services for the Property. Representative is authorized, subject to the terms of this document, to: (a) engage licensed appraisers, brokers, consultants or third-party valuation vendors; (b) obtain copies of leases, rent rolls, operating statements, inspection reports, title information and other documents reasonably necessary for valuation; and (c) enter the Property for the purpose of inspection, provided that any physical entry shall be conducted at reasonable times with reasonable notice to occupants. Representative shall not, without Owner's prior written consent, bind Owner to any sale, encumbrance, or transfer of the Property.

2. SCOPE OF VALUATION SERVICES

Representative is authorized to obtain the following valuation product(s) (check all that apply):

Full appraisal by licensed appraiser
Broker price opinion (BPO) or market broker opinion
Automated valuation model (AVM) or statistical estimate
Comparative market analysis (CMA) and supporting market data
Environmental or specialty reports as necessary for valuation

Representative shall use commercially reasonable efforts to procure one or more written valuation reports and shall deliver copies of such reports to Owner at the contact information provided in the Notices section. Representative's procurement of valuation services shall be subject to Owner's prior approval of any third-party vendor retaining fees greater than .

3. TERM AND TERMINATION

This document shall commence on the Effective Date and remain in effect until the earlier of (a) completion and delivery of the requested valuation reports, or (b) termination by either party upon days' prior written notice to the other party. Termination shall not relieve either party of obligations accrued prior to termination, including payment obligations.

4. ACCESS, COOPERATION AND DATA

Owner shall, at Owner's expense unless otherwise agreed, provide reasonable access to the Property, furnish existing contracts, leases, rent rolls, operating statements and other documents reasonably requested by Representative or valuation vendors. Owner represents that all information provided is true, complete and free from material omission. Representative will use reasonable care in handling confidential materials but is not liable for accuracy of third-party data it obtains in good faith.

5. FEES AND PAYMENT

Owner agrees to pay Representative or its vendors the fees for services described herein. Standard fees payable by Owner are: Valuation Fee ; Additional reports or specialty services as invoiced. Payable to: . Invoices are due within days of receipt. Late payments may accrue interest at the lesser of 1.5% per month or the maximum permissible by law.

6. CONFIDENTIALITY AND USE OF REPORTS

All valuation reports and supporting materials furnished to Owner are prepared for the exclusive use of Owner and the Representative for the stated purpose. Owner shall treat valuation reports as confidential and shall not distribute such reports to third parties except as required by law or with the written consent of Representative and any engaged third-party vendor. Representative and vendors retain ownership of methodologies, templates and intellectual property used in producing reports.

7. REPRESENTATIONS AND WARRANTIES

Owner represents and warrants that Owner has full right, authority and legal capacity to enter into this document and to grant the authorizations herein. Representative represents that it will perform services in a professional manner consistent with industry standards and applicable licensure requirements. EXCEPT AS EXPRESSLY SET FORTH IN THIS DOCUMENT, NO PARTY MAKES ANY OTHER REPRESENTATIONS OR WARRANTIES, EXPRESS OR IMPLIED.

8. INDEMNITY; LIMITATION OF LIABILITY

Owner shall indemnify, defend and hold harmless Representative and its agents, employees and contractors from and against all claims, liabilities, losses and expenses arising from Owner's breach of this document, misrepresentation of facts or failure to disclose material information. IN NO EVENT SHALL REPRESENTATIVE BE LIABLE TO OWNER FOR SPECIAL, CONSEQUENTIAL OR PUNITIVE DAMAGES, AND REPRESENTATIVE'S AGGREGATE LIABILITY ARISING FROM OR RELATED TO THIS DOCUMENT SHALL NOT EXCEED THE TOTAL FEES PAID TO REPRESENTATIVE UNDER THIS DOCUMENT.

9. NOTICES

Notices to Owner

Notices to Representative

All notices shall be in writing and shall be deemed given when delivered by hand, by nationally recognized overnight courier, or by certified mail, return receipt requested, to the addresses set forth in this document or to such other address as a party may designate by notice to the other.

10. GOVERNING LAW; ENTIRE AGREEMENT; SEVERABILITY

This document shall be governed by and construed in accordance with the laws of the state specified for governing law: , without regard to conflicts of law principles. This document constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior agreements and understandings, whether written or oral. If any provision of this document is held invalid or unenforceable, the remaining provisions shall remain in full force and effect.

11. AMENDMENTS; WAIVER; COUNTERPARTS

No amendment or modification of this document shall be effective unless in writing and signed by both parties. No waiver by any party of any breach shall be deemed a waiver of any other breach. This document may be executed in counterparts, each of which shall constitute an original and all of which together shall constitute one and the same instrument. Facsimile or electronic signatures shall be binding.

