Can this form be signed electronically?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most jurisdictions, provided intent and consent are documented and record retention is ensured.

Is notarization required?

Not usually for general questionnaires, but some jurisdictions or lenders may require notarized affidavits for ownership or signature verification; check state notary rules before execution.

What if the owner name differs on documents?

Discrepancies commonly delay title work. Provide evidence of name variation (marriage certificate, resolution) or execute an affidavit to reconcile the name before closing.

How do I correct an error after signing?

Do not alter a signed record. Instead, prepare an addendum or corrected questionnaire, have the same parties sign it, and attach it to the original signed file.

Who should retain the original file?

The listing agent or closing attorney typically retains the executed original; retainers should align with IRS, HIPAA, or industry retention rules as applicable.

Are there privacy concerns with tenant data?

Yes. Avoid including unnecessary protected health information or sensitive tenant data; limit collection to what is needed and follow HIPAA or state privacy requirements.

Electronic Signature
Templates
Real estate
Property Information Questionnaire

Property Information Questionnaire

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

PROPERTY INFORMATION QUESTIONNAIRE

This Property Information Questionnaire is provided to assist Buyer and Seller in documenting material facts and conditions known to Seller regarding the real property identified below. Seller must answer each question to the best of Seller's actual knowledge as of the date of signature and must update any material change in circumstances that occurs prior to closing. Responses are representations made for purposes of the real estate transaction and are not a warranty of condition except as may be otherwise stated in a binding agreement between the parties.

Property Identification

Property Address Parcel / APN Number Legal Description

Year Built

Lot Size

Parties

Seller Name Seller Contact Address

Seller Phone

Seller Email

Buyer Name Buyer Contact Address

Occupancy and Tenancies

Is the property occupied by Seller? Yes No

Are there any tenants or lease agreements affecting the property? Yes No

If yes, provide tenant information and summary of lease terms

Utilities and Services

Water Supply Sewer

Electric Provider

Gas Provider

Systems, Components, and Condition

Roofing: Age and known condition

Foundation or structural issues (cracks, settlement, repairs)? Yes No

If yes, describe

Plumbing leaks, sewer backups, or material defects? Yes No

Electrical hazards, knob-and-tube, or substandard wiring? Yes No

HVAC systems (age, service history, known defects) Appliances included with sale (check all that apply)

Stove/Range Dishwasher Refrigerator Washer Dryer

Environmental, Health & Safety

Was the property built prior to 1978 (lead-based paint risk)? Yes No

Known presence of asbestos, radon, methamphetamine contamination, underground storage tanks, or hazardous materials? Yes No

If yes, describe known issues, testing, remediation, or monitoring agreements

Has the property sustained damage from fire, flood, foundation movement, severe storms, or termites? Yes No

If yes, provide date(s) and description of repairs and whether work was permitted and inspected

Alterations, Permits, and Warranties

Have structural, electrical, or plumbing alterations been made without permits or final inspections? Yes No

Describe major renovations, dates, and whether building permits and final inspections were obtained Remaining warranties on appliances, systems, or roof (identify holder and term)

Title, Boundaries, Easements & Assessments

Are you aware of any easements, encroachments, boundary disputes, or claims affecting the property? Yes No

If yes, identify and describe any such matters

Are there pending or proposed special assessments, liens, or homeowner association (HOA) actions that may affect the property? Yes No

If HOA, provide name, contact, regular dues, and any pending special assessments

Insurance & Claims

Have insurance claims been filed for the property within the past 10 years? Yes No

If yes, provide dates, nature of loss, insurer, and repairs performed

Additional Disclosures

Other material facts or defects affecting value or habitability not already disclosed

Seller Certification and Acknowledgement

Seller certifies, under penalty of perjury and to the best of Seller's actual knowledge, that the information provided in this Questionnaire is true and complete. Seller understands that Buyer may rely on these representations in evaluating the property and in negotiating contract terms. Seller further acknowledges that responses are not a substitute for inspections or warranties and that Buyer and Buyer’s representatives are encouraged to obtain inspections, tests and verifications. Seller agrees to promptly amend or supplement any response known by Seller to be inaccurate prior to closing.

Seller acknowledges that this Questionnaire is intended to supplement, and not to modify, the terms and conditions of any purchase agreement between the parties. To the extent any information provided herein conflicts with a fully executed purchase agreement, the terms of the purchase agreement control.

