Can this be signed electronically?

Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided the signer consents and the record is retained and reproducible.

What if I need to correct an executed statement?

Prepare an amended statement, have all parties sign the amendment, and attach it to the original; an affidavit of correction may be appropriate in some states to preserve chain of disclosure.

Is notarization always required?

Notarization is required for some deed-related documents in many states; however, the disclosure statement itself often does not require notarization unless state law or contract specifies it.

Who must provide the disclosure?

The seller or landlord is typically responsible for completing the statement; agents should ensure the principal signs and retains evidence of delivery.

How long should copies be kept?

Retain executed statements according to retention rules: at least 3 years from the transaction and longer if tax, title, or regulatory records are implicated.

Can a third-party platform store these records?

Yes; store documents with a provider that preserves tamper-evident audit trails and meets applicable compliance standards (e.g., ESIGN, UETA, HIPAA where required).

Electronic Signature
Templates
Real estate
Real Estate Condition Statement

Real Estate Condition Statement

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

What the Real Estate Condition Statement Is and When it's Used

A Real Estate Condition Statement is a written disclosure that describes the physical condition, known defects, and material facts about a residential property that a seller or landlord must provide to a prospective buyer or tenant. It documents visible and known latent issues—such as plumbing, electrical, structural, pest, or environmental conditions—and records the date the information was verified. In many states the statement supports informed decision-making, allocates risk between parties, and becomes part of the transaction record when signed and exchanged by the parties or their agents.

Why a Clear Condition Statement Matters

A concise, accurate condition statement reduces post-closing disputes, clarifies repair responsibilities, and documents what the seller or landlord disclosed at the time of the transaction. It supports contractual intent and can limit later claims based on nondisclosure.

Who Typically Prepares and Reviews This Statement

The Real Estate Condition Statement is prepared by the seller or landlord and reviewed by buyers, tenants, real estate agents, and attorneys before closing or lease execution.

Listing agents and brokers who coordinate disclosures and advise sellers on material facts and state-specific forms.
Buyers' agents and inspectors who rely on the statement to identify items for repair, negotiation, or further inspection.
Title companies and closing agents who include disclosure documents in the closing package.

Parties should confirm the statement is complete, dated, and signed; incomplete or unsigned statements can create evidentiary gaps during disputes.

Core Elements to Include in a Professional Statement

A practical Real Estate Condition Statement is concise, organized by system or area, and records known issues, repairs, and inspection history. It should be easy to cross-reference with inspection reports and the purchase or lease agreement.

Property ID

Street address, unit number, and parcel or lot identifier to ensure the disclosure applies to the correct property.

Occupancy Status

State whether property is owner-occupied, tenant-occupied, vacant, or under repair, and note any access limitations for inspections.

Systems & Components

List major systems (roof, HVAC, plumbing, electrical, foundation) and note known defects, age, and recent repairs for each item.

Environmental Issues

Disclose known presence or history of mold, asbestos, lead-based paint, radon, flooding, or other hazards that materially affect habitability.

Pest and Infestation

Note prior or current termite, rodent, or other infestations and the dates and nature of any treatments performed.

Inspection Notes

Attach or reference inspection reports, repair invoices, and warranties that corroborate statements about condition or repairs.

Required Information to Record

Property Address: Full street address

Seller / Landlord: Full legal name

Buyer / Tenant: Full legal name

Effective Date: MM/DD/YYYY

Known Defects: Brief descriptions

Signatures: All parties' signatures

Step-by-Step: Completing the Condition Statement

Follow a consistent sequence when completing the form to reduce errors and ensure each required field is addressed.

01

Identify Property: Enter full address and parcel identifier
02

List Systems: Record major systems and any observable issues
03

Attach Evidence: Include inspection reports or invoices
04

Sign and Date: All parties sign and date the document

How to Customize the Statement for Online Completion

Set up an online version with required fields, conditional prompts, and attachments to streamline completion and preserve an audit trail.

Field	Configuration
Property Details	Required text fields with address verification
Systems Checklist	Conditional checkboxes that reveal defect text areas
File Attachments	Allow PDF/image uploads for reports and receipts
Signatures	eSignature fields with timestamp and signer email

Where to Send or File the Completed Statement

After execution, distribute copies to all parties and include the statement in closing or lease documentation for recordkeeping.

Seller / Landlord: Retain signed original in transaction file
Buyer / Tenant: Provide fully executed copy for review
Agent / Broker: Include in broker transaction records
Title / Closing Agent: Add to closing package and escrow instructions

Digital Delivery and Signing Considerations

Use a platform that preserves a tamper-evident record and captures signer identity and timestamps for enforceability.

