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Property Information Disclosure Form

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PROPERTY INFORMATION DISCLOSURE FORM

Property Identification

Property Address:

Parties

General Disclosures

Year Property Built:   Is property occupied? Yes   No

Lead-based paint present (if built before 1978): Yes    If yes, date of report or remediation:

Condition Disclosures — Check all items that apply and provide details

Known structural defects: Yes    Roof leaks or repairs: Yes

Plumbing problems: Yes    Electrical problems: Yes    HVAC issues: Yes

Past flooding, water intrusion, or drainage problems: Yes    Mold or mildew known: Yes

Active or prior termite/pest infestations: Yes    Treatments performed: Yes

Property connected to public sewer: Yes    On-site septic system: Yes

Known environmental hazards (asbestos, underground storage tanks, contaminants): Yes    Property in designated floodplain or flood zone: Yes

Unpermitted work or code violations known: Yes    Insurance claims filed for property damage in past 7 years: Yes

Fixtures, Personal Property, and Utilities

Items included in sale (check all that apply): Appliances   Light fixtures   Window treatments

Material Facts & Seller's Certification

Known material defects not otherwise disclosed above: Please identify below or check "None". Seller must disclose all known material facts that affect the value or habitability of the property.

Seller Certification: I certify, under penalty of perjury, that to the best of my actual knowledge the information provided in this Property Information Disclosure Form is true and complete as of the date signed below. I understand this disclosure is not a substitute for any inspections or warranties and does not create a duty to repair beyond any contractual obligations set forth in a separate agreement. I further acknowledge that I will promptly amend this disclosure if I learn of any material change prior to closing.

Buyer Acknowledgment

Buyer acknowledges receipt of this Property Information Disclosure Form and understands that the form represents Seller's disclosures as of the date signed by Seller. Buyer is advised to obtain independent inspections and to review all public records regarding the property.

Buyer Signature Requested: Buyer has signed below to acknowledge receipt

Additional Remarks

Governing Provisions

Entire Agreement: This Disclosure Form constitutes the written disclosures of Seller regarding known conditions of the property and is intended to be relied upon by Buyer. This form is incorporated into and governed by any purchase contract entered into by the parties, except to the extent a separate written agreement modifies specific obligations. Governing Law: disputes concerning this form shall be governed by the laws of the jurisdiction in which the property is located.

Seller Printed Name:

By:

Date:

Buyer Printed Name:

By:

Date:

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What the Property Information Disclosure Form Is and When It Applies

The Property Information Disclosure Form documents known facts about a residential property that sellers must share with prospective buyers. It typically includes the seller's representations about condition, material defects, environmental hazards, boundary or easement issues, and any other facts required by state law. The form supplements a purchase agreement and helps buyers make informed decisions, supports title and escrow processes, and becomes part of the transaction record retained by sellers, brokers, and closing agents.

Why a Complete Disclosure Matters to the Transaction

Accurate disclosures reduce post-closing disputes, inform buyer inspections, and protect sellers from claims of concealment. They also support proper title transfer and underwriting by lenders and insurers.

Why a Complete Disclosure Matters to the Transaction

Who Completes and Reviews This Form

Several parties interact with the Property Information Disclosure Form during a real estate transaction; responsibilities vary by role.

  • Listing agents prepare and deliver the form based on seller input and confirm completeness before marketing the property.
  • Sellers complete facts about the property, sign the disclosure, and update answers if material changes occur before closing.
  • Buyers and buyer agents review disclosures, order inspections, and may negotiate repairs or price adjustments based on disclosed issues.

Each participant should retain a dated copy; brokers and title/escrow companies commonly keep the executed form with closing records.

Core Elements Found in a Professional Property Information Disclosure Form

A comprehensive form organizes known facts into clear sections so buyers can assess condition and risks quickly. It should be concise, state-specific, and include required acknowledgements and signature blocks.

Property Identity

Street address, parcel number, and legal description that unambiguously identify the property for title and recording purposes; avoids mismatches in closing documents.

Occupancy & Access

Current occupancy status, rental agreements, access restrictions, and information on locks or keys that affect inspections or possession at closing.

Known Defects

Material defects observed by the seller (roof leaks, structural issues, pest damage) described with location and approximate date discovered.

Environmental Risks

Presence or history of lead paint, asbestos, radon, floodplain designation, underground storage tanks, or contaminated soil with disclosure of remediation actions if any.

Systems & Fixtures

Condition and inclusion of heating, cooling, plumbing, electrical systems, appliances, and fixtures; note warranties or sold-as-is status.

Signatures

Seller and listing agent signature lines with printed names and dates, plus space for buyer acknowledgment when required by state law.

