Can this document be signed electronically?

Yes. Under the federal ESIGN Act (15 U.S.C. §7001) and UETA (where adopted), electronic signatures are valid when intent, consent, attribution, and record retention are demonstrable; verify any consumer-disclosure requirements for consumer-facing transactions.

When is notarization required?

Notarization is typically required for deeds, easements, and some affidavits; recording offices and state law determine requirements. Check the county recorder or notary commission before finalizing signatures.

How do I handle protected species findings?

If protected species are identified, disclose findings to the buyer and consult local regulatory agencies for permitting and mitigation; failure to disclose can trigger enforcement and permit denial.

What if a signer used a different name format?

Mismatched signer names can delay recording or raise enforceability issues; correct errors before recording and obtain a formal amendment or acknowledgement if necessary.

Can remote notarization be used?

Remote Online Notarization is permitted in many states subject to local RON rules (identity proofing, AV recording, retention). Verify state-specific RON requirements before relying on a remote notary.

How do I update the document after signing?

Post-execution changes require agreement from all signers via an amendment or a new executed document. Minor clerical corrections often use a notarized affidavit or corrected exhibit, depending on recording office practice.

Electronic Signature
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Real estate
Real Estate Botanic Document

Real Estate Botanic Document

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REAL ESTATE BOTANIC DOCUMENT

This Real Estate Botanic Document sets forth covenants, disclosures, maintenance obligations, remedial procedures, and related terms concerning botanical features located on the Property described below, and is made part of the Purchase Agreement between the parties identified herein.

Parties and Effective Date

Seller Name:

Seller Contact Address Seller Primary Contact

Buyer Name:

Buyer Contact Address Agreement Date

Property Identification

Property Address:

Parcel / APN No.:

Legal Description

Botanical Inventory and Attachments

Inventory of Notable Botanical Features

Arborist Report Attached: Yes No

Property Botanical Map Attached: Yes No

Mandatory Disclosures

Presence of State or Federally Protected Species/Habitat: Yes No

Wetlands or Riparian Areas on Property: Yes No

Prior Removal or Disturbance of Trees/Native Vegetation: Yes No

Routine Pesticide or Herbicide Application History: Yes No

If Any Disclosure is Yes, Provide Details

Botanic Covenants, Restrictions and Permitted Uses

The following covenants shall run with the land and be binding on the parties and their successors and assigns. Seller and Buyer agree that the identified Botanical Features shall be preserved except as expressly provided herein.

Preservation and Prohibited Activities Permitted Activities (with conditions)

Maintenance, Monitoring and Access

Responsibility for routine maintenance of botanical features (check as applicable): Seller Buyer Shared

Maintenance Schedule and Standards

Right of Access for Inspection or Remediation: Buyer and Seller grant reasonable access to authorized botanists, arborists, or regulatory agents to inspect, monitor, or carry out approved remedial measures as needed to comply with these covenants.

Transaction and Financial Terms

Purchase Price Earnest Money Escrow Holdback for Botanical Remediation (if any)

Closing Date: Possession Date:

Inspection Period for Botanical Conditions (number of days)

Remedies, Default and Enforcement

In the event of noncompliance with these botanical covenants, the non-breaching party may seek injunctive relief, specific performance, and recovery of costs, including reasonable expert and attorney's fees. Monetary damages shall not be the exclusive remedy.

Liquidated Damages for Failure to Cure (if agreed) Cure Period Following Notice (days)

Indemnity and Insurance

Each party shall indemnify, defend and hold the other harmless from claims, liabilities, losses or expenses arising from that party's breach of these covenants or its negligence in performing maintenance or remediation work. The parties shall maintain insurance as necessary to cover activities authorized under this document.

Notices

Notice to Seller (address for service) Notice to Buyer (address for service)

General Provisions

Governing Law: This document shall be governed by and construed in accordance with the laws of the state in which the Property is located. The parties consent to the jurisdiction of courts located in that state for resolution of disputes.

Entire Agreement: This Real Estate Botanic Document constitutes the entire agreement between the parties with respect to botanical matters described herein and supersedes any prior oral or written agreements on the same subject. Amendments must be in writing and signed by both parties.

