Can the listing be signed electronically?

Yes. Electronic signatures that meet ESIGN (15 U.S.C. ch. 96) and state UETA requirements are generally valid for listing authorizations, provided consent, intent, attribution, and record retention are present.

Who may sign for an entity owner?

Authorized signers must be named in corporate bylaws, operating agreements, or trust instruments. Request corporate resolutions, executed powers of attorney, or trustee certifications to verify authority prior to accepting signatures.

Is notarization required for the listing?

Most listing forms do not require notarization, but associated instruments (deeds, certain POAs) often do. Check state notary and recorder rules; RON may be permitted where state law allows.

How do I correct a submitted listing?

Execute a corrected or amended listing signed by the authorized party and distribute copies to MLS, escrow, and title. Keep originals of both the correction and the prior version to preserve audit history.

How long must I keep the signed listing?

Retain the signed listing for at least three years after filing or for seven years for many real estate matters; tax-related records should follow IRC §6501(a) retention guidance.

What if a lien is discovered after listing?

Disclose the lien to prospective buyers and title/escrow immediately. Resolve or note the encumbrance prior to closing; unresolved liens may prevent transfer and create liability for seller and broker.

Electronic Signature
Templates
Miscellaneous
Property Owners Listing

Property Owners Listing

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

PROPERTY OWNERS LISTING AGREEMENT

Parties

Owner Name:

Owner Mailing Address Listing Agent / Broker Agent Business Address

Recitals

WHEREAS, Owner is the legal owner of the real property described below and desires to engage the services of Listing Agent to procure a buyer or tenant and to provide marketing and related brokerage services in accordance with the terms of this Agreement; and

WHEREAS, Listing Agent represents that Listing Agent is duly licensed and qualified to provide real estate brokerage services and has the experience and resources necessary to market the Property to prospective purchasers or tenants; and

WHEREAS, the parties intend that this Agreement set forth their entire understanding with respect to the listing and sale or lease of the Property.

Property Details

Property Address Legal Description / Unit

Tax Parcel Number

Year Built

Owners and Interest

Complete the following for all record owners. Additional owners may be attached as an addendum and incorporated herein.

Owner 1 — Full Name

Ownership %

Owner 1 Contact

Owner 2 — Full Name (if applicable)

Ownership %

Owner 2 Contact

Scope of Work

The Listing Agent shall use diligent efforts to market the Property, procure qualified purchasers or tenants, coordinate showings, prepare required listing materials and disclosures, and negotiate offers on behalf of Owner in accordance with Owner's instructions and applicable law.

Detailed Scope / Special Instructions

Payment Terms

Owner agrees to pay Listing Agent a commission in the amount and manner specified below. Commission is earned upon acceptance of a binding contract for sale or lease by Owner or upon execution of a lease by Owner.

Commission (percentage or fixed) Payment Schedule / Timing Late Fee for Delinquent Payments

Term and Termination

This Agreement commences on the Start Date and continues until the End Date unless earlier terminated in accordance with this section.

Start Date: End Date:

Termination Notice Period

If Owner terminates without cause prior to expiration, Owner remains liable for any commission due under valid written offers procured by Listing Agent during the Term, as provided herein.

Confidentiality

Each party shall keep confidential and shall not disclose to any third party any nonpublic information concerning the business, financial condition or affairs of the other party learned in performance of this Agreement, except as required by law, court order, or to prospective purchasers, tenants, or their professional advisors on a confidential basis. Confidential information shall not include information that becomes publicly available through no breach of this Agreement.

Representations and Warranties

Owner represents and warrants that Owner is the lawful owner of the Property and has full authority to enter into this Agreement, to execute documents required to convey or lease the Property, and that no undisclosed agreement, lien, restriction or other matter will impede Owner's ability to perform hereunder.

Governing Law

State Governing Law

Entire Agreement

This Agreement, together with any attached addenda or written modifications signed by both parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior negotiations, proposals and agreements, whether written or oral. No amendment shall be effective unless in writing and signed by both parties.

Notices

Notices required or permitted under this Agreement shall be in writing and delivered to the parties at the addresses set forth above or to such other address as a party may designate in writing. Delivery may be made by personal delivery, certified mail (return receipt requested), or recognized overnight courier.