Governing Law: This Questionnaire shall be interpreted and enforced in accordance with the laws of the state in which the property is located.

Seller:

By:

Date:

Seller Contact Phone:

Buyer:

By:

Date:

Buyer Contact Phone:

What the Property Information Questionnaire Is and when it's used

The Property Information Questionnaire is a standardized form collectors and real estate professionals use to record factual details about a parcel, structure, and transaction-related disclosures. It captures property identifiers, ownership history, physical characteristics, utilities, known defects or improvements, occupancy status, zoning and tax parcel data, and contact information for owners and agents. The document supports underwriting, disclosure, title review, municipal permitting, and buyer due diligence by creating a single, searchable record of material information that accompanies offers, inspections, closing packets, and loan applications.

Why a completed Property Information Questionnaire matters

A complete questionnaire centralizes property facts, reduces repetitive follow-up, and helps meet disclosure and underwriting requirements. It shortens review cycles and reduces the risk of missing material information that could delay title, financing, or closing steps.

Who typically completes or relies on this questionnaire

The form is completed by sellers, listing agents, property managers, or designated property representatives to consolidate condition and title-related facts before listing or closing.

Listing agents prepare answers from owner interviews and inspection notes to support disclosures and marketing.
Buyers' agents review the questionnaire to identify inspection priorities and confirm seller representations.
Title officers and lenders use the data to speed underwriting and flag title exceptions early.

Accurate completion reduces rework for inspectors, title professionals, and lenders and provides a documented record that aligns parties on the property's known condition.

Core sections to include in a professional questionnaire

A professional Property Information Questionnaire organizes data into consistent sections so reviewers can find facts quickly and compare properties reliably across listings or files.

Property ID

Parcel number, street address, legal description, and county—used to match title records and tax assessments for search and verification.

Ownership

Current owner name, mailing address, contact phone and email, ownership type (individual, LLC, trust), and any known recent transfers or encumbrances.

Physical Details

Year built, square footage, number of units, lot size, construction type, and recent improvements or major repairs with approximate dates and permits.

Occupancy

Owner-occupied, tenant-occupied, vacancy status, lease terms if rented, security deposits, and possession details at closing.

Utilities & Services

Provider names for water, sewer, gas, electric, septic or well status, and any known billing or easement issues affecting service.

Known Conditions

Material defects, environmental concerns, prior insurance claims, structural issues, or regulatory notices that materially affect value or transferability.

Required data fields to collect

Owner Name: Full legal name

Property Address: Street, city, state, ZIP

Parcel Number: County tax ID

Contact Info: Phone and email

Occupancy Status: Owner/tenant/vacant

Known Issues: Brief defect summary

Step-by-step: completing the Property Information Questionnaire

Follow this sequence to ensure a complete, review-ready questionnaire that minimizes follow-up and supports closing schedules.

01

Gather Documents: Collect deed, tax bill, recent inspection, and permits
02

Interview Owner: Confirm occupancy, repairs, and known issues
03

Populate Fields: Enter data using required formats
04

Review & Sign: Verify entries, sign, and date the form

How to configure an online workflow for this form

Set up a predictable electronic workflow to collect data, route for review, and preserve a tamper-evident audit trail.

Field	Configuration
Signature Type	Allow drawn, typed, or uploaded signatures
Authentication	Email verification or SMS code
Conditional Fields	Show repair details only if 'Yes' selected
Return Routing	Auto-send completed copy to title and lender

Digital submission and platform considerations

Use a secure eSignature and document management platform that preserves audit logs, supports common file types, and integrates with title and CRM systems.

File Types: PDF, DOCX, and image uploads supported
Integrations: Salesforce, Microsoft 365, NetSuite, Box
Security: TLS and AES-256 encryption

Verify the platform supports conditional fields, certificate-of-completion exports, and any required HIPAA or state-level BAAs before transmitting sensitive health or tenant data.

Where the completed questionnaire is sent and how it flows

Understand the typical routing so each stakeholder receives the version they need and a searchable audit trail is preserved.