File Formats: PDF and DOCX supported
Authentication: Email plus optional SMS or KBA
Audit Trail: IP, timestamp, and action log

For consumer-facing transactions, ensure disclosures required under federal law are presented and consent to electronic delivery is documented before signature.

Typical Timing and Deadlines to Track

Identify time-sensitive items and calendar key dates to avoid missed inspections, negotiation windows, or contractual cure periods.

Disclosure Delivery:

Provide prior to contract acceptance when state law requires

Inspection Period:

Align with contract inspection contingency dates

Repair Negotiation:

Complete negotiations before closing or lease execution

Final Walkthrough:

Confirm condition matches statements before closing

Record Retention:

Keep executed statements per retention policy

Common Mistakes That Lead to Disputes

Omitting the effective date or property identifier, which creates ambiguity about which transaction the statement covers and complicates enforcement.
Using vague language such as "will be repaired" without scope or timeline, leaving parties to disagree on what constitutes satisfactory repair.
Failing to attach or reference inspection reports and invoices, removing documentary support for disclosed repairs or treatments.
Allowing unsigned or undated statements to circulate; unsigned disclosures may be treated as incomplete evidence in disputes or closing.

Potential Consequences of Inaccurate or Missing Disclosures

Contract Rescission: May be available in many states

Monetary Damages: Compensatory claims possible

Regulatory Fines: State penalties may apply

Title Delays: Closing can be postponed

Liability for Repairs: Seller may bear costs

Reputational Harm: Agent or broker exposure

eSignature Platform Comparison for Completing and Storing the Statement

Compare core pricing and compliance features relevant to executing Real Estate Condition Statements electronically. signNow is listed first for parity in comparison.

	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 trial	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Who May Sign and What Authority Is Required

Listing Agent

A licensed real estate agent may prepare and present the statement but should not sign in place of the seller; the seller or an authorized signatory must execute the document to bind disclosures.

Authorized Signatory

A corporate officer, property manager with written authority, or seller who holds title may sign. Agents should retain written authorization if signing on behalf of an entity to avoid later challenges.

Real-world Examples of Use

These brief examples show how practitioners use condition statements to document and close transactions efficiently.

Martin Properties

A regional broker used an online condition statement to standardize disclosures across listings.

The process captured signatures and timestamps for every file.
The broker reported consistent recordkeeping and fewer post-closing repair disputes after attaching inspection reports to each statement.

Optica Ventures LLC

An investor group adopted a uniform condition statement for rehab properties.

Each property included inspection attachments and photos.
Having a consistent disclosure package simplified due diligence and helped coordinate contractor bids during acquisition.

Notarization and Witness Steps When Required

When the jurisdiction requires notarization or witnesses, follow the sequence below to ensure authentication is valid.

01

Prepare Final Copy

Assemble final signed version before scheduling notary

02

Select Notary

Choose a notary authorized in the property's state

03

Arrange Witnesses

Secure required witness count (if any) at the signing

04

Sign in Presence

All signers and witnesses sign before the notary

05

Notary Acknowledgement

Notary completes acknowledgment and adds seal

06

Record or File

Record only if state or local rules require recording

07

Retain Copies

Provide executed copies to all parties

08

Store Evidence

Keep the notary journal entry or RON recording if used

FAQs and Troubleshooting for the Real Estate Condition Statement

Answers to frequent questions about validity, electronic signing, corrections, and storage for Real Estate Condition Statements.

Need help? Contact support

Can this be signed electronically?
Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided the signer consents and the record is retained and reproducible.
What if I need to correct an executed statement?
Prepare an amended statement, have all parties sign the amendment, and attach it to the original; an affidavit of correction may be appropriate in some states to preserve chain of disclosure.
Is notarization always required?
Notarization is required for some deed-related documents in many states; however, the disclosure statement itself often does not require notarization unless state law or contract specifies it.
Who must provide the disclosure?
The seller or landlord is typically responsible for completing the statement; agents should ensure the principal signs and retains evidence of delivery.
How long should copies be kept?
Retain executed statements according to retention rules: at least 3 years from the transaction and longer if tax, title, or regulatory records are implicated.
Can a third-party platform store these records?
Yes; store documents with a provider that preserves tamper-evident audit trails and meets applicable compliance standards (e.g., ESIGN, UETA, HIPAA where required).

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Real Estate Condition Statement