Acknowledgment

Owner acknowledges receipt of a copy of this Agreement, has had the opportunity to consult with independent counsel, and understands the obligations and liabilities imposed by this Agreement.

Owner:

By:

Date:

Listing Agent / Broker:

By:

Date:

What the Property Owners Listing Captures

The Property Owners Listing is a standardized form used to record ownership, contact details, legal property description, and listing authorization when a property is prepared for sale, lease, or management. It typically gathers owner names, entity type, mailing and service addresses, parcel or tax ID, mortgage and lien disclosures, authorized listing agent or manager, listing term, and any special sale or access conditions. Proper completion creates a clear record for MLS publication, title search, escrow intake, and regulatory or tax reporting related to the transaction.

Why a Complete Listing Matters

A complete Property Owners Listing reduces transcription errors, clarifies authorization, and accelerates MLS submission and title clearance while supporting accurate tax and escrow processing.

Who Typically Prepares and Reviews the Listing

Property managers, listing brokers, asset managers, and owners normally prepare or review the Property Owners Listing before publish or transfer.

Listing brokers: prepare the listing, set commission terms, and certify owner authorization.
Property owners: provide legal name, title information, and preferred contact methods for service.
Asset managers: attach property status, encumbrances, and any special sale or financing instructions.

Verify completeness and retain a signed copy for records, audits, and future title or compliance inquiries.

Primary Elements to Include in a Professional Listing

A professional Property Owners Listing structures owner, property, encumbrance, authorization, and notice data to reduce risk and speed downstream workflows.

Owner Identity

Enter full legal names, entity type (individual, LLC, corporation, trust), and authorized representative names so signature authority can be verified against title records.

Property Description

Provide street address, unit numbers, assessor parcel/tax ID, and the recorded legal description to ensure MLS and county records match exactly.

Ownership Interest

Specify ownership percentage and tenancy type (sole, joint tenants, tenants in common) and identify any trustee or manager with execution authority to avoid disputes.

Liens & Encumbrances

Disclose mortgages, recorded easements, tax liens, judgments, or pending litigation that may affect transferability and title insurance.

Listing Authorization

Record listing start/end dates, exclusive or non-exclusive status, commission terms, and whether the owner consents to electronic signatures for authorization.

Contact & Notices

Provide mailing/service addresses, preferred email and phone, billing contact, and the address for legal notice to ensure reliable communications.

Step-by-Step: Completing and Submitting the Listing

Follow these sequential steps to complete, authorize, and submit a Property Owners Listing accurately and consistently.

01

Gather Documents: Collect title, deed, tax ID, prior listing agreements.
02

Complete Fields: Enter owner, property, and encumbrance details accurately.
03

Authorize Listing: Signed by authorized party; record effective date.
04

Distribute Copies: Provide to MLS, escrow, title, and retained records.

Where the Completed Listing Typically Flows

Routing depends on transaction type; this outlines common submission destinations and the parties responsible for each step.

Broker to MLS: Broker uploads listing and attachments to MLS for publication.
Owner to Broker: Owner returns a signed listing to the broker for authorization.
Escrow/Title: Provide signed listing and encumbrance details to escrow and title.
County Recorder: Record only instruments that convey or affect title as required.

Recommended Online Workflow Settings

Configure these settings in your digital form workflow to ensure consistent capture and automated routing of listing data.

Form Field and Workflow Configuration	Field name \| Configuration value and comments
Authentication Method for Signing	Email link \| SMS code or higher authentication optional
Required Fields Enforcement	Enable required fields to prevent submission with blanks
Routing and Approval Order	Sequential routing \| Agent → Owner → Escrow
Storage and Retention Location	Cloud storage selection \| Retain per retention policy

Digital Signing and Submission Considerations

For eSubmission, confirm the platform supports legal e-signatures, audit trails, and required file types before sending a listing.

File Formats: PDF, DOCX, and searchable formats supported
Integrations: Salesforce, NetSuite, Google Workspace, MLS feeds
Signer Authentication: Email link, SMS code, KBA, optional 2FA

Key Dates and Deadlines to Track

Timely completion, disclosure delivery, MLS submission, and retention obligations affect marketing windows and legal compliance for listings.