Additional Terms or Clarifications

Seller Printed Name:

By:

Date:

Buyer Printed Name:

By:

Date:

What the Real Estate Botanic Document Is

The Real Estate Botanic Document is a formal property-level report used in real estate transactions to record existing vegetation, landscape features, tree location and condition, protected species presence, and related site notes. It typically combines a species inventory, map or site plan, condition assessment, and required disclosures for buyers, lenders, permitting authorities, and homeowner associations. The document supports due diligence, permit applications, risk assessment for construction or conservation, and compliance with local ordinances or preservation easements. Accuracy and clear attribution are essential for legal and administrative use.

Why this document matters in transactions

A complete Botanic Document reduces transaction risk by documenting on-site vegetation, clarifying permit and mitigation needs, and supporting disclosures to buyers and regulators. It helps avoid post-closing disputes and supports lender and municipal reviews.

Typical users and stakeholders

Common parties who prepare or rely on a Botanic Document include transaction participants, consultants, and regulators.

Listing agents and property sellers who must disclose landscape and tree conditions during marketing and escrow.
Buyers and their agents conducting due diligence to verify site constraints, preservation requirements, and maintenance obligations.
Municipal planners, environmental consultants, and permit reviewers who need botanical detail for approvals and compliance checks.

The document serves both operational needs (permits, work planning) and legal needs (disclosures, conditions).

Who has authority to sign

Listing Agent

A licensed real estate agent often submits the report to escrow and includes it with seller disclosures; the agent certifies delivery but does not substitute for the owner's signature when legal attestation is required.

Property Owner

The owner or authorized representative must sign any legal acknowledgment or disclosure clause; corporate owners should use a named officer with authority and a corporate title listed beside the signature.

Core parts of a professional Botanic Document

A well-constructed document groups site facts, scientific detail, and legal attestations so reviewers can quickly confirm compliance and identify potential constraints.

Site Inventory

Comprehensive list of trees, shrubs, and notable vegetation with common and scientific names, diameter or size, and condition notes to support species-specific requirements.

Species List

Ordered inventory showing botanical names, nativity status, and whether species are protected, invasive, or regulated under local ordinances.

Location Map

Scaled site plan or aerial image with marked trees/plantings, setbacks, easements, and proposed work areas for clear spatial reference.

Condition Assessment

Health and risk observations for each specimen, recommended mitigation or removal actions, and estimated timelines for remediation or monitoring.

Compliance Notes

Summary of relevant local rules, permit types needed, mitigation requirements, and any preservation easement or covenant obligations.

Signatures & Acknowledgments

Designated sign blocks for owner, preparer, and reviewer with dates and notarization lines where required for recording or legal proof.

Required fields and essential data

Property Address: Street, city, state, ZIP

Owner Name: Full legal name

Parcel ID: County assessor parcel number

Species List: Common and scientific names

Survey Date: MM/DD/YYYY

Signature Block: Name, title, date

Step-by-step: preparing the Botanic Document

Follow these sequential steps to prepare, verify, and finalize the Botanic Document for transaction and permitting use.

01

Gather records: Collect prior surveys, permit history, and title info.
02

Field inventory: Record species, size, and GPS coordinates on site.
03

Compile report: Create map, species list, and compliance notes.
04

Sign and notarize: Obtain required signatures and acknowledgements.

How to configure the online workflow

Typical digital workflow settings help automate routing, authentication, and storage for consistent processing.

Field	Configuration
Authentication	Email link \| SMS code optional
Notifications	Enable signing reminders and receipts
Template control	Lock fields, version control, and required fields
Storage	PDF/A archival in secure cloud

Routing and submission process

A clear e-submission path reduces delays; the sequence below reflects common step order for sign, notarize, and file.

Prepare document: Finalize content and attach site plan.
Assign signers: Add owner, preparer, and reviewer.
Collect signatures: Use eSignature or notarized signing.
Store record: Save signed PDF and audit trail.

Digital tools and format compatibility

Use platforms that support PDF, DOCX, conditional fields, and a verifiable audit trail for signatures.

File formats: PDF, DOCX, and editable templates
Integrations: CRM, cloud storage, and permitting systems
Security: TLS in transit, AES-256 at rest

Ensure the chosen platform supports notarization workflows, retention controls, and export to archival PDF/A for long-term storage.

