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Real Estate Aerial Document

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Real Estate Aerial Document

Parties and Contact Information

This Aerial Access and Imaging Agreement is entered into between Owner and Operator as of the Effective Date set forth below.

Property Identification

Property Address:    Assessor's Parcel Number (APN):

Grant of Access and License

Owner hereby grants Operator a non-exclusive license and permission to enter the Property by aircraft, unmanned aerial vehicle, or other aerial platform for the purpose of conducting aerial imaging, surveying, photogrammetry, thermal imaging, and related data capture as described in this Agreement, subject to the terms and conditions herein. Operator's access is limited to the activities expressly authorized in Section Scope of Work and to the dates, times and flight corridors agreed below.

Scope of Work and Operational Parameters

Approved Altitude Range:    Maximum Lateral Overflight Area (describe):

Term, Scheduling, and Access

Term Start:    Term End:

Agreed Flight Dates/Windows (list approximate dates/times and frequency):

Compensation and Payment Terms

Total Fee:    Deposit/Retainer:

Insurance, Indemnity and Liability

Operator shall maintain commercial general liability insurance and aviation/UAV liability insurance in such amounts as are reasonable for the scope of operations. Minimum limits: General Liability: ; Aviation/UAV Liability:

Indemnification: Operator agrees to defend, indemnify and hold Owner harmless from any claims, liabilities, losses or damages arising from Operator's performance, except to the extent caused by Owner's gross negligence or willful misconduct.

Ownership, Data Rights and Use Restrictions

Ownership of Raw Data: Owner retains ownership of raw imagery/data    Operator retains ownership of raw imagery/data

Use Restrictions: Data shall not be used for commercial resale or public dissemination without prior written consent of the owning party. Operator shall not distribute personally identifiable information derived from imagery without express written authorization.

Privacy, Confidentiality and Publicity

Confidential Information includes unpublished data, detailed survey results, and any imagery or metadata marked as confidential. Both parties agree to hold Confidential Information in confidence and to restrict access to employees and contractors with a need to know.

Representations, Warranties and Disclosures

Owner represents it has full authority to grant access and license for the Property. Owner discloses the following known conditions affecting aerial operations:

Presence of hazardous structures, overhead obstructions or no-fly zones on or above the Property: Yes    No

Default, Remedies and Termination

Material breach by either party permits the non-breaching party to provide written notice and a reasonable cure period of thirty (30) days. If the breach is not cured, the non-breaching party may terminate this Agreement and pursue available remedies, including recovery of costs and damages.

Compliance with Laws and Safety Requirements

Operator shall conduct operations in compliance with applicable aviation and safety laws, local ordinances, and reasonable safety requirements of the Owner. Operator shall coordinate with Owner regarding occupant notice and site security as necessary.

Notices

Governing Law and Miscellaneous

This Agreement shall be governed by the laws of the state whose law is selected by the parties below. This Agreement constitutes the entire agreement between the parties and supersedes prior negotiations and understandings with respect to the subject matter contained herein.

Acknowledgement and Certification

Each party certifies that the signatory executing this Agreement on its behalf has been duly authorized to bind the party, and that the information provided herein is true and correct to the best of the signatory's knowledge.

Owner:

By:

Date:

Operator:

By:

Date:

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What a Real Estate Aerial Document Is and When it's Used

A Real Estate Aerial Document is a georeferenced image, map, or composite overlay captured from aircraft or unmanned aerial systems and attached to a property transaction, survey, or development record. It documents property boundaries, topography, structures, easements, and access routes and is frequently used as an exhibit to deeds, plats, title reports, site plans, and due-diligence packages. The file may include metadata such as capture date, sensor type, coordinate reference system, scale, and operator credentials to support legal, engineering, permitting, and insurance workflows.

Why a Clear Aerial Exhibit Matters in Real Estate

A precise aerial document reduces ambiguity in property limits, supports title review and site planning, and preserves a time-stamped visual record for disputes or permitting. When paired with accurate metadata, the document improves coordination among surveyors, title companies, lenders, and municipal reviewers while reducing the need for repeated field visits.

