Can this agreement be signed electronically?

Yes. Electronic signatures are valid in the United States under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws adopted in most states, provided intent, consent, attribution, and retention requirements are met. Exceptions such as wills or certain court filings remain ineligible.

Is notarization required for recording?

Recording requirements vary by jurisdiction. Many states require a notary acknowledgement for deeds or documents recorded with the county recorder; some require witness signatures. Check the county recorder or state notary rules before recording and confirm remote online notarization (RON) acceptance if using electronic notarization.

Recommended ID and authentication methods?

Use government-issued photo ID with date of birth and require multi-factor authentication such as SMS code, knowledge-based authentication, or SSO where higher assurance is needed. For notarized transactions, follow RON identity-proofing standards and retain audio-video recordings per state rules.

How should exhibits be attached and referenced?

Label exhibits clearly (Exhibit A, Survey; Exhibit B, Site Map) and append as attachments. Reference each exhibit by label in the body, include page and revision dates, and ensure PDFs are flattened or signed with tamper-evident settings to preserve integrity.

Who can sign on behalf of a company?

An authorized officer, manager, or agent with documented authority should sign. Attach a corporate resolution, power of attorney, or authorization letter when necessary. Verify signer's capacity in the signature block to prevent challenges to enforceability or claims of unauthorized execution.

How long must I keep the agreement?

Retain the executed agreement for the full term plus at least three years; real estate, tax, and healthcare records often require longer retention. Follow IRS guidance (IRC §6501(a)), HIPAA (45 CFR §164.530(j)), and any state-specific retention statutes.

Electronic Signature
Templates
Real estate
Property Location Agreement

Property Location Agreement

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

PROPERTY LOCATION AGREEMENT

Parties and Effective Date

This Property Location Agreement (the Agreement) is made and entered into as of by and between:

Client Name: Client Contact Information: Locator Name (Agent/Finder): Locator Contact Information:

Recitals

A. Client desires the assistance of the Locator to identify, evaluate and secure acquisition or lease opportunities for real property as described in this Agreement.

B. Locator represents that Locator has experience locating suitable properties and is willing to provide such services on the terms set forth below.

Scope of Services

Locator shall use reasonable professional efforts to locate properties that meet the Client's stated criteria and shall provide written notices to Client regarding identified properties, including address, seller/lessor contact information, parcel numbers, and relevant material facts. Locator has no authority to bind Client in purchase or lease negotiations except as expressly set forth in a separate written instrument signed by Client.

Property Identification

Property Street Address: Parcel / APN Number: Legal Description:

Term; Exclusivity

The term of this Agreement begins on the Effective Date and continues until unless earlier terminated in accordance with this Agreement.

Exclusivity (select one): Exclusive - Client grants Locator the exclusive right to locate properties during the term. Non-Exclusive - Client may engage other locators or brokers.

Compensation and Payment

Client shall pay Locator as follows:

Locator Fee (describe method): Deposit / Earnest Money (if any): Payment Due Date: Late Payment Fee:

Access, Inspections and Due Diligence

Owner or current occupant of any identified property shall be contacted by Locator to obtain permission for Client inspections. Client and Locator shall coordinate inspections and due diligence. Client acknowledges that Client is responsible for all costs of inspections, surveys, environmental reports, and related due diligence unless otherwise agreed in writing.

Inspection Period (days):

Disclosures

To the extent known to Locator and Client, indicate whether the identified property is subject to the following conditions. If "Yes" is selected, attach or describe supporting documents in the Legal Description or an addendum.

Lead-Based Paint: Yes No

Mold or Water Damage: Yes No

Prior Structural Damage or Repairs: Yes No

Environmental Hazards (asbestos, contamination): Yes No

Representations, Warranties and Confidentiality

Each Party represents and warrants that it has full power and authority to enter into this Agreement and that the information it provides to the other Party is accurate to the best of its knowledge. Locator will treat Client's acquisition criteria and financial information as confidential and will not disclose such information except as necessary to identify properties or as required by law. Confidential information excludes information already in the public domain.

Insurance and Indemnity

Locator shall maintain commercially reasonable liability insurance while performing services under this Agreement. Client agrees to indemnify and hold harmless Locator from claims arising from Client's decisions to acquire or lease any property identified by Locator, except to the extent such claims arise from Locator's gross negligence or willful misconduct.

Default and Remedies

In the event of a material breach, the non-breaching party shall provide written notice specifying the breach. The breaching party shall have 15 days from receipt to cure. If not cured, the non-breaching party may pursue all remedies available at law or in equity, including recovery of reasonable attorneys' fees and costs incurred to enforce this Agreement.

Governing Law; Entire Agreement

This Agreement shall be governed by and construed in accordance with the laws of the state specified by the Parties below. This Agreement constitutes the entire agreement between the Parties with respect to the subject matter hereof and supersedes all prior oral or written agreements.

