Can this form be signed electronically?

Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states provided intent, consent, attribution, and reliable record retention are documented. Certain narrow exceptions exist for some court filings or testamentary instruments.

What if the seller's name doesn't match title?

Discrepancies between the name on the form and recorded title can delay closing and require corrective deeds or affidavits. Confirm exact owner name from the deed or title report before signing to avoid additional legal or title expenses.

Is notarization required for listing disclosures?

Most listing disclosure forms do not require notarization, but specific transactions or powers of attorney may. Where a notarized signature or RON is required, follow state notary rules and retain records as required by the notary statute.

How do I attach supporting documents?

Attach deeds, HOA statements, surveys, inspections, and lead-based paint disclosures as separate files labeled clearly. Ensure file formats are PDF or DOCX for compatibility and that the signing platform preserves attachments in the completed package.

Who is authorized to sign on behalf of an owner?

The recorded owner must sign or an individual with a valid power of attorney may sign if the POA authorizes real estate transactions. Verify POA validity and notarization requirements; escrow and title often request a copy of the POA and may require additional authentication.

How do I correct errors after submission?

If fields contain errors, prepare an amendment or corrected listing form and obtain signatures from all required parties. For MLS entries, update the MLS record per broker rules and keep both the original and corrected forms in the transaction file.

Electronic Signature
Templates
Real estate
Property Listing Information Form

Property Listing Information Form

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

PROPERTY LISTING INFORMATION FORM

Property Identification

Property Address:

Parcel / APN Number Legal Description

Listing Parties and Contact Information

Seller Name(s) Seller Contact Address

Phone:

Email:

Listing Broker / Agent

Brokerage Firm:

License Number:

Agent Phone:

Agent Email:

Listing Terms and Compensation

Listing Price: $

Listing Type (select applicable)

Exclusive Right to Sell Exclusive Agency Open Listing

Term Start Date: Term End Date:

Commission to Listing Broker: Commission to Selling Broker:

Commission Payable At:

Property Details

Property Type:

Bedrooms:

Bathrooms:

Approx. Square Footage:

Lot Size:

Year Built: Parking:

Homeowners Association (HOA)

Utilities, Systems and Condition

Utilities Responsibility (check applicable): Electric - Owner Gas - Owner Water - Owner Sewer - Owner

Systems / Recent Upgrades

Disclosures and Material Facts

Seller represents the following known conditions. Check Yes or No and provide details where applicable. Seller certifies disclosure of all known material facts affecting value or desirability of the property.

Lead-Based Paint (for properties built before 1978) Yes No

Mold / Water Intrusion Yes No

Flood / Hazard Zone Yes No

Prior Structural or Fire Damage Yes No

Marketing, Showing and Access

MLS Number (if assigned):

Signage and Photography Authorization

Seller authorizes listing broker to place signage, take photographs, video, and publish marketing materials: Yes No

Showing Instructions / Lockbox / Key Location

Inclusions and Exclusions

Inclusions (items to convey with property) Exclusions (items not to convey)

Seller Representations; Agency; Indemnity

Seller represents that Seller is the legal owner of the property and has full authority to execute this listing. Seller agrees to provide complete and accurate disclosures of known material defects and to indemnify and hold harmless the listing broker and agents against claims resulting from Seller's failure to disclose material facts.

Agency Relationship: The listing broker represents Seller in the marketing and sale of the property. Any potential dual agency or designated agency must be acknowledged in writing. Seller acknowledges receipt of any required statutory agency disclosure.

Remedies: If Seller wrongfully terminates the listing or refuses to pay agreed commission where due under this agreement, Seller may be liable for commission or other remedies as provided by law and contract.

Governing Law and Entire Agreement

This Listing Agreement is governed by the laws of the state where the property is located. This form, when signed by Seller and Listing Broker, constitutes the entire agreement between the parties relating to the listing and supersedes all prior agreements and understandings, whether written or oral.

Acknowledgment and Certification

By signing below Seller certifies that the information provided on this form is true and complete to the best of Seller's knowledge and that Seller authorizes the listing broker and agent to take actions reasonably necessary to market the property in accordance with this listing.

Seller (Printed Name):

By:

Date:

Listing Broker / Agent (Printed Name):

By:

Date:

What the Property Listing Information Form Is

Property Listing Information Form is a standardized document used by listing agents, brokers, and sellers to capture the factual, legal, and marketing data required to list a residential or commercial property. It centralizes owner identity, mailing and physical addresses, parcel or APN identifiers, tax and mortgage status, known material defects, utility providers, HOA and lease details, and seller disclosure statements. The completed form supports MLS submission, buyer inquiries, and transactional recordkeeping by providing a single source of truth for marketing materials and for parties who later review disclosures during due diligence.

Why a Complete Form Matters for Transactions

A fully completed Property Listing Information Form reduces follow-up questions, limits disclosure disputes, and improves MLS accuracy. Clear, consistent entries help agents present correct information to buyers and title companies, accelerating due diligence and reducing the risk of post-contract challenges.

Who Typically Prepares and Uses This Form

Primary users include listing agents, sellers, brokers, property managers, and transaction coordinators who assemble and verify listing facts before publication.

Listing agents gather technical and marketing details, confirm seller disclosures, and submit MLS entries on behalf of the seller.
Sellers provide ownership, occupancy, and known-defect information and must sign or initial disclosures to attest to accuracy.
Transaction coordinators verify completeness, collect signatures, attach supporting documents, and route the signed form to escrow and title.

