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Property Review Document

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PROPERTY REVIEW DOCUMENT

Property Identification

Property Address:

Parties

Review Details & Scope

Date of Review:    Time:    Persons Present:

Scope of Review (check applicable):

Condition Checklist

Structural (foundation, framing):

Roof / Gutters:

Electrical:

Plumbing:

HVAC / Mechanical:

Pest / Termite evidence:

Environmental & Disclosures

Lead-based paint:

Mold / Water intrusion observed:

Prior fire, major damage, or structural repairs disclosed:

Summary of Defects, Recommendations & Cost Estimates

Repair 1 Description:

Estimated Cost: $

Repair 2 Description:

Estimated Cost: $

Repair 3 Description:

Estimated Cost: $

Attachments & Evidence

Photographs attached:

Limitations, Disclaimer & Certification

LIMITATIONS AND DISCLAIMER: This review is a visual, non-invasive inspection unless otherwise noted. The Reviewer does not perform destructive testing, concealed system examination, laboratory analysis, or a full code compliance verification unless expressly contracted. The Client acknowledges that latent or hidden defects may exist that were not apparent at the time of inspection. The Reviewer makes no warranty, express or implied, as to the future performance or condition of any item inspected.

CERTIFICATION: The Reviewer certifies that, to the best of their professional knowledge and pursuant to the scope described herein, the above statements and attached observations accurately reflect the condition of the inspected elements at the time of review. This document constitutes the entire written property review between the Reviewer and Client for the matters addressed herein.

Governing Law: The validity, construction and enforceability of this document shall be governed by the laws of the state in which the property is located.

Acknowledgments

Follow-up inspection recommended:

Signatures

Reviewer (Print Name):

By:

Date:

Client / Owner (Print Name):

By:

Date:

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What the Property Review Document Is and When It’s Used

A Property Review Document is a concise, formal record that summarizes a property's condition, known encumbrances, and relevant transaction details for use in sales, leasing, lending, or management decisions. It typically compiles identifying information, inspection findings, photographs, and reviewer observations to support underwriting, due diligence, or disclosure obligations. The document may be used as an attachment to purchase offers, lease files, or loan packages and is often exchanged among agents, title companies, lenders, and owners during a transaction cycle.

Simple Steps to Complete a Property Review Document

Use this sequential checklist to prepare, document, and distribute the review efficiently.

  • 01
    Gather Documents: Collect deed, title report, and prior inspections.
  • 02
    Conduct Inspection: Walk property; take photos and note defects.
  • 03
    Record Findings: Enter observations, attach photos, and cite parcel ID.
  • 04
    Sign and Share: Sign, notarize if required, and route to stakeholders.

Common Questions and Practical Answers

Answers to frequent issues encountered when preparing or exchanging a Property Review Document.


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Who Commonly Prepares or Receives This Document

The Property Review Document is used by multiple professionals across transactions and asset management.

  • Real estate agents preparing disclosures and buyer files.
  • Lenders and underwriters reviewing collateral condition.
  • Property managers documenting repairs and tenant claims.

Typical Signers and Their Roles

Property Reviewer

Licensed inspector or qualified agent who documents physical condition, provides findings, and certifies accuracy with signature and date.

Authorized Signer

Owner, authorized representative, or closing officer who attests to the document content and grants authority for recording or filing.

Essential Elements to Include in a Professional Review

A complete Property Review Document combines identifying facts, evidence, and attestations to support legal and commercial uses.

Property Details

Street address, parcel/tax ID, legal description, and owner name to ensure accurate record matching and title checks.

Condition Summary

High-level statement of property condition highlighting major defects, hazards, or compliance items that affect value or use.

Encumbrances

Note liens, easements, or recorded restrictions found in title or public records that materially affect transferability.

Photographic Evidence

Timestamped photos labeled by location support findings and reduce later disputes about observable conditions.

Signatures & Attestations

Signed reviewer attestation and owner or agent acknowledgment; include dates and authentication metadata when e-signed.

Recommendations

Suggested repairs, further inspections, or contingencies to inform negotiations and next steps.