12. ADDITIONAL PROVISIONS

Any third-party vendor engaged by Representative shall be required to carry appropriate professional liability insurance. Representative shall provide proof of insurance upon Owner's written request. Owner acknowledges that valuation opinions are subjective and may vary among qualified professionals.

Owner

Party Label:

By:

Date:

Authorized Representative

Party Label:

By:

Date:

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What the Property Authority to Value Document Is

The Property Authority to Value Document is a written authorization that grants an agent, appraiser, or representative the legal right to obtain a professional valuation of a specified real property asset. It names the parties, identifies the property (address, parcel/APN), states the valuation purpose (sale, refinance, insurance, tax), and clarifies access and data-sharing permissions. The form may specify appraisal standards, a time window for inspection, and any limits on dissemination of the resulting report. It often requires signature and may require notarization depending on state or lender conditions.

Why a Clear Authorization Matters for Valuations

A clear Property Authority to Value Document reduces disputes about who may access a property and who may rely on the appraisal. It documents consent, limits, and the valuation scope, which helps insurers, lenders, and buyers assess legal risk and evidentiary weight. ESIGN and UETA permit electronic execution where allowed, but state notary or lender rules may still apply.

Why a Clear Authorization Matters for Valuations

Who Typically Uses This Document

Organizations and individuals use this form when they need an official property valuation and a clear record of permission to inspect or appraise.

  • Real estate brokers and sellers arranging an appraisal prior to listing or sale, ensuring the appraiser has site access and documented consent.
  • Lenders and mortgage servicers requesting appraisals for underwriting, refinance, or loss mitigation—documenting authorization avoids delays at closing.
  • Insurance adjusters and property owners ordering valuations for policy issuance, claims, or coverage review where documented authority limits liability.

Use this document to centralize authorization, record purpose and scope, and reduce the chance of appraisal access denials or later challenges to the valuation.

Essential Parts of a Professional Authorization

A complete Property Authority to Value Document organizes the authorization into distinct legal and practical components so all parties understand scope, timing, and obligations.

Authorization Clause

Explicitly states that the grantor permits the named agent or appraiser to access the property and order a valuation under specified conditions, limiting scope as needed.

Property Details

Full street address, parcel or APN, legal description and any unit or suite identifiers so the valuation applies to the correct asset without ambiguity.

Valuation Purpose

Specifies why the valuation is requested—sale, refinance, insurance, tax appeal—since intended use can affect report format and reliance.

Access Rights

Defines when inspectors may enter, who may accompany them, and what documents or files the appraiser may obtain or copy.

Timeframe

Start and end dates for the authorization and inspection window, including any expedited deadlines or required delivery dates for the report.

Signature Block

Spaces for the grantor, agent/appraiser, dates, and any notary or witness acknowledgements required by state or lender rules.

Step-by-Step: Completing the Authorization

Follow a simple sequence to prepare, sign, and distribute the Property Authority to Value Document to avoid avoidable processing delays.

  • 01
    Prepare the form: Populate property and party fields fully and attach supporting title or identity documents if required.
  • 02
    Confirm valuation purpose: Choose the correct purpose so the appraiser uses the appropriate standards and report format.
  • 03
    Authorize access: Specify inspection windows and any restrictions on who may enter the property.
  • 04
    Sign and distribute: Execute signatures (electronic or wet) and send signed copies to appraiser, lender, and file custodian.

Typical Digital Workflow for eSubmission

An electronic workflow reduces turnaround time and provides an audit trail; these are the common steps for eSigning and delivery.

  • Upload document: Sender uploads the filled form to the eSignature platform as a PDF or DOCX.
  • Place fields: Add signature, date, and optional initial fields and any conditional fields.
  • Send to signer: Deliver via email or signing link with chosen authentication method (email, SMS, KBA).
  • Receive signed file: Signer returns signed copy; system captures audit trail and shares final package.

Recommended eSignature Settings for This Form

Configure authentication, retention, and notifications so the authorization meets legal and operational requirements for valuations.

Field Configuration
Signer Authentication Email plus SMS or knowledge-based verification for higher assurance
Notary / Witness Enable remote notary workflow or require in-person notarization per state
Retention Policy Retain signed package and audit trail for minimum required retention period
Notifications Enable automatic copies to lender, appraiser, and file custodian

Digital Delivery Considerations

Choose a platform that supports required authentication, audit trails, and optional remote notarization when state rules or lenders require it.