Accurate completion benefits buyer agents, escrow and title officers, appraisers, and compliance teams later in the sales process by reducing ambiguity and rework.

Step-by-step: Completing the Property Listing Information Form

Follow these steps to gather, enter, verify, sign, and distribute the listing form for MLS and transaction records.

01

Collect Documents: Gather deed, survey, tax bill, HOA documents, and inspection reports.
02

Enter Property Data: Populate address, APN, room counts, square footage, and utilities.
03

Review Disclosures: Confirm known defects, environmental issues, and required state disclosures.
04

Obtain Signatures: Have seller sign and date; notarize or obtain POA authentication when required.

Configure a simple digital workflow for the form

Set up who signs, how they authenticate, and where signed copies are stored before sending to MLS or title.

Field	Configuration
Document Format	PDF or DOCX preferred for compatibility
Signers	Seller(s) and listing agent; allow authorized representative
Authentication	Email link, SMS code, or stronger KBA if required
Storage	Agent CRM, brokerage cloud, and escrow/title repository

Digital requirements and platform considerations

Choose a platform that accepts PDF/DOCX uploads, supports eSignature, and preserves an audit trail for legal defensibility.

File Types: PDF, DOCX and image attachments supported
Integrations: Works with MLS tools, CRMs, and cloud storage
Security: TLS/AES encryption and detailed audit trail

From completion to listing — how the form moves

A typical routing: agent prepares the form, seller reviews, signs electronically or in person, agent posts to MLS, and final copy is archived with transaction files.

Prepare: Agent fills form and attaches supporting docs.
Verify: Seller reviews each disclosure and initials where requested.
Publish: Submit to MLS and syndicate to marketing channels.
Archive: Store signed copy with escrow and title records.

Common preparation pitfalls to avoid

Leaving fields blank instead of entering 'None' or 'N/A' causes repeated follow-up and delays MLS publication.
Entering informal names or nicknames for owners can create discrepancies with title work and slow closing.
Failing to attach required supporting documents, such as HOA statements or lead paint disclosures, leads to buyer rescission risk in some states.
Using inconsistent measurement units or misstating square footage increases buyer disputes and may require corrective amendments.

Essential data elements to capture on the form

Owner Name: Full legal name

Property Address: Street, city, state, ZIP

Parcel / APN: County parcel number

Disclosure Items: Known material defects

Utilities: Provider names/status

HOA Info: Association name/fees

Risks and potential consequences of errors

Misrepresentation: Civil liability

Missing Signature: Listing delays

Late Disclosure: Buyer rescission risk

Inaccurate APN: Title complications

Undisclosed Liens: Closing holds

Improper POA: Acceptance may be void

Timing considerations and typical deadlines

Track time-sensitive items such as listing activation, disclosure delivery, offer periods, and contingency removal dates to avoid contract issues.

Listing Activation:

Set the MLS go-live date and publish time

Disclosure Delivery:

Provide required disclosures before buyer offer as state law dictates

Offer Expiration:

Document the timeframe offers will remain valid

Contingency Deadlines:

Track inspection, appraisal, and financing removal dates

Closing Window:

Coordinate lender and title timelines for closing

Key milestones from listing to closing

A sequential timeline shows the major stages and who is typically responsible at each step.

01

Listing Preparation

Agent compiles form, disclosures, and supporting documents for seller review.

02

Seller Sign-Off

Seller signs and dates the form; agent confirms signatures and initials as required.

03

Market & Receive Offers

Agent posts to MLS, markets property, and collects buyer offers within published windows.

04

Finalize Closing

Title, escrow, and lender coordinate documents using the signed listing information during closing.

eSignature vendor comparison for listing workflows

Basic pricing and key capability differences across common eSignature providers. signNow is listed first per guidance; confirm plan details with each vendor before purchasing.

	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	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 by plan	Varies by plan	Varies by plan

Frequently asked questions about the Property Listing Information Form

Answers to common questions about e-signatures, notarization, corrections, and who can legally sign the form.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states provided intent, consent, attribution, and reliable record retention are documented. Certain narrow exceptions exist for some court filings or testamentary instruments.
What if the seller's name doesn't match title?
Discrepancies between the name on the form and recorded title can delay closing and require corrective deeds or affidavits. Confirm exact owner name from the deed or title report before signing to avoid additional legal or title expenses.
Is notarization required for listing disclosures?
Most listing disclosure forms do not require notarization, but specific transactions or powers of attorney may. Where a notarized signature or RON is required, follow state notary rules and retain records as required by the notary statute.
How do I attach supporting documents?
Attach deeds, HOA statements, surveys, inspections, and lead-based paint disclosures as separate files labeled clearly. Ensure file formats are PDF or DOCX for compatibility and that the signing platform preserves attachments in the completed package.
Who is authorized to sign on behalf of an owner?
The recorded owner must sign or an individual with a valid power of attorney may sign if the POA authorizes real estate transactions. Verify POA validity and notarization requirements; escrow and title often request a copy of the POA and may require additional authentication.
How do I correct errors after submission?
If fields contain errors, prepare an amendment or corrected listing form and obtain signatures from all required parties. For MLS entries, update the MLS record per broker rules and keep both the original and corrected forms in the transaction file.

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