Step-by-Step: Completing and Delivering the Disclosure

Follow this sequence to prepare, review, and include the disclosure in the closing package.

  • 01
    Gather Property Details: Collect legal description, parcel ID, and recent inspection reports.
  • 02
    Seller Input: Seller answers questions honestly and adds explanatory notes where needed.
  • 03
    Agent Review: Listing agent verifies completeness and corrects formatting or missing dates.
  • 04
    Deliver to Buyer: Provide signed copy to buyer and escrow/title before contract contingency deadlines.

Configuring an Online Disclosure Workflow

Set up electronic workflows so disclosures are completed, signed, and routed consistently during listing and closing.

Field Configuration
Conditional Questions Show follow-up fields only when a seller answers 'Yes' to a material issue.
Signer Authentication Require email + SMS or knowledge-based authentication for seller signature attribution.
Document Attachments Allow upload of inspection reports, remediation records, and permits alongside the disclosure.
Audit Trail Enable automatic capture of timestamps, IP addresses, and signer events for each executed form.

Where the Disclosure Goes During the Transaction

A clear routing path ensures stakeholders have the disclosure when they need it for inspection, underwriting, and closing.

  • To Buyer/Buyer Agent: Sent with the seller disclosure package before acceptance of an offer.
  • To Title/Escrow: Include executed disclosure in closing documents for underwriting and recording checks.
  • To Lender: Provide disclosure for lender review to support appraisal exceptions or lender conditions.
  • For Seller Records: Seller and broker retain original signed copy for the retention period required by law.

Technical and Integration Considerations for eSubmission

Choose a platform that supports PDF/DOCX uploads, secure storage, and integration with title and CRM systems.

  • File Formats: Support for PDF and Word DOCX preserves layout and signature fields.
  • Integrations: Connectors for CRM and storage (Salesforce, NetSuite, Google Workspace) streamline routing.
  • Security: Enable TLS and AES-256 encryption and maintain an audit trail for compliance.

Ensure the chosen workflow records signer attribution and retains an immutable certificate of completion for title, escrow, and audit purposes.

Timing and Typical Delivery Deadlines

Timely delivery reduces contingency disputes; follow contract deadlines and applicable state notice rules when sharing disclosures.

At Listing:

Provide disclosures to buyer agents when property is listed for sale.

Before Contract:

Share known material facts prior to or at offer submission where required.

With Purchase Agreement:

Include executed disclosure in the contract package at signing.

Before Closing:

Deliver final executed copy to title/escrow for underwriting and recording checks.

Record Retention:

Retain executed disclosures per state retention schedules after closing.

Essential Data Elements to Collect on the Form

Seller Name: Full legal name
Buyer Name: Full legal name if acknowledged
Property Address: Street, city, state, ZIP
Legal Description: Parcel or lot description
Known Defects: Short factual summary
Disclosure Date: MM/DD/YYYY

Consequences of Inaccurate or Omitted Disclosures

Civil Liability: Buyer lawsuit for concealment
Contract Rescission: Buyers may seek to rescind the sale
Damages Award: Monetary liability for repairs and costs
Title Issues: Insurance claims or underwriting delays
Broker Risk: Disciplinary action for agent failure
Criminal Risk: Fraud charges in intentional concealment

Real-World Examples of Disclosure Use

Practical examples show how accurate disclosures streamline closings and reduce post-closing disputes.

Martin Properties — Residential Sale

Seller completed the disclosure online for a rental conversion

  • Disclosed roof and HVAC issues upfront
  • "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 Property

Investor provided full property history before offer

  • Title insurer requested remediation documentation
  • "The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

Practical Tips for Accurate, Efficient Disclosures

Apply consistent practices to reduce errors, speed review, and limit liability exposure during sales.

Use Plain Language
Describe defects in simple factual terms and avoid legal conclusions; this improves buyer understanding and reduces ambiguity in later disputes.
Attach Supporting Evidence
Include inspection reports, permits, and remediation invoices to substantiate statements and assist title and lender reviews.
Update When Necessary
If a material condition changes after initial disclosure, promptly amend and redistribute the form to buyers and escrow.
Keep Dated Copies
Retain executed PDFs with audit trails and time-stamped signatures in secure storage for compliance and future reference.

eSignature Pricing and Feature Snapshot for Completing Disclosures

Common vendor options and feature availability for eSignature platforms used to complete and store Property Information Disclosure 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 Yes, 7-day trial Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes 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

Common Questions and Practical Answers

Answers to frequent questions about completing, signing, and storing Property Information Disclosure Forms.


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