Why a Clear Aerial Exhibit Matters in Real Estate

Who typically prepares or relies on these aerial exhibits

Parties who create, attach, or rely on Real Estate Aerial Documents vary by transaction and use case.

  • Licensed surveyors and civil engineers preparing boundary or topographic exhibits for plats and permits.
  • Title examiners and closing agents adding imagery as an exhibit to title reports or deed packages.
  • Developers, lenders, and appraisers using aerial views for site assessment and underwriting.

The specific signer or preparer depends on the document's role: survey-originated exhibits require licensed preparers; attachments to contracts may be submitted by counsel, brokers, or title officers.

Essential components of a professional aerial exhibit

A complete Real Estate Aerial Document combines imagery with clear legal and technical annotations so it can function as a reliable exhibit in transactional, permitting, and title workflows.

Image

High-resolution orthophoto or stitched mosaic showing the subject property and immediate surroundings with discernible parcel boundaries and structures.

Scale & North

A readable scale bar and north arrow indicating orientation and reference distance to support legal interpretation and measurement.

Coordinate System

Declared datum and coordinate reference system (for example NAD83 or WGS84) so geolocation aligns with survey control and GIS layers.

Metadata

Capture date/time, sensor type, flight altitude, GSD (ground sample distance), and operator identification for provenance and audit purposes.

Legend & Labels

Clear parcel labels, easement notations, scale, and a legend describing symbols used for boundaries, improvements, and utilities.

Certification

Surveyor or preparer statement and signature block (where applicable) clarifying whether the image is an exhibit, representation, or survey product.

Step-by-step: preparing and attaching an aerial document

Follow a clear sequence to ensure the aerial exhibit is technically accurate and legally usable.

  • 01
    Collect imagery: Acquire georeferenced images and metadata.
  • 02
    Verify control: Align imagery to survey control or cadastre.
  • 03
    Annotate map: Add parcel labels, legend, and scale.
  • 04
    Attach & certify: Place the exhibit in the transaction packet and add required signatures.

How to set up an online workflow for aerial exhibits

Configure your eSubmission workflow so imagery and its metadata move together through review, signature, and recording stages.

Field Configuration
Upload Package Attach image files plus a PDF exhibit with embedded metadata.
Signer Order Define role sequence: preparer → surveyor → title officer → client.
Authentication Require email + SMS or stronger ID verification for surveyor signature.
Archive Policy Store signed exhibit with audit trail and original image files.

Digital signing and file-format considerations

Choose a platform that preserves metadata, supports common geospatial formats, and provides a verifiable audit trail.

  • Accepted Formats: PDF, GeoTIFF, KML, DXF, DOCX
  • Audit Trail: Timestamp, IP, and signer identity
  • Integrations: Supports Google Drive, Box, Procore, NetSuite

Ensure the platform you use retains original files, appends a tamper-evident audit record, and aligns with your organization's retention and compliance requirements.

Typical routing for an aerial exhibit in a transaction

A standard routing keeps responsibility clear and ensures stakeholders receive the identical exhibit and metadata.

  • Preparer creates: Surveyor or drone operator uploads imagery and prepares exhibit.
  • Technical review: Engineer or surveyor confirms control and datum.
  • Title review: Title company attaches as exhibit to title report or deed.
  • Final signing: Required parties sign; notarization added when necessary.

Common timing expectations for delivery and acceptance

Timelines vary by project scale, but setting clear delivery windows reduces closing delays and review back-and-forth.

Imagery Turnaround:

Typical delivery: 48–72 hours for single-lot orthophotos.

Survey Alignment:

Control alignment and QA: 3–7 business days.

Title Attachment:

Title examiners usually require exhibits before final commitment.

Notarization Window:

If needed, schedule notarization during final signing.

Recording Acceptance:

Recording depends on county clerk policies and whether exhibit is required.

Key milestones from image capture to recorded exhibit

Track these numbered stages to monitor progress and resolve hold-ups quickly.

