Can the checklist be e-signed?

Yes. Electronic signatures are legally valid for most transactional documents under the ESIGN Act (15 U.S.C. ch. 96, 2000) and UETA where adopted. Confirm exceptions such as certain court filings or testamentary instruments.

Is notarization required?

Many deed-related acknowledgements require a notary for recordation. Check the recording county and state RON rules before relying on electronic notarization.

Who must sign the checklist?

The person or authorized agent listed as owner on public record should sign. For entities, an authorized officer or manager signs; for trusts, the trustee signs.

How do I correct an error after signing?

Execute a corrected checklist or add a signed amendment clearly identifying the change. Keep originals and the correction with audit metadata for traceability.

What supporting documents are required?

Attach deed, recent mortgage statement, tax bill, leases, inspection reports, and any permits referenced. Missing attachments often cause underwriting exceptions.

How long must I keep the completed checklist?

Follow federal baselines and industry rules: at minimum retain relevant tax and transaction records for 3 years (IRC §6501(a)); real estate files often kept 7 years or longer per state guidance.

Electronic Signature
Templates
Real estate
Property Info Checklist

Property Info Checklist

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

PROPERTY INFORMATION CHECKLIST

Property Identification

Property Address: Parcel / APN:

Legal Description

Year Built

Approx. Square Footage

Primary Parties and Contacts

Property Owner / Seller Name Owner Contact Information Listing Agent / Property Manager Agent Contact Information

Physical Condition — Common Systems

Inspection Date: Inspector / Company:

Roof

Condition: Yes No Age / Material:

Foundation / Structural

Visible Issues: Yes No Describe:

HVAC (Heating / Cooling)

Working Condition: Yes No Age / Last Service:

Plumbing

Active Leaks / Issues: Yes No Material (pipes):

Electrical

Service Capacity / Issues: Yes No Panel Type / Amps:

Environmental & Hazard Disclosures

Lead-Based Paint Present: Yes No If yes, provide details:

Asbestos Known: Yes No Details:

Mold / Water Intrusion History: Yes No Past flooding or significant water damage: Yes No

Title, Encumbrances, and Legal Matters

Mortgages, Deeds of Trust, Liens or Judgments

Easements / Rights-of-Way Affecting Property: Yes No Describe:

Zoning / Land Use Restrictions Known: Yes No Current Zoning Classification:

Utilities, HOA, Taxes, and Insurance

Utilities (Indicate responsibility and status): Water - ; Sewer/Septic -

Electricity - ; Gas -

Homeowners' Association (HOA) Present: Yes No If yes, current dues:

Property Taxes Current: Yes No Most Recent Tax Amount:

Renovations, Permits, and Repairs

Major Renovations or Alterations (last 10 years)

Any work done without permits that you are aware of: Yes No Details:

Disclosures and Legal Certifications

Prior insurance claims (fire, flood, hail, other) filed for the property: Yes No If yes, describe:

Other Known Material Facts

Certification: The person signing below certifies, under penalty of perjury, that the information provided in this Property Information Checklist is true and correct to the best of the signer's knowledge. The signer further acknowledges that this document is a statement of representations and disclosures and does not constitute a warranty or guarantee of condition. The signer agrees to promptly supplement this checklist if material facts change prior to closing or transfer.

Remedies and Reliance: Recipient may rely on the factual disclosures herein for the purpose of evaluating the property. Owner agrees to indemnify recipient for any damages resulting from intentional misrepresentation or fraudulent omission of material facts within the knowledge of the owner. This checklist is part of the transaction documentation but does not replace or limit remedies provided by law.

Governing Law: This Property Information Checklist shall be governed by and construed in accordance with the laws of the state in which the property is located. Venue for disputes shall be in the appropriate court for the county where the property is situated.

Property Owner / Seller:

By:

Date:

Listing Agent / Manager:

By:

Date:

What the Property Info Checklist Is

A Property Info Checklist is a structured form used during real estate transactions to collect standardized facts about a parcel, building, or unit. It gathers ownership details, legal descriptions, physical condition notes, encumbrance and lien status, utility and tax identifiers, occupancy and rental data, and any required disclosures. Agents, title companies, lenders, sellers, and property managers use the checklist to streamline underwriting, title review, and disclosure compliance and to reduce information gaps that commonly delay closings or underwriting decisions.

Why a Formal Checklist Helps Transactions

A consistent Property Info Checklist reduces errors, shortens review cycles, and centralizes the facts title examiners, lenders, and buyers need. The checklist supports auditability and can be retained as a record of representations made at listing or contract stage.

Who Typically Completes the Checklist

Use the checklist as a shared, trackable record to reduce back-and-forth requests for basic property data during listing, underwriting, and closing.

Listing agents and brokers verifying seller disclosures and condition items before listing
Title and escrow officers assembling data for title searches and closing packages
Lenders and underwriters confirming collateral details for loan underwriting

Core Components of a Professional Checklist

A complete Property Info Checklist groups related fields and supporting items so reviewers can find information quickly and link to source documents during title and underwriting review.

Property ID

Parcel number, legal description, street address, and unit number to uniquely identify the asset for public records and tax search purposes.

Ownership

Current owner name, ownership type (individual, trust, LLC), and any recent transfer dates or recorded instruments affecting chain of title.