Governing Law (State):

Notices

All notices required or permitted under this Agreement shall be in writing and delivered to the addresses set forth herein or such other address as a Party designates in writing.

Notice Address for Client: Notice Address for Locator:

Additional Provisions

No assignment of this Agreement or of any rights hereunder shall be valid without the prior written consent of the non-assigning party, which consent shall not be unreasonably withheld. If any provision of this Agreement is held invalid or unenforceable, the remaining provisions will remain in full force and effect.

Additional Terms / Special Conditions:

Acknowledgment

The Parties acknowledge that they have read this Agreement, understand its terms, and agree to be bound thereby. Each Party represents that the person signing below is duly authorized to execute this Agreement on its behalf.

Client Printed Name:

By:

Date:

Locator Printed Name:

By:

Date:

What a Property Location Agreement Is and when it applies

The Property Location Agreement is a written contract that identifies and describes a specific parcel, unit, or site and records the parties’ rights and responsibilities tied to that location. It typically includes the street address, recorded legal description, assessor parcel number, access terms, and any temporary staging or easement provisions. Used in real estate closings, leases, construction mobilization, and property management, the agreement reduces ambiguity about where obligations apply, supports permit and inspection workflows, and provides a definitive reference for delivery, maintenance, and liability allocation.

Why precise location wording matters

A Property Location Agreement eliminates ambiguity about the exact site for work, deliveries, or legal responsibilities, reduces the risk of disputes, and ensures permits, insurance, and access provisions reference the same physical and recorded description.

Typical users and how teams rely on a location agreement

Primary users include property owners, property managers, contractors, and title professionals who need a clear, documented location reference before work or delivery begins.

Property owners and managers record site boundaries, access terms, and maintenance responsibilities.
Contractors and subcontractors confirm staging, delivery points, and permit locations before mobilizing.
Title and closing agents verify legal descriptions and coordinate recording or disclosure language.

Use this agreement to align expectations across teams and create a definitive reference for enforcement, permitting, and recordkeeping.

Core elements a professional Property Location Agreement should contain

A professional Property Location Agreement should name the location precisely, allocate responsibilities, and reference supporting exhibits such as maps, permits, insurance documentation, and access protocols.

Legal Description

Include the full parcel legal description or metes and bounds and, if available, assessor parcel number (APN). Exact legal description prevents recording errors and supports title searches and surveys.

Access & Rights

Define ingress, egress, easements, and any temporary access provisions for deliveries, staging, or utility work. Clarify who bears cost and responsibility for restoring the site after use.

Maintenance

Assign routine maintenance, emergency repairs, snow removal, landscaping, and waste removal duties. Specify timing, acceptable standards, and remedies for failure to perform maintenance duties promptly.

Permits & Approvals

List required municipal permits, approvals, inspection points, and party responsible for securing each permit. Include timelines and conditions for permit-dependent work to commence promptly thereafter.

Insurance

Specify required insurance types, coverage limits, additional insured endorsements, and proof delivery deadlines. Note which party carries liability during specific activities and for latent defects.

Attachments/Exhibits

Attach site map, survey, photos, staging diagrams, and a list of utility locate contacts. Mark exhibit numbers clearly and reference them in the main body.

Step-by-step: completing and executing the Property Location Agreement

Follow these steps to complete and execute a Property Location Agreement reliably and ensure all parties receive correct location details.

01

Collect Information: Gather legal description, address, maps, and party details.
02

Draft Location: Insert precise description and reference exhibits.
03

Review & Verify: Confirm legal names, APN, and access details.
04

Sign & Distribute: Collect signatures, notarize if required, and circulate copies.

How to configure an online workflow for this agreement

Configure your online workflow to capture signatures, attachments, and automatic reminders for the Property Location Agreement.

Field	Configuration
Signature Field	Place signature, date, and initial fields where party must sign; set required.
Attachment	Allow site map and survey uploads; set max file types and sizes.
Authentication	Use email link by default; enable SMS code or KBA for higher assurance.
Reminders	Set automatic reminders at 3 and 7 days; track completion status.

Typical routing from draft to archive

Typical routing shows how a Property Location Agreement moves from drafting to execution and final distribution.

Upload: Upload document, attach site exhibits, and save version history.
Place Fields: Add signature, date, and conditional access fields as needed.
Sign: Signer authenticates and applies signatures; audit trail recorded.
Archive: Deliver final PDFs to parties and record retention metadata.

Digital delivery and authentication considerations

Use tools that support PDF, DOCX, RON, and audit trails when eSigning Property Location Agreements.

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

Key deadlines to include or monitor

Key timing points for Property Location Agreements include effective date, permit milestones, and maintenance start dates.

Agreement Effective Date and Commencement:

Effective date in agreement triggers obligations and notice periods.