Listing Effective Date:

Date when marketing and MLS posting may begin; use MM/DD/YYYY.

MLS Submission Deadline:

Submit per broker/MLS rules after owner authorization.

Owner Disclosure Delivery:

Provide required disclosures prior to first showing as state law requires.

Cancellation Notice Period:

Observe any contract notice periods before terminating listing.

Record Retention Start:

Retention typically begins on effective date or closing.

Milestones from Listing to Close

Track these sequential milestones for the listing lifecycle and responsible parties at each stage.

01

Preparation

Collect title, ownership, and encumbrance documents before listing.

02

Authorization

Owner signs listing and confirms commission and term.

03

Marketing Live

MLS activation and public marketing begin on effective date.

04

Closing / Archive

Update records, notify MLS, and archive signed listing.

Common Preparation Errors to Avoid

Incomplete legal descriptions lead to mismatched county records and delayed title searches; include parcel numbers and deed references to reduce rework.
Failing to verify entity signer authority results in rejected listings or disputed commissions; request corporate resolutions or trustee documentation when necessary.
Inaccurate contact details cause missed notices and showing cancellations; verify mailing address, email, and phone for service of process.
Uploading non-searchable scans or incorrect file types prevents MLS ingestion; use searchable PDF or DOCX per MLS guidelines.

Consequences of Incorrect or Incomplete Listings

Name Mismatch: May delay closing

Undisclosed Liens: Title issues and liability

Missing Signature: Listing invalid or unenforceable

Expired Authorization: Agent lacks authority

MLS Sanctions: Fines or delisting

Tax Exposure: Backup withholding or reporting issues

Security and Compliance Essentials

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Audit Trail: Timestamps, IP, and action history preserved

HIPAA: BAA required if PHI is captured

ESIGN / UETA: Electronic signature legal framework

Notarization: State rules vary; RON may apply

Access Controls: Role-based permissions and SSO

Two Practical Examples

These examples show how standardized listings reduce friction and improve outcomes when the form is completed correctly.

Small Brokerage Case

A small brokerage prepared a uniform Property Owners Listing for a seasonal inventory campaign, consolidating owner data and title references before market launch.

Reduced data errors and listing time.
By collecting parcel IDs, owner contact details, and signed authorizations up front, the brokerage avoided multiple title corrections, shortened time-to-list by several days, and simplified commission reconciliation at closing.

Asset Manager Case

An institutional asset manager used consolidated listings to coordinate multiple local managers, disclose encumbrances, and provide legal teams with consistent documentation across jurisdictions.

Enabled coordinated sale across markets.
Consistent listing forms reduced attorney review cycles, produced accurate pro forma statements, and allowed escrow to process offers without repeated document requests, saving weeks on average per transaction.

Frequently Asked Questions

Answers to common questions about completion, signature authority, notarization, and correcting or revoking a Property Owners Listing.

Need help? Contact support

Can the listing be signed electronically?
Yes. Electronic signatures that meet ESIGN (15 U.S.C. ch. 96) and state UETA requirements are generally valid for listing authorizations, provided consent, intent, attribution, and record retention are present.
Who may sign for an entity owner?
Authorized signers must be named in corporate bylaws, operating agreements, or trust instruments. Request corporate resolutions, executed powers of attorney, or trustee certifications to verify authority prior to accepting signatures.
Is notarization required for the listing?
Most listing forms do not require notarization, but associated instruments (deeds, certain POAs) often do. Check state notary and recorder rules; RON may be permitted where state law allows.
How do I correct a submitted listing?
Execute a corrected or amended listing signed by the authorized party and distribute copies to MLS, escrow, and title. Keep originals of both the correction and the prior version to preserve audit history.
How long must I keep the signed listing?
Retain the signed listing for at least three years after filing or for seven years for many real estate matters; tax-related records should follow IRC §6501(a) retention guidance.
What if a lien is discovered after listing?
Disclose the lien to prospective buyers and title/escrow immediately. Resolve or note the encumbrance prior to closing; unresolved liens may prevent transfer and create liability for seller and broker.

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