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Real Estate Condo Questionnaire

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REAL ESTATE CONDO QUESTIONNAIRE

WHEREAS: Association Name: with principal mailing address: (the "Association");

WHEREAS: Requesting Party: contact name and phone: ;

The Association agrees to provide the factual information set forth in this Questionnaire to the Requesting Party for the purpose of underwriting, loan closing, sale due diligence, or insurance review.

Scope of Work

Unit Information

Subject Unit Address:

Unit Number: · Square Feet:

Bedrooms: · Bathrooms:

Association Information

Total number of units in Project: · Year built:

Financial / Assessments

Regular monthly assessment amount per unit:

Yes No

Is the Association current on all vendor payments and mortgage obligations? Yes No

Insurance

Does the Association maintain a master insurance policy? Yes No

Property damage Liability Fidelity/crime

Current deductible on master policy:

Yes No

Occupancy and Leasing

Current percentage of units leased:

Yes No

Litigation and Compliance

Yes No

Reserve and Budget

Is the reserve study up to date and implemented as adopted? Yes No

Approximate percent of funded reserves relative to recommended:

Additional Remarks

Payment Terms (if applicable)

Fee for providing questionnaire and documentation: $

Late fee for overdue payment:

Term and Termination

Agreement effective date: · Termination date (if applicable):

Either party may terminate this engagement for convenience upon days' written notice. Termination shall not affect obligations accrued prior to the termination date.

Confidentiality

The Association and the Requesting Party each acknowledge that information provided in this Questionnaire may include non-public financial and operational data. Each party agrees to maintain confidentiality of such information and to use it solely for the permitted purpose described herein. Notwithstanding the foregoing, information that is or becomes publicly available through no fault of the receiving party, or is required to be disclosed by law, need not be held confidential.

Confidentiality acknowledged: Yes No

Governing Law

This Questionnaire and any agreement to provide the requested documents shall be governed by and construed in accordance with the laws of the State of without regard to conflict of laws principles.

Entire Agreement

This Questionnaire, together with any executed fee agreement between the parties, constitutes the entire agreement between the Association and the Requesting Party with respect to the subject matter hereof and supersedes all prior negotiations and understandings, whether written or oral. No amendment shall be effective unless in writing and signed by both parties.

Certifications

The undersigned certifies, under penalty of perjury or other applicable statutory penalties, that the information provided in this Questionnaire is true, accurate, and complete to the best of their knowledge as of the date signed, and that the signer is authorized to execute this Questionnaire on behalf of the respective party.

Association Representative:

By:

Date:

Requesting Party:

By:

Date:

Enter text✕

What the Real Estate Condo Questionnaire Is and When it's Used

A Real Estate Condo Questionnaire is a standardized form used during condominium transactions to collect unit-specific facts, association rules, assessments, insurance, rental restrictions and owner contact information. Lenders, title companies, agents and buyers use the questionnaire for underwriting, title clearance, HOA disclosures and closing preparation. The form helps identify special assessments, occupancy rules, lease limits, and ongoing maintenance obligations that affect mortgage approval, title insurance issuance, and buyer decision-making.

Why a Clear Condo Questionnaire Matters for Transactions

A complete questionnaire consolidates HOA and unit details into a single record, reduces last-minute closing delays, clarifies dues and restrictions for buyers and underwriters, and supports accurate title and mortgage processing while documenting disclosures required by state law and contract.

Why a Clear Condo Questionnaire Matters for Transactions

Who typically completes or relies on this questionnaire

Real estate agents, title officers, lenders, HOA managers and buyers commonly prepare or review the questionnaire during due diligence and closing workflows.

  • Listing agents and buyer agents — Prepare and confirm unit facts, HOA contact, assessment amounts, and rental rules prior to contract contingency removal.
  • Title and escrow officers — Use responses to clear exceptions, order estoppel certificates, and confirm special assessment disclosures for title insurance.
  • Lenders and underwriters — Verify HOA financial stability, dues, and occupancy limits to satisfy loan eligibility and condo project review criteria.

Step-by-step: completing and delivering the questionnaire

Follow this sequence to prepare, verify and submit the condo questionnaire so it meets title, lender, and HOA requirements before closing.

