Can this form be signed electronically?

Yes. Electronic signatures generally satisfy federal ESIGN (15 U.S.C. ch. 96) and state UETA laws when intent, consent, attribution, and retention are established. Exceptions apply for certain court filings and testamentary documents; confirm state-specific rules before relying solely on e-signatures.

Are notarization or witnesses required?

Notarization is commonly required for deed acknowledgements and some transfer documents; witness requirements vary by state and document type. For property condition reports tied to leases or inspections, notarization is usually not mandatory, but verify for lending or closing contexts.

What happens if information is incorrect?

Incorrect or incomplete entries can impair insurance claims, trigger repair disputes, or cause lenders to delay closings. Correct errors promptly with an addendum or corrected form showing dated signatures; maintain version history and distribution records for evidentiary purposes.

How long should I keep completed forms?

Retention depends on purpose: retain inspection and lease records for active term plus at least three years. For tax, lending, or real estate transactions, retain for six to seven years or longer per IRS, state, or industry rules.

Can I attach photos and sketches?

Yes. Attach dated photos and labeled sketches tied to specific line items. Use clear filenames and include orientation notes. Photographs are treated as supporting evidence and should be retained with the signed form and any related correspondence.

Is an electronic copy legally valid?

Yes, provided the record is retrievable and accurately reproduces the signed content, and consent to electronic records is documented. ESIGN (15 U.S.C. ch. 96) and state UETA laws require retention and consumer disclosure when applicable.

Electronic Signature
Templates
Miscellaneous
Property Condition Survey Form

Property Condition Survey Form

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

PROPERTY CONDITION SURVEY FORM

WHEREAS, Client Name: and WHEREAS, Inspector Name: agree that Inspector will perform a visual property condition survey of the property identified below on or about .

This Property Condition Survey Form sets forth the Scope of Work, Payment Terms, Term and Termination, Confidentiality obligations, and other material terms governing the inspection services to be provided.

Survey Details

Property Address Owner / Client Contact

Property Type

Year Built

Number of Units

Occupancy Status

Occupied Vacant Partially Occupied

Survey Date

Inspector License / ID

Scope of Work

The Inspector shall perform a visual, non-invasive condition survey of accessible components of the property and shall prepare a written report documenting observed conditions. The inspection does not include invasive testing, destructive examination, or code compliance verification unless expressly agreed in writing.

Detailed Scope of Work

Survey Observations and Condition Ratings

For each category below, select the condition that best reflects the observed state at the time of the survey and provide brief notes where applicable. Ratings are based on visual observation and routine accessibility; latent conditions may not be apparent.

Exterior (foundation, cladding, windows)

Good Fair Poor

Roof

Good Fair Poor

Structural

Good Fair Poor

Plumbing

Good Fair Poor

Electrical

Good Fair Poor

HVAC

Good Fair Poor

Environmental / Hazard Observations

Asbestos observed Mold observed Lead paint observed No hazards observed

Photographs and Attachments

Photographs, diagrams, and other attachments supporting the inspection findings are considered part of the final report when attached and listed below.

Attachments Included

Payment Terms

Client shall pay Inspector for the services performed as set forth below. Payment obligations are independent of findings and shall survive termination of this form to the extent incurred prior to termination.

Inspection Fee (Amount) Payment Schedule Late Payment Fee

Term and Termination

This Agreement commences on Start Date and, unless earlier terminated as provided below, will continue until End Date.

Start Date

End Date

Notice Period (days)

Either party may terminate for material breach if the breaching party fails to cure within the stated notice period. Termination does not relieve Client of payment for work performed and expenses incurred through the effective date of termination.

Confidentiality

Each party shall maintain in confidence any non-public information disclosed in connection with the inspection and report and shall not disclose such information to third parties except: (a) to its employees or contractors with a need to know and who are bound by similar confidentiality obligations; (b) as required by law; or (c) with the prior written consent of the other party. Confidentiality obligations survive termination of this Agreement for a period of three (3) years.