  • File formats: PDF and Word DOCX widely supported
  • Integrations: Works with systems like Salesforce, NetSuite, and Google Workspace
  • Notary support: Platform should support RON or in-person notarization workflows

Ensure the selected service provides tamper-evident signed PDFs, a searchable audit trail, and export options for secure archival in your document management system or loan file.

Security and Compliance Features to Look For

Encryption: TLS 1.2/1.3 in transit, AES-256 at rest
Audit Trail: Timestamped logs, IP, and action history
HIPAA Support: BAA available where protected health data is involved
21 CFR Part 11: Controls for FDA-regulated environments
SOC 2: SOC 2 Type II report available on request
ISO: ISO 27001 certified security controls

Consequences of an Incorrect or Incomplete Authorization

Void Authorization: Document ambiguity may void the appraiser's authority
Access Denied: Appraiser or inspector may be refused entry
Legal Disputes: Increased risk of litigation over valuation reliance
Recording Rejection: County clerks may reject improperly executed recordings
Delay Costs: Transaction delays can increase financing or closing costs
Regulatory Fines: Industry-specific compliance failures can trigger fines

Common Preparation Mistakes to Avoid

  • Vague property descriptions that omit parcel or legal identifiers lead to misapplied valuations and processing delays with lenders or insurers.
  • Failing to specify valuation purpose causes the appraiser to produce an unusable report for the intended transaction or regulatory need.
  • Omitting a clear access window or restrictions results in missed inspections or disputes about inspection scope and accompanying personnel.
  • Not verifying signer authority or failing to notarize where required can result in the valuation being rejected for closing or claim purposes.

Timing Considerations and Typical Deadlines

Plan the authorization timeline to align with appraisal scheduling, lender cutoffs, and any statutory notice periods applicable to the transaction.

Before Loan Closing:

Provide authorization by the lender's appraisal cutoff to avoid delay at closing

Expedited Appraisals:

Include required delivery date if appraisal must be completed on a compressed schedule

Insurance Effective Date:

Obtain valuation before policy issuance or premium adjustment takes effect

Renewal or Review:

Schedule authorizations ahead of periodic valuation review windows

Remote Notary Timing:

Plan for RON session scheduling when notarization is needed and permitted

Key Milestones From Request to Archive

A sequential timeline helps track the authorization lifecycle from initial request through appraisal delivery and record retention.

01

Request Submitted

Submit complete form and supporting title or ID documents to the appraiser or agent

02

Access Scheduled

Arrange inspection date and confirm who will attend and any access constraints

03

Appraisal Completed

Appraiser inspects property, prepares report, and delivers to named recipients

04

File and Retain

Store signed authorization and appraisal package according to retention policy

Real-World Examples of Document Use

Two representative examples show how organizations use the Property Authority to Value Document in common scenarios.

Martin Properties (Residential Closing)

A property management firm needed remote appraisals for quick closings due to tenant schedules and geographic constraints.

  • They used a standardized authorization form.
  • Tim Martin, Founder of Martin Properties, said the ability to process and execute documents online with compliance and security helped them complete closings without in-person meetings while preserving chain-of-evidence for lenders and buyers.

Optica Ventures (Portfolio Valuation)

An investment firm required consistent valuations across a multi-state portfolio for refinancing.

  • They centralized authorization and reporting.
  • Brian Fitzgibbons, COO of Optica Ventures LLC, noted the interface was simple for their team and customers, enabling consistent permissioning and faster appraisal coordination across jurisdictions.

eSignature Pricing and Capabilities for Executing This Form

Platform price and capabilities affect cost and compliance; the table compares starting prices and core features relevant to signing and distributing authorization forms.

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 by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes (Business Premium) Varies by plan Varies by plan Varies by plan Varies by plan
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Practical Tips for Accurate, Efficient Completion

Apply consistent practices to reduce rework and ensure the document supports the appraisal's intended use and evidentiary needs.

Verify signer authority
Confirm that the person signing has legal authority (owner, authorized agent, corporate officer) to grant access and rely on public records or corporate resolutions as needed.
Include unique identifiers
Add parcel/APN, legal description, and deed reference to prevent ambiguity about the property being valued.
Use robust authentication
Require SMS code or knowledge-based verification for high-assurance signings and enable audit trails to capture intent and attribution.
Document retention
Archive the signed authorization, appraisal, and audit trail together in a secure repository to support future audits or disputes.

Frequently Asked Questions and Troubleshooting

Answers to common questions about execution, enforceability, notarization, and eSignature use for a Property Authority to Value Document.


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