Key timing considerations

Several deadlines govern delivery, review, and permitting; missing them can delay closings or approvals.

Seller disclosure timing:

Provide the document at listing or upon buyer request.

Buyer due diligence:

Complete review within the contractual inspection period.

Permit submission:

Submit with permit application per municipal schedule.

HOA review:

Allow typical 14–30 days for association comments.

Record retention:

Keep executed copies per retention schedule.

Notarization and witness steps

Authentication steps vary by jurisdiction; follow the sequence below when notarization or witnesses are required.

01

Prepare final document

Ensure all fields complete before scheduling notarization.

02

Verify identity

Signer provides government ID for the notary.

03

Remote notarization

If allowed, record A/V session and keep transcript.

04

Witness presence

Add witnesses if state or deed rules require them.

05

Notary acknowledgement

Notary completes certificate and journal entry.

06

Attach affidavit

Include self-proving affidavit where available.

07

Record with county

Submit for recording if required for easements or deeds.

08

Distribute copies

Provide executed copies to all parties and file.

Penalties and common legal risks

Incorrect Disclosure: Civil liability

Missing Notary: Recording rejection

Species Misidentification: Permit denial

Late Filing: Municipal fines

Unverified Signatures: Enforceability risk

Protected Species: Regulatory enforcement

Common mistakes to avoid

Using colloquial plant names alone leads to regulatory confusion and longer review times.
Failing to include parcel ID or accurate GPS coordinates causes county recording and permit mismatches.
Submitting unsigned or improperly notarized acknowledgements can result in recording rejection and closing delays.
Omitting municipal permit history or mitigation commitments increases the likelihood of permit denial or post-closing disputes.

Practical tips for accurate completion

Adopt consistent data and version controls to reduce rework, support reviews, and maintain an auditable record trail.

Verify owner identity thoroughly

Confirm the owner name against title or formation records, and require matching identification at the time of signature to prevent disputes and recording delays.

Use scientific names

Record both common and scientific names to avoid ambiguity; enclose photos where identification might affect permitting or protected-species determinations.

Attach site images and map

Include dated photos and a scaled map to support condition statements and to aid municipal reviewers who cannot visit the site immediately.

Retain the audit trail

Keep signed PDFs with certificate of completion and metadata to prove consent, timing, and signer attribution for legal and compliance needs.

Real-world examples of use

These examples show how parties use the Botanic Document in practice to speed approvals and reduce disputes.

Martin Properties — Tim Martin

A local brokerage used a standardized botanic report to document landscape conditions pre-closing.

Reduced field re-inspections by the municipality.
"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 — Brian Fitzgibbons

A development firm integrated the report into escrow packets for new builds.

Enabled faster lender reviews during underwriting.
"The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

eSignature vendor comparison for this document

Comparison of common vendor features and starting prices; signNow appears first to show a representative offering for document workflows and notarization support.

	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	Varies	Varies	Varies
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently asked questions

Answers to common questions about signing, notarization, and practical issues encountered with Botanic Documents.

Need help? Contact support

Can this document be signed electronically?
Yes. Under the federal ESIGN Act (15 U.S.C. §7001) and UETA (where adopted), electronic signatures are valid when intent, consent, attribution, and record retention are demonstrable; verify any consumer-disclosure requirements for consumer-facing transactions.
When is notarization required?
Notarization is typically required for deeds, easements, and some affidavits; recording offices and state law determine requirements. Check the county recorder or notary commission before finalizing signatures.
How do I handle protected species findings?
If protected species are identified, disclose findings to the buyer and consult local regulatory agencies for permitting and mitigation; failure to disclose can trigger enforcement and permit denial.
What if a signer used a different name format?
Mismatched signer names can delay recording or raise enforceability issues; correct errors before recording and obtain a formal amendment or acknowledgement if necessary.
Can remote notarization be used?
Remote Online Notarization is permitted in many states subject to local RON rules (identity proofing, AV recording, retention). Verify state-specific RON requirements before relying on a remote notary.
How do I update the document after signing?
Post-execution changes require agreement from all signers via an amendment or a new executed document. Minor clerical corrections often use a notarized affidavit or corrected exhibit, depending on recording office practice.

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