Liability, Warranty and Limitations

Inspector's services are limited to a visual, non-invasive survey of readily accessible areas. Inspector makes no warranties, express or implied, including any warranty of merchantability or fitness for a particular purpose. Client acknowledges that latent or concealed conditions may not be discovered. Inspector's liability for damages arising out of the performance of services shall not exceed the total fees paid by Client for the inspection, except for liability resulting from gross negligence or willful misconduct.

Acknowledgment of Limitations: I acknowledge and accept the limitations of the inspection as described above.

Governing Law

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

Entire Agreement

This document, including all attachments and the written report when delivered, constitutes the entire agreement between Client and Inspector with respect to the subject matter hereof and supersedes all prior discussions and agreements, whether written or oral. Any modification must be in writing and signed by both parties.

Certification

By signing below, Client and Inspector certify that they are authorized to enter into this Agreement, have read and understand the terms, and agree that the inspection and resulting report will be performed and delivered in accordance with the Scope of Work and terms set forth herein.

Client Name:

By:

Date:

Inspector Name:

By:

Date:

What the Property Condition Survey Form Is and when it’s used

Property Condition Survey Form is a standardized inspection and record document used to capture a property's physical condition at a point in time. Typical uses include lease move-in/move-out inspections, mortgage and insurance underwriting, seller disclosures, and due diligence for commercial or residential transactions. The form records structural elements, major systems, safety items, and observable defects, and often attaches photos or sketches. When completed and retained, it creates a baseline for claims, repairs, or adjustments; many organizations accept electronic completion and signatures under ESIGN and applicable state UETA laws.

Why a consistent Property Condition Survey Form matters

Provides an objective, timestamped record of property condition to reduce disputes, document maintenance needs, and support insurance or lending decisions. A clear form improves transparency, speeds repairs, and preserves evidence for claims when retained with signatures and dated photographs.

Typical users and stakeholders

Common users include property managers, real estate agents, building inspectors, lenders, and insurance adjusters responsible for documenting condition and liability.

Property managers tracking move-in, move-out, routine maintenance schedules, and repair histories for multiunit buildings
Real estate brokers documenting condition for listing disclosures and negotiation
Lenders and underwriters using reports for collateral valuation and loan closing files

Use the form consistently across properties to standardize records, simplify comparisons, and strengthen document defensibility in disputes.

Core sections to include on a professional form

Essential sections of a professional Property Condition Survey Form cover identification, systems and structure, safety items, photographic evidence, inspector notes, and signature blocks with dates and contact information.

Identification

Record property address, parcel or unit number, owner and occupant names, and inspector credentials; include contact details and report reference number to prevent misfiling and support chain-of-custody in claims.

Systems

Describe HVAC, electrical, plumbing, roof, and foundation condition, noting functional status, age estimates, and observable defects without invasive testing; include recommendations for further evaluation when needed.

Safety

Document safety items such as smoke detectors, carbon monoxide alarms, handrails, and trip hazards; note compliance concerns, missing devices, and immediate risks requiring urgent remediation.

Photos

Include clear, dated photographs tied to checklist items with captions describing location and defect. Store originals and thumbnails for indexing in electronic records to aid fast retrieval.

Inspector Notes

Provide objective observations, avoid speculative language, and list measurements or readings where relevant; identify potential causes but defer formal diagnosis to licensed specialists for repair estimates.

Signatures

Each responsible party must sign and date; include printed name, title, and contact. For electronic signatures, document consent and authentication method per ESIGN and state law.

Step-by-step process to complete the form

Follow these sequential steps to inspect, document, and finalize a Property Condition Survey Form accurately and consistently for legal and operational use.

01

Prepare: Gather keys, permits, and previous reports before starting the inspection.
02

Inspect: Walk all accessible areas, note defects, system condition, and safety issues.
03

Document: Use photos and annotated notes; reference location and severity.
04

Finalize: Review with owner, sign, date, and distribute copies to stakeholders.

