What if owner name differs from title?

If the owner name on the form doesn't match recorded title, obtain and attach corrective documentation (deed copy or affidavit) and notify the title company to avoid recording or insurance delays.

Is an electronic signature valid here?

Yes, electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the signature demonstrates intent, consent, attribution, and reliable record retention.

When is a notary required?

Notary acknowledgement is required for recorded deeds in all states; verify county recorder rules for witness or additional formalities before submitting documents for recordation.

How do I correct a submitted form?

Prepare an amendment or corrected form, clearly mark the revision date, obtain required signatures, and distribute the corrected record with a note explaining the change to title and lender teams.

What supporting documents are essential?

Attach a copy of the recorded deed, current HOA estoppel or statement, current assessment billing, and any lien documents referenced to facilitate timely review and closing.

Can the HOA refuse to provide an estoppel?

HOA estoppel availability and fees are governed by state and association rules; if the HOA declines, document the request attempts and consult counsel or title for alternative verification steps.

Electronic Signature
Templates
Miscellaneous
Real Estate Condo Info Document

Real Estate Condo Info Document

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

REAL ESTATE CONDOMINIUM INFORMATION AND SERVICES AGREEMENT

Parties and Contact Information

Condominium Association / Seller: Association Address: Service Provider / Preparer: Provider Address:

WHEREAS

WHEREAS, Condominium Association (identified above) is the governing association for the condominium known as located at and seeks to compile, verify, and deliver accurate information concerning the condominium and its units in connection with real estate transactions and disclosures.

WHEREAS, Provider has the expertise and capacity to prepare condominium information packets, perform due diligence inspections of association records, and to provide related services described below, subject to the terms and conditions of this Agreement.

NOW, THEREFORE, in consideration of the mutual covenants set forth herein, the parties agree as follows.

Scope of Work

Provider shall provide the following services (the "Services") in a professional, commercially reasonable manner for the condominium identified in this Agreement. Provider will collect, verify and deliver written condominium information, governing documents excerpts, assessment statements, copies of insurance summaries when authorized, and other materials reasonably necessary for a real estate transaction.

Condominium Information (to be completed by Association or Provider)

Condominium Legal Description: Unit Number / Identifier: Board Representative: HOA / Management Contact: Monthly Assessment Amount: Special Assessments (if any):

Parking and Storage Parking assigned to unit Storage locker assigned to unit

Amenities (check all that apply) Pool Gym Elevator Rooftop

Pets Pets allowed under association rules If restricted, describe limits:

Reserve Fund Status / Balance: Insurance (Master Policy Summary):

Payment Terms

As consideration for the Services described in this Agreement, Association shall pay Provider the fees set forth below in accordance with the following terms.

Total Fee for Services: Payment Schedule:

Late payments shall incur a late fee equal to per month on the outstanding balance, or a flat fee of , whichever is greater, together with interest and collection costs as permitted by law.

Term and Termination

This Agreement commences on and continues until unless earlier terminated as provided herein.

Either party may terminate this Agreement for convenience upon days' prior written notice to the other. Provider may terminate immediately upon written notice if Association fails to pay undisputed fees when due or materially breaches any obligation and fails to cure within 10 days of written notice.

Confidentiality

Each party acknowledges that in performance of this Agreement it may receive confidential or proprietary information of the other party, including but not limited to financial statements, association reserves, membership lists, insurance details, and contractual terms ("Confidential Information"). Recipient shall hold all Confidential Information in strict confidence, shall not disclose such information to third parties except as required by law or as necessary to perform the Services, and shall use the Confidential Information solely for the purposes of this Agreement. This obligation shall survive termination of this Agreement for a period of years.

Representations and Warranties

Each party represents and warrants that it has full right and authority to enter into this Agreement, that the information it provides to the other is true and correct to the best of its knowledge, and that performance of its obligations under this Agreement will not violate any contractual or legal restriction binding the party.

Limitation of Liability

Except for willful misconduct or gross negligence, neither party shall be liable to the other for incidental, consequential, punitive or special damages. Provider's aggregate liability for any claim arising from or relating to this Agreement shall not exceed the total fees paid by Association to Provider under this Agreement.