01

Mission & Capture

Gather aerial data and initial metadata.

02

Processing & QA

Orthorectify, stitch, and verify georeferencing.

03

Annotate & Certify

Add legal labels, preparer statement, and signatures.

04

Attach & Record

Include as exhibit to deed/plats and submit to relevant parties.

Common preparation errors that cause delays or disputes

  • Using images without declared datum or control, causing misalignment with recorded surveys and measurement disputes.
  • Failing to include capture metadata or preparer identification, which undermines provenance and professional responsibility.
  • Attaching low-resolution imagery that obscures property features and leads to repeated requests for updated exhibits.
  • Treating the image as a survey without a licensed surveyor's certification where state law or contract requires one.

Legal and practical risks of an incorrect aerial exhibit

Defective Exhibit: May render conveyance ambiguous
Title Insurance: Insurer may deny coverage
Closing Delays: Creates additional review steps
Permit Rejection: Jurisdiction may reject filings
Professional Liability: Surveyor exposure to claims
Regulatory Risk: Noncompliance with local rules

Critical data elements to include with the aerial document

Owner Name: Full legal name
Property Address: Street, city, state, ZIP
Coordinates: Lat/long or projected coords
Capture Date: MM/DD/YYYY
Datum/Scale: Declared datum and scale
Preparer Info: Name, license, contact

Download, export, and supporting file recommendations

Provide signed exhibits and original imagery in widely supported formats and include sidecar metadata for geospatial fidelity.

Preferred Formats

Deliver signed exhibit PDF plus original GeoTIFF and KML for GIS consumption and archival fidelity.

Embedded Metadata

Embed capture metadata or include a separate CSV/JSON sidecar with coordinate system and GSD values.

Printable Export

Create a readable 300 DPI PDF for filing with title or planning documents.

Supporting Docs

Include survey certification, flight log, operator license, and chain-of-custody record where available.

Who typically signs or certifies an aerial exhibit

Licensed Surveyor

A licensed professional surveyor or firm usually certifies alignment to survey control and may sign a preparer statement when the aerial product is intended to function as a survey exhibit. Their signature and license number provide professional accountability.

Title Officer

Title company officers or authorized agents add exhibits to title reports and deed packages; they verify that attached imagery corresponds to the legal description used in closing and confirm acceptance for underwriting purposes.

Representative real-world uses of aerial exhibits

Practical examples show how aerial exhibits streamline reviews, closings, and dispute resolution in property matters.

Martin Properties

A regional brokerage attached aerial exhibits to closing packages to reduce site visits and improve clarity for buyers.

  • The images were time‑stamped and certified by a licensed surveyor.
  • As a result, the broker reported smoother closings and fewer post‑closing boundary questions when the exhibit and metadata accompanied the title paperwork.

BIS (Dan Rotelli)

An asset management firm used aerial mosaics for portfolio condition surveys prior to refinance.

  • Imagery supported lender due diligence and underwriting.
  • The firm reduced on‑site inspections while preserving clear evidence of improvements and easements in loan files.

Practical tips for accurate, efficient aerial exhibits

Adopt consistent procedures to minimize rework, ensure legal defensibility, and streamline acceptance by title and permitting authorities.

Standardize file packages
Deliver a signed PDF exhibit plus original geospatial files and a metadata sidecar to preserve provenance and enable GIS use.
Confirm datum and control
Verify coordinate reference and tie imagery to survey control to avoid misalignment with recorded plats or cadastre layers.
Use professional certification
When the exhibit functions as a survey product, include a signed preparer statement with license number and, if required, a notary acknowledgement.
Preserve audit trails
Keep tamper-evident records, version history, and signer authentication logs for future disputes or insurance claims.

eSignature vendor comparison for signing and distributing aerial exhibits

Vendors differ on price, bulk send, and enterprise features; signNow is listed first as a practical option for high-volume exhibits and integrations.

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 plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently asked questions about Real Estate Aerial Documents

Answers to typical questions about admissibility, signing, notarization, and corrections for aerial exhibits used in U.S. real estate transactions.


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