  • 01
    Gather documents: Collect deed, HOA contact, current assessment notices.
  • 02
    Complete fields: Fill each field precisely; use MM/DD/YYYY for dates.
  • 03
    Verify with HOA: Confirm assessments, special levies, rental rules, and pending litigation.
  • 04
    Sign and submit: Sign, date, and send to title, lender, and buyer as required.

Core components to include in a professional questionnaire

A well-structured questionnaire organizes essential facts so reviewers can quickly assess project status, owner obligations, and lender or title conditions.

Unit details

Recorded unit identifier, deed reference, square footage, parking and storage allocations, and any easements or exclusive use areas affecting the unit.

Owner contact

Full legal owner name, mailing and service address, phone and email for delivery of estoppel and closing notices.

HOA financials

Current monthly assessments, last reserve study summary, special assessment history, delinquency rates and whether assessments include utilities or insurance.

Occupancy & rental rules

Owner-occupancy percentage, short-term rental restrictions, lease approval requirements, and any minimum lease terms imposed by the association.

Insurance & claims

Association master policy scope, deductible levels, subrogation rights, and pending property insurance claims affecting premiums or coverage.

Pending actions

Any pending litigation, building code violations, or impending special assessments that could affect marketability or loan underwriting.

Essential fields required on every questionnaire

Condo address: Full street address
Unit number: Recorded unit ID
Owner name: Legal owner name
HOA name: Association legal name
Assessment amount: Monthly dues amount
Signature: Signed and dated

Where to send the completed questionnaire

Route the completed questionnaire to the parties who will rely on it: title, lender, buyer, and the HOA. Use recordable delivery channels where required.

  • Title / Escrow: Attach to closing package for exception clearance
  • Lender: Submit to underwriter for condo project review
  • Buyer / Agent: Provide copy for buyer review and contract contingencies
  • HOA: Confirm facts and request estoppel or resale certificate

Customizing an online questionnaire workflow

Set up fields, validation, authentication and routing before sending to minimize rework and ensure compliance with lender and title requirements.

Field Configuration
Document template Pre-fill repeated data with merged fields
Conditional fields Reveal follow-up questions when certain answers apply
Authentication Email, SMS code, or identity verification
Integration Send signed copy to title and loan systems

Technical considerations for digital completion and e-delivery

Use a platform that supports standard file formats, secure delivery, signer authentication, and audit trails to meet lender and title expectations.

  • File formats: PDF and DOCX supported
  • Integrations: CRM and document storage systems
  • Authentication: Email, SMS, or ID verification

Ensure the service you use provides tamper-evident signed copies, an exportable audit trail, and connectors to closing and loan platforms to streamline downstream review and recordkeeping.

Common timing expectations during condo transactions

Timelines vary by association and jurisdiction. These are typical service-level expectations used in many condo resales and closings.

Questionnaire completion timeframe:

Complete within 7 days of contract acceptance

HOA estoppel response:

Typically 10–15 business days, varies by association

Resale disclosure delivery:

Often 10–30 days depending on state law

Lender condo review:

Allow 7–21 days for underwriting project review

W-9 provision:

Provide upon payer request to avoid backup withholding

Common mistakes that delay closing

  • Entering abbreviated or inconsistent owner names that mismatch title records and IDs, causing additional verification steps.
  • Omitting special assessment details or pending litigation disclosures that result in title exceptions or lender conditions.
  • Using ambiguous date formats instead of MM/DD/YYYY, leading to processing errors during automated intake.
  • Failing to obtain a signed, dated questionnaire from the authorized party or corporate signatory, requiring re-execution.

Risks and consequences of incorrect or incomplete answers

Title exceptions: Possible closing delays
Loan denial: Underwriter may decline financing
Tax issues: Backup withholding risk
Legal exposure: Misrepresentation claims
Increased costs: Expedited estoppels or fees
Re-signing required: Additional administrative work

eSignature provider comparison for questionnaire workflows — signNow first

Pricing and feature summaries for common eSignature providers to help evaluate cost and technical fit for questionnaire signing and delivery.

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 Yes, 7-day 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

Answers to common questions about the condo questionnaire

Practical answers to frequent issues encountered when preparing, signing, and submitting condominium questionnaires during resale and financing.


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