Governing Law and Dispute Resolution

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to its conflicts of law principles. Any dispute arising under this Agreement shall be resolved by binding arbitration or in the state and federal courts located in the county where the Association's principal office is located, at the election of the prevailing party.

Entire Agreement

This Agreement, including any exhibits and written statements of work executed by the parties, constitutes the entire agreement between the parties with respect to its subject matter and supersedes all prior and contemporaneous agreements, proposals and communications, whether oral or written. Any modification to this Agreement must be in writing and signed by authorized representatives of both parties.

Notices

All notices required or permitted under this Agreement shall be in writing and shall be deemed delivered when personally delivered or sent by certified mail, return receipt requested, to the addresses set forth above or to such other address as a party may designate by notice hereunder.

Additional Terms or Special Instructions:

Condominium Association Representative:

By:

Date:

Service Provider / Preparer's Name:

By:

Date:

What the Real Estate Condo Info Document Is

The Real Estate Condo Info Document is a structured summary used in condominium transactions and property management to record key unit, owner, and association facts. Common contents include unit address and identification, homeowner association (HOA) contact and fee schedules, outstanding assessments or liens, occupancy and rental status, insurance and utility contacts, and relevant dates such as closing or transfer. Lenders, title companies, property managers, and buyers use the document to confirm material facts during underwriting, closing, insurance placement, and post-closing management, supporting consistent disclosures and reliable recordkeeping across the transaction lifecycle.

Why a Complete Condo Info Document Matters

A well-prepared Condo Info Document reduces closing delays, clarifies HOA obligations, and helps detect title or assessment issues early. It centralizes data for lenders, title officers, and property managers and provides an auditable record that supports underwriting decisions, accurate prorations, and post-closing operations.

Who Typically Prepares and Reviews This Document

Multiple parties rely on the Condo Info Document during a sale, refinance, or management change; each has distinct needs.

Title companies and closing agents: Verify ownership, liens, and recording details before closing.
Lenders and underwriters: Confirm HOA dues, special assessments, and property status for loan approval.
Property managers and HOA boards: Update records, assess delinquencies, and coordinate transfer procedures.

Responsibility for completion varies by transaction: sellers or their agents often supply initial data, while title or closing agents typically verify and finalize the record.

Core Sections Every Professional Condo Info Document Should Include

A complete form groups related information for quick review: property identifiers, HOA financials, encumbrances, contacts, occupancy, and attachments that prove or clarify items listed.

Property Identifiers

Unit address, unit number, parcel or tax ID, legal description, and building name to ensure the specific condominium unit is unambiguously identified for title and recording.

HOA Contact Details

Community association name, management company, mailing and physical addresses, phone and email contacts, and any designated representative for transfer or estoppel requests.

Fees & Assessments

Current monthly/quarterly assessments, pending special assessments, last paid dates, and typical prorations used at closing to avoid surprises for buyer and lender.

Encumbrances

Known liens, mortgages, judgments, or pending legal actions affecting the unit; include reference numbers and recording jurisdictions when available.

Occupancy & Use

Current occupancy status (owner-occupied, tenant-occupied, vacant), lease details if applicable, and any rental restrictions enforced by the association.

Supporting Attachments

Attach HOA bylaws, current budget pages, estoppel certificates, recent meeting minutes or insurance certificates that substantiate the figures and statements on the form.

Required Data Elements at a Glance

Property address: Full street address

Unit identifier: Unit or lot number

Owner name: Legal owner(s) name

HOA name: Association legal name

Assessment amount: Regular fee amount

Outstanding liens: Yes/No; brief note

Step-by-Step: Completing the Condo Info Document

Complete the document in sequence and confirm each entry with primary records or the HOA to avoid downstream corrections.

01

Collect basic details: Gather deed, condo declaration, and recent billing statements.
02

Verify HOA info: Confirm management contact and assessment figures with the association.
03

Disclose liens/assessments: List recorded liens and pending special assessments with references.
04

Finalize and distribute: Attach supporting documents and send to title, lender, and relevant parties.

How to Configure an Online Completion Workflow

Set up steps and fields so responsible parties fill and verify only the sections relevant to their role.