Security and Compliance Features to Track

Encryption in Transit: TLS 1.2/1.3
Encryption at Rest: AES-256
Audit Trail: IP, timestamp
Access Controls: Role-based access
HIPAA Support: BAA available
ESIGN / UETA: Legal compliance

Risks from Inaccurate or Incomplete Reviews

Invalid Execution: May void agreements
Closing Delays: Title or lender holds
Liability Exposure: Claims for misrepresentation
Insurance Denial: Coverage disputes possible
Tax Complications: Incorrect assessments
Notarization Errors: Recording rejection

How eSignature Vendors Compare for Property Review Workflows

Pricing and feature availability vary across vendors. The table below presents common comparison criteria with signNow listed first as a reference point.

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 Varies by plan
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Varies by plan Varies by plan Varies by plan Varies by plan
Envelope Cap No cap 100 env/user/yr Varies by plan Varies by plan Varies by plan

How a Property Review Differs from Related Documents

Quick contrasts help clarify when to use each document type during a transaction or due diligence process.

Criteria Property Review Document Inspection Report Appraisal Purchase Agreement
Primary Purpose condition overview structural evaluation market valuation transfer contract
Typical Signer agent or reviewer licensed inspector certified appraiser buyer and seller
Legal Weight informative technical formal valuation contractual
Attachments photos & notes detailed test reports market comps title & disclosures

Where to Send or File the Completed Review

Route the finished review to the appropriate parties and systems based on the transaction stage and recipient requirements.

  • Lender / Underwriter: Attach to loan package for underwriting and collateral assessment.
  • Title Company: Submit with title documents to flag encumbrances.
  • County Recorder: File only when the review is part of a recorded instrument.
  • Owner / Agent: Provide signed copy for negotiation and repair scheduling.

Technical Options for Digital Completion and Distribution

Choose tools that support the formats, integrations, and signer authentication your workflow requires before starting remote completion.

  • Integrations: Salesforce, NetSuite, Microsoft 365
  • Accepted formats: PDF, DOCX, HTML, Excel
  • Authentication options: Email, SMS code, KBA

Basic Online Workflow Settings to Configure

Configure these settings when you create a reusable template for Property Review Documents.

Field Configuration
Signature Order Sequential or parallel signer order
Authentication Email + SMS code or KBA
Conditional Fields Show repairs only if issues checked
Reminders Auto-remind after 3 and 7 days

Real-World Examples of Use

Two practical examples illustrate how organizations use Property Review Documents in transactions and operations.

Martin Properties — Tim Martin, Founder

A regional broker needed faster closings and remote review capabilities.

  • He used mobile-ready forms and e-signing.
  • "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."

Xerox — Kodi-Marie Evans, Director

An enterprise team required integration with back-office systems for auditability.

  • They automated routing into NetSuite.
  • "airSlate SignNow provides us with the flexibility needed to get the right signatures on the right documents, in the right formats, based on our integration with NetSuite."

Practical Tips to Reduce Errors and Speed Clearance

Apply these best practices to improve accuracy, reduce processing time, and increase reliability across stakeholders.

Use standardized templates
Create a template with required fields and conditional logic to ensure consistent data capture and avoid omissions that delay reviews.
Include timestamped photos
Attach labeled, timestamped images tied to specific checklist items so dispute resolution relies on clear visual evidence rather than narrative descriptions alone.
Confirm signer authority
Verify the signer's authority against recorded title or corporate resolution to prevent post-closing challenges to execution validity.
Retain an audit trail
Keep electronic audit metadata and, when required, notarization records or RON session recordings to support enforceability and regulatory review.

Common Preparation Pitfalls to Avoid

  • Using inconsistent address formats that prevent automated title matching and delay underwriting decisions.
  • Failing to attach photos or labeling images, which creates ambiguity during claims or negotiation.
  • Allowing unsigned or undated pages to remain in the packet, which can void parts of the document or halt closings.
  • Skipping authentication for remote signers when stronger verification is required by lenders or title insurers.
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