Encumbrances

Recorded liens, mortgages, judgments, easements, and recorded covenants that may affect marketable title or closing.

Occupancy & Tenancy

Current occupancy status, lease terms for tenants, security deposit details, and tenant contact information where applicable.

Utilities & Services

Active utility accounts, meter numbers, billing party, property access for inspections, and outstanding utility liens if known.

Condition & Disclosures

Known defects, structural issues, pest, lead, or environmental disclosures, and whether professional inspections or certificates are available.

Step-by-Step: Filling Out the Checklist

Follow a consistent sequence to collect verified facts and reduce follow-up requests from title or lender reviewers.

01

Gather Documents: Collect deed, latest mortgage statement, lease, tax bill, and inspection reports.
02

Enter Identifiers: Complete parcel ID, legal description, and owner name exactly as recorded.
03

Confirm Encumbrances: List recorded liens and pending assessments with recording references.
04

Attach Proof: Upload supporting PDFs and note where records came from.

Where the Completed Checklist Goes

After completion, route the checklist to parties who rely on it for closing, underwriting, or listing compliance.

Title / Escrow: Send to title officer for search and to attach to the closing file.
Lender / Underwriter: Provide to loan processor to verify collateral details.
Listing Broker: Keep a copy with the listing record and property disclosure packet.
Property Manager: Store with tenant and maintenance records for ongoing asset management.

Digital Completion and Sharing Requirements

Use a platform that preserves audit trails and attachments so title and underwriting reviewers can validate each entry without rescanning or manual aggregation.

File Formats: Accept PDF, DOCX, and fillable forms for universal compatibility.
Integrations: Connectors for Google Workspace, Microsoft 365, and Box reduce upload steps.
Authentication: Email or SMS verification for signer attribution and audit trails.

Consequences of Incorrect or Incomplete Checklists

Closing Delays: Buyer or lender postponement

Title Exceptions: Unresolved liens or easements

Liability Risk: Seller misrepresentation claims

Underwriting Denial: Loan approval withheld

Increased Costs: Extra title or legal fees

Notary Errors: Re-execution or affidavit required

Common Mistakes to Avoid

Using informal owner names instead of the legal entity on record, causing title mismatches or payoff errors
Leaving out recorded instrument numbers for mortgages or easements, which slows title examiner verification
Failing to attach inspection reports or permits referenced in checklist fields, prompting last-minute document requests
Assuming electronic notarization is allowed without checking state RON laws and county acceptance for recording

Practical Tips for Faster, Accurate Completion

Adopt consistent templates and confirm public-record values before entry to reduce exceptions and rework.

Verify Public Records

Cross-check owner name, APN, and legal description against county recorder or assessor records before finalizing entries.

Attach Originals

Upload PDFs of deeds, mortgage statements, and leases rather than summarizing — attachments speed reviewer confirmation.

Use Standard Formats

Enter dates as MM/DD/YYYY and phone numbers with area code to avoid parsing errors.

Record Audit Trail

Keep an audit log of who edited the checklist and when to support later dispute resolution.

Real-World Examples of Checklist Use

Below are two concise examples showing how a Property Info Checklist fits into common workflows.

Martin Properties (Local Broker)

Tim Martin used a checklist to collect tenant and lease data before listing

Speed and completeness improved title review time
"I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

Optica Ventures (Investment)

Optica used a standardized checklist to compare multiple acquisitions quickly

Centralized documents reduced due diligence cycles
"The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

eSignature Vendor Comparison for Completing Checklists

Platform selection affects cost, compliance options, and bulk distribution capability. The table compares signNow with widely used alternatives on common purchase criteria.

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

Timing and Typical Processing Expectations

Be aware of common timing benchmarks for review, correction, and final acceptance so parties can plan closings and underwriting windows.

Initial Completion:

Same day if documents and IDs are available

Title Review:

1–5 business days depending on backlog

Lender Verification:

2–7 business days for standard loans

Corrections and Re-execution:

1–3 business days for minor fixes

Notary or RON Session:

Schedule 24–72 hours in advance

FAQs and Troubleshooting

Answers to common operational and legal questions about using the checklist and submitting it electronically.

Need help? Contact support

Can the checklist be e-signed?
Yes. Electronic signatures are legally valid for most transactional documents under the ESIGN Act (15 U.S.C. ch. 96, 2000) and UETA where adopted. Confirm exceptions such as certain court filings or testamentary instruments.
Is notarization required?
Many deed-related acknowledgements require a notary for recordation. Check the recording county and state RON rules before relying on electronic notarization.
Who must sign the checklist?
The person or authorized agent listed as owner on public record should sign. For entities, an authorized officer or manager signs; for trusts, the trustee signs.
How do I correct an error after signing?
Execute a corrected checklist or add a signed amendment clearly identifying the change. Keep originals and the correction with audit metadata for traceability.
What supporting documents are required?
Attach deed, recent mortgage statement, tax bill, leases, inspection reports, and any permits referenced. Missing attachments often cause underwriting exceptions.
How long must I keep the completed checklist?
Follow federal baselines and industry rules: at minimum retain relevant tax and transaction records for 3 years (IRC §6501(a)); real estate files often kept 7 years or longer per state guidance.

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