Field \| Configuration	Role-based visibility \| Conditional required fields
Assign reviewer role	Title officer verifies encumbrance fields
HOA input step	Management completes assessment and contact fields
Signer authentication	Email OTP or stronger auth per compliance
Final distribution	Send completed PDF and audit trail to stakeholders

Where to Send the Completed Document

Route the finished form to each stakeholder in the transaction so it becomes part of the closing and post-closing record set.

Title company: For recording review and lien clearance
Lender/underwriter: To verify HOA dues and encumbrances
HOA/management: To update owner records and billing
Buyer/seller agents: For contract compliance and disclosures

Digital Signing and File Format Requirements

Use platforms that support PDF/DOCX attachments, authenticated signers, and an auditable certificate for each signature.

File formats: PDF and Word DOCX supported
Signer authentication: Email OTP or stronger options
Integration options: CRM and cloud-storage connectors

Verify that the chosen platform preserves an immutable audit trail and allows secure export of signed documents and metadata for title and compliance purposes.

Common Timing Considerations

Several dates matter for transactions: estoppel issuance, HOA transfer timelines, and closing cutoffs that affect prorations and lender conditions.

Estoppel response window:

HOAs commonly require 10–30 days to prepare estoppel certificates

Closing date cutoff:

Confirm assessment proration date with title at closing

HOA transfer timing:

Deliver required documents to HOA per their transfer rules

Recordation:

Submit recorded deed and documents promptly after funding

Retention start date:

Retention periods typically begin at creation or filing

Key Risks of Incorrect or Incomplete Documents

Delayed closing: Extended settlement timelines

Loan denial: Underwriting holds or rejections

Title disputes: Clouded title requiring cure

Financial exposure: Unanticipated special assessments

Regulatory noncompliance: Failure to meet disclosure rules

Increased costs: Additional legal or correction fees

Practical Tips for Accurate, Efficient Completion

Follow these practices to reduce errors, speed review, and protect all parties.

Confirm names against title documents

Cross-check owner names with the recorded deed and mortgage documents to avoid name-mismatch issues that can delay recording or require corrective filings.

Attach primary supporting documents

Include the most recent HOA statement, estoppel certificate, and recorded notices so reviewers can verify financial status without requesting additional records.

Use consistent date formats

Use MM/DD/YYYY for all dates and reference the effective date clearly to prevent confusion in prorations and deadline calculations at closing.

Preserve an audit trail

Record who completed or updated each section, include timestamps and signer authentication details, and retain the audit record alongside the signed PDF.

Examples: How Organizations Use the Condo Info Document

Real-world examples show how the document speeds closings and protects parties by centralizing key facts and supporting paperwork.

Martin Properties — closing efficiency

Tim Martin, Founder, used online forms to process condo paperwork efficiently

Quick estoppel collection reduced hold-ups
By assembling HOA statements and signatures online, closings proceeded without repeated information requests and with consistent audit trails.

Optica Ventures — standardized records

Brian Fitzgibbons, COO, standardized their condo data capture across properties

Single template for all units
Standardization reduced manual follow-up and ensured title and management teams had identical, verifiable information for each transaction.

eSignature Pricing and Feature Snapshot

Cost and feature trade-offs vary by vendor and plan; the table summarizes starting prices and select capabilities relevant to condo document workflows.

	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	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions and Troubleshooting

Answers to common questions about completing, verifying, and submitting the Real Estate Condo Info Document.

Need help? Contact support

What if owner name differs from title?
If the owner name on the form doesn't match recorded title, obtain and attach corrective documentation (deed copy or affidavit) and notify the title company to avoid recording or insurance delays.
Is an electronic signature valid here?
Yes, electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the signature demonstrates intent, consent, attribution, and reliable record retention.
When is a notary required?
Notary acknowledgement is required for recorded deeds in all states; verify county recorder rules for witness or additional formalities before submitting documents for recordation.
How do I correct a submitted form?
Prepare an amendment or corrected form, clearly mark the revision date, obtain required signatures, and distribute the corrected record with a note explaining the change to title and lender teams.
What supporting documents are essential?
Attach a copy of the recorded deed, current HOA estoppel or statement, current assessment billing, and any lien documents referenced to facilitate timely review and closing.
Can the HOA refuse to provide an estoppel?
HOA estoppel availability and fees are governed by state and association rules; if the HOA declines, document the request attempts and consult counsel or title for alternative verification steps.

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