Agent to Title: Agent submits to title for exception review
Lender Access: Automatic delivery to lender underwriter
Buyer Receipt: Buyer and buyer's agent receive signed copy
File Archive: Store final PDF and audit log in records

Time-sensitive dates to track on the questionnaire lifecycle

Record and communicate critical dates so inspections, disclosures, and financing milestones align with contract deadlines and title commitments.

Effective Date Entry:

Use MM/DD/YYYY format when entering the form's effective date

Inspection Window:

Match inspection dates to contract contingency deadlines

Disclosure Timing:

Provide known defect disclosures before buyer's contingency expiration

Loan Commitment:

Deliver documents to lender by their funding cutoff

Record Retention:

Document filename and archive date for compliance

Common mistakes to avoid when preparing the questionnaire

Using inconsistent owner names across documents creates title mismatches and requires corrective affidavits or re-execution.
Omitting parcel or tax ID forces manual county searches and can delay title clearance by days or weeks.
Vague descriptions of defects lead to disputes; be specific about dates, repairs, and permits when available.
Failing to attach supporting documents, like inspection reports or permits, results in repeated follow-up and slower underwriting.

Consequences of incomplete or incorrect questionnaires

Title Delays: Extended closing timelines, extra title charges

Loan Denial: Lender may delay or refuse financing

Legal Exposure: Potential rescission or claims against seller

Tax Issues: Incorrect reporting can trigger audits

Insurance Gaps: Unreported defects may void claims

Regulatory Fines: Failure to disclose can lead to penalties

Representative eSignature vendor comparison for handling the questionnaire

Compare common plan features and entry pricing for document execution platforms. signNow is listed first per comparative format; confirm competitor details directly with each vendor before purchase.

	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	Verify with vendor	Verify with vendor	Verify with vendor	Verify with vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Verify	Verify	Verify

Who can sign and what authority is required

Owner — Individual

The property owner or duly authorized representative must sign. If the owner is an entity, the signatory should be an officer or agent with documented authority to bind the entity.

Authorized Signatory — Officer

For corporate, LLC, or trust-owned properties, include authority documentation (resolution, power of attorney) with the questionnaire to avoid later disputes.

Examples: how organizations use the questionnaire in practice

Real-world examples show how a completed questionnaire reduces friction in listings, underwriting, and closing coordination.

Martin Properties — Founder

Local brokerage centralized property facts into a single form to automate listing intake.

Reduced repeated calls to owners.
The change allowed staff to process and execute documents online with consistent, secure records and faster turnarounds across mobile and desktop workflows.

Fertility Centers — Founder

A healthcare provider standardized facility and lease data collection into the questionnaire.

Improved compliance with record retention.
Standardization helped the organization manage facility disclosures, preserve audit trails, and meet internal and external recordkeeping obligations efficiently.

Download, export, and supporting document options

Make it easy for stakeholders to archive and exchange the questionnaire in formats required by title companies, lenders, and regulatory reviewers.

PDF Export

Export final, signed documents as PDF/A with embedded audit trail and visible signature appearance for long-term archival and title company submission.

Editable Copy

Provide a DOCX or template version for redline review or local edits before finalization, preserving a version history for legal records.

Cloud Storage

Save executed files and certificates to integrated cloud storage such as Box, Google Drive, or NetSuite for centralized access and backup.

Audit Export

Produce a certificate of completion that lists timestamps, IP addresses, and signer authentication events for evidentiary support.

Frequently asked questions about the Property Information Questionnaire

Answers to common execution, submission, and legal questions when preparing or signing the questionnaire.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most jurisdictions, provided intent and consent are documented and record retention is ensured.
Is notarization required?
Not usually for general questionnaires, but some jurisdictions or lenders may require notarized affidavits for ownership or signature verification; check state notary rules before execution.
What if the owner name differs on documents?
Discrepancies commonly delay title work. Provide evidence of name variation (marriage certificate, resolution) or execute an affidavit to reconcile the name before closing.
How do I correct an error after signing?
Do not alter a signed record. Instead, prepare an addendum or corrected questionnaire, have the same parties sign it, and attach it to the original signed file.
Who should retain the original file?
The listing agent or closing attorney typically retains the executed original; retainers should align with IRS, HIPAA, or industry retention rules as applicable.
Are there privacy concerns with tenant data?
Yes. Avoid including unnecessary protected health information or sensitive tenant data; limit collection to what is needed and follow HIPAA or state privacy requirements.

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