Typical routing and handling after inspection

After inspection, follow a defined routing path so stakeholders receive the signed Property Condition Survey Form for review, filing, and any required approvals.

Owner: Provide final copy to property owner or manager.
Lender: Send to lender or underwriter if required.
Insurer: Attach to claim file or underwriting package.
Archive: Store signed PDF with metadata and audit trail.

Configure an electronic workflow for efficient processing

Configure eForms with conditional fields, automated routing, and notifications to match inspection workflow and approval requirements across stakeholders.

Field	Configuration
Signature Fields	Place signer, date, and initial fields; require completion.
Conditional Items	Show repair sections when defects recorded; hide when N/A.
Photo Uploads	Allow image attachments with captions and timestamps.
Routing Rules	Set sequential approvals and notification emails to stakeholders.

Technical considerations for digital completion and eSubmission

Confirm platform compatibility, authentication strength, and supported file types before choosing an eSubmission workflow for the Property Condition Survey Form.

File Formats: PDF, DOCX, and image support.
Integrations: Salesforce, NetSuite, Google Workspace.
Authentication: Email, SMS, or KBA options.

Pricing and feature comparison for popular eSignature platforms

Pricing and feature comparison for common eSignature vendors relevant to Property Condition Survey Form workflows; signNow shown first per platform data.

	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	Yes	Yes	Yes	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Required information and short-reference checklist

Property ID: Full address and parcel

Inspector Info: Name, license, contact details

Inspection Date: MM/DD/YYYY format required

Condition Codes: Standardized condition descriptors and ratings

Photo Links: Attach dated images to items

Signatures: Signed and dated by parties

Short summary of potential penalties and risks

Insurance Claims: Denial or reduced payout

Loan Delays: Underwriting holds or denial

Legal Disputes: Stronger litigation risk

Tax Implications: Recordkeeping noncompliance penalties

Operational Costs: Unexpected repair expenses

Data Loss: Evidence gaps reduce defenses

Common mistakes to avoid when preparing the form

Incomplete line-item descriptions leaving ambiguity about location, severity, or responsible party, which complicates repairs and dispute resolution.
Missing or poorly labeled photographs that cannot be matched to checklist items, reducing probative value during insurance or legal review.
Using vague terms like 'good' or 'acceptable' without measurable criteria, making future condition comparisons subjective and contested.
Failing to record inspector credentials, signatures, or version history, which weakens admissibility in hearings or insurance disputes.

Frequently asked questions about completing and signing the form

Answers to frequent questions about completing, signing, and storing the Property Condition Survey Form, including e-signature and notarization concerns.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures generally satisfy federal ESIGN (15 U.S.C. ch. 96) and state UETA laws when intent, consent, attribution, and retention are established. Exceptions apply for certain court filings and testamentary documents; confirm state-specific rules before relying solely on e-signatures.
Are notarization or witnesses required?
Notarization is commonly required for deed acknowledgements and some transfer documents; witness requirements vary by state and document type. For property condition reports tied to leases or inspections, notarization is usually not mandatory, but verify for lending or closing contexts.
What happens if information is incorrect?
Incorrect or incomplete entries can impair insurance claims, trigger repair disputes, or cause lenders to delay closings. Correct errors promptly with an addendum or corrected form showing dated signatures; maintain version history and distribution records for evidentiary purposes.
How long should I keep completed forms?
Retention depends on purpose: retain inspection and lease records for active term plus at least three years. For tax, lending, or real estate transactions, retain for six to seven years or longer per IRS, state, or industry rules.
Can I attach photos and sketches?
Yes. Attach dated photos and labeled sketches tied to specific line items. Use clear filenames and include orientation notes. Photographs are treated as supporting evidence and should be retained with the signed form and any related correspondence.
Is an electronic copy legally valid?
Yes, provided the record is retrievable and accurately reproduces the signed content, and consent to electronic records is documented. ESIGN (15 U.S.C. ch. 96) and state UETA laws require retention and consumer disclosure when applicable.

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