Permit Application and Approval Deadlines:

Specify who applies and target permit approval dates to avoid work delays.

Access and Staging Window Dates:

List start and end dates for staging, deliveries, and temporary access.

Insurance Proof Delivery and Evidence Deadline:

Require certificates and endorsements before work begins or per milestone.

Final Inspection and Acceptance Date:

Set final inspection date and acceptance criteria tied to exhibits.

Milestones from draft to close

Milestone sequence for a location agreement from draft through close ensures clear handoffs and compliance checkpoints.

01

Drafting

Prepare legal description, exhibits, and preliminary access terms.

02

Approvals

Obtain internal approvals, permits, and insurance certificates before mobilization.

03

Execution

All parties sign, notarize if required, and distribute executed copies.

04

Closeout

Confirm as-built exhibits, restore site obligations, and archive records.

Penalties and common legal risks from an incorrect agreement

Recording Delays: Delayed closings or extra county fees.

Title Issues: Unrecordable or unclear deeds.

Permit Violations: Work stoppage or fines.

Insurance Gaps: Claims denied for incorrect address.

Contract Disputes: Ambiguity leads to litigation.

Financial Penalties: Fines, indemnity claims, or bond draws.

Common mistakes that cause delays or disputes

Using informal descriptions like 'the property at the corner' rather than exact legal descriptions or APN causes recording and enforcement problems.
Failing to attach site maps, staging diagrams, or utility locate information leaves contractors unclear on access and increases safety risk.
Not verifying signatory authority for entities leads to unsigned or ineffective agreements and can require re-execution with proof of authority.
Neglecting to confirm insurance endorsements and additional insured language can result in coverage disputes following incidents on site.

Essential data elements to include in the agreement

Party Names: Full legal names for each signer.

Physical Address: Street, city, state, zip, unit.

Legal Description: Parcel description and APN.

Access Terms: Ingress, egress, easements, hours.

Insurance Info: Types, limits, additional insured.

Exhibit List: Maps, surveys, photos, permits.

Who typically has authority to sign and how to document it

Owner — Authorized Agent

The owner or an authorized corporate officer signs to bind the property owner. If an agent signs, attach a power of attorney or resolution evidencing authority; failure to document authority can render the agreement unenforceable against the entity.

Contractor — Project Manager

A contractor's project manager or authorized representative executes to accept site access and staging terms. Include a corporate authorization letter or subcontractor agreement when signatures bind multiple contracting entities and insurers.

Real-world examples of how a location agreement is used

Below are real-world examples showing how Property Location Agreements resolve boundary, access, and permit coordination issues across different project sizes.

Martin Properties

Martin Properties implemented a Property Location Agreement to standardize site descriptions across rental and renovation projects, avoiding ambiguity in addresses and permit submissions.

reduced disputes and delays in closing cycles
"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

Optica Ventures used the agreement to ensure site-specific clauses matched their leasing and investor documents, simplifying due diligence and reducing title exceptions.

improved turnaround on leases and signings
Brian Fitzgibbons, COO, commented: "The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers." This ease supported consistent execution across properties.

Frequently asked questions and troubleshooting tips

Common questions about preparing, signing, and storing Property Location Agreements are answered below to reduce errors and ensure enforceability.

Need help? Contact support

Can this agreement be signed electronically?
Yes. Electronic signatures are valid in the United States under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws adopted in most states, provided intent, consent, attribution, and retention requirements are met. Exceptions such as wills or certain court filings remain ineligible.
Is notarization required for recording?
Recording requirements vary by jurisdiction. Many states require a notary acknowledgement for deeds or documents recorded with the county recorder; some require witness signatures. Check the county recorder or state notary rules before recording and confirm remote online notarization (RON) acceptance if using electronic notarization.
Recommended ID and authentication methods?
Use government-issued photo ID with date of birth and require multi-factor authentication such as SMS code, knowledge-based authentication, or SSO where higher assurance is needed. For notarized transactions, follow RON identity-proofing standards and retain audio-video recordings per state rules.
How should exhibits be attached and referenced?
Label exhibits clearly (Exhibit A, Survey; Exhibit B, Site Map) and append as attachments. Reference each exhibit by label in the body, include page and revision dates, and ensure PDFs are flattened or signed with tamper-evident settings to preserve integrity.
Who can sign on behalf of a company?
An authorized officer, manager, or agent with documented authority should sign. Attach a corporate resolution, power of attorney, or authorization letter when necessary. Verify signer's capacity in the signature block to prevent challenges to enforceability or claims of unauthorized execution.
How long must I keep the agreement?
Retain the executed agreement for the full term plus at least three years; real estate, tax, and healthcare records often require longer retention. Follow IRS guidance (IRC §6501(a)), HIPAA (45 CFR §164.530(j)), and any state-specific retention statutes.

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