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Real Estate Confirmation Statement

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REAL ESTATE CONFIRMATION STATEMENT

Parties

This Real Estate Confirmation Statement (the Statement) is entered into by and between the undersigned parties to confirm the final agreed transaction terms for the real property identified below.

Property Identification

Confirmed Transaction Terms

Purchase Price: $ ; Earnest Money Deposit: $ . Deposit Received On:

Closing Date: . Possession Date: .

Financing Contingency: Yes No . If yes, Approved Loan Amount: $ ; Financing Contingency Deadline: .

Inspection Period (days): ; Inspection Deadline: . Buyer shall provide written notice of any objections within the inspection period as required by the underlying purchase agreement.

Inclusions and Exclusions

The following personal property and fixtures are included in the sale (check applicable and list exceptions):

Disclosures

The Seller hereby confirms the following matters with respect to the Property as of the date of signature. For any item marked Yes, provide a concise explanation in the adjacent field.

Lead-Based Paint (if property built before 1978): Yes No

Known Mold, Water Intrusion, or Material Defects: Yes No

Prior Structural Damage or Substantial Repairs: Yes No

Flood Zone, Environmental Hazard, or Regulatory Notice: Yes No

Title, Prorations and Closing Costs

Title to be conveyed by: . Title insurance to be: .

Prorations: Property taxes, utilities, HOA assessments, and other customary prorations shall be computed through the date of closing and apportioned between the parties in accordance with local practice unless otherwise agreed in writing.

Default; Remedies; Indemnification

If Buyer fails to complete the purchase in accordance with the confirmed terms and after any applicable cure periods, Seller may exercise remedies provided in the underlying agreement, including retention of earnest money as liquidated damages or specific performance as permitted by law. If Seller fails to convey marketable title, Buyer may pursue remedies including contract rescission or specific performance with appropriate adjustments.

Each party shall indemnify and hold harmless the other from loss arising from any material misrepresentation or breach of the representations and warranties set forth in this Statement, subject to any limitations in the underlying purchase agreement.

Representations and Acknowledgments

Seller represents that Seller is the legal owner of the Property with full authority to sell, that there are no undisclosed liens or encumbrances except those disclosed herein, and that the Seller has provided all material information known to Seller regarding the condition of the Property.

Buyer acknowledges receipt of the disclosures set forth above, that Buyer has had opportunity to conduct inspections and due diligence, and that this Statement memorializes the parties' final confirmations of the transaction terms to be incorporated into the closing documents.

Governing Law; Entire Agreement

This Statement shall be governed by and construed in accordance with the laws of the state in which the Property is located. This Statement and any referenced underlying purchase or sale agreement constitute the final and entire agreement between the parties with respect to the matters memorialized herein and supersede any prior oral or written statements to the extent inconsistent with this Statement.

Certifications

By signing below, each party certifies under penalty of perjury that the information provided in this Statement is true and correct to the best of that party’s knowledge, that the signatory is authorized to bind the party for whom they sign, and that this Statement is intended to be a binding confirmation of the transaction terms set forth herein unless the parties have expressly agreed otherwise in writing.

Seller Printed Name:

By:

Date:

Buyer Printed Name:

By:

Date:

Enter text✕

What the Real Estate Confirmation Statement Is and When It’s Used

A Real Estate Confirmation Statement is a written summary confirming material transaction details for a property sale, purchase, transfer, or lease. Typical contents include the property legal description, buyer and seller identities, agreed price, settlement date, encumbrances, contingencies, and contact details for title and escrow agents. The form documents that parties reviewed and agreed to core facts before closing, and it often accompanies closing statements, purchase agreements, title searches, and recording instruments. Many organizations accept electronically completed confirmation statements where ESIGN and state law permit electronic execution.

Why the Real Estate Confirmation Statement Matters

It reduces post-closing disputes by documenting agreed facts, supports title and recording workflows, and creates an auditable record of party acknowledgements. When executed properly it meets electronic signature standards under the ESIGN Act and applicable state UETA or ESRA rules.

Why the Real Estate Confirmation Statement Matters

Who typically completes and receives this statement

Other parties include closing attorneys, surveyors, and county recording offices that rely on consistent, documented details.

  • Real estate brokers and listing agents who confirm price, buyer identity, and contingencies.
  • Title companies and escrow officers who need accurate legal descriptions and lien information.
  • Lenders and mortgage servicers who verify borrower information and closing dates for funding.

Essential elements to include in a professional confirmation statement

A complete statement organizes transaction facts so title, escrow, and recording proceed without delay; include references to supporting exhibits and signatory blocks for all parties.

Property ID

Full street address and legal description or parcel number, ensuring the precise asset is identified for title and recording purposes.

Parties

Full legal names and roles (buyer, seller, agent, lender) exactly as on identification and title documents to avoid mismatches during recording.

Purchase Terms

Agreed purchase price, earnest money, adjustments, prorations, and any financing contingencies that affect closing obligations or disbursements.

Closing Details

Scheduled closing date, location, escrow holder, and required deliverables to ensure timely funding and recording of instruments.

Attachments

Supporting exhibits such as surveys, payoff letters, payoff demands, seller disclosures, and title exceptions that materially affect the transaction.

Signatures

Signature and date lines for all signatories plus notary, witness, or RON fields if state or lender rules require authentication.

Step-by-step: completing the Real Estate Confirmation Statement

Follow these sequential steps to ensure the statement is accurate, complete, and accepted by title, lender, and recording authorities.

  • 01
    Gather Documents: Collect deed, contract, payoff, survey, and ID for verification.
  • 02
    Enter Core Data: Populate parties, property legal description, price, and closing date.
  • 03
    Confirm Attachments: Attach supporting exhibits and confirm title exceptions listed.
  • 04
    Authenticate Signatures: Sign, notarize, or complete RON per state and lender rules.

How to set up a digital workflow for completion and review

Configure your electronic workflow to collect required fields, route for approvals, and preserve an audit trail for closing and recording.

Field Configuration
Authentication Email + SMS code; use KBA where lender requires stronger verification
Required Fields Make legal description, names, price, and date mandatory to avoid incomplete submissions
Conditional Fields Show notary/RON fields only when state or lender requires authentication
Integrations Connect to title, MLS, or CRM to auto-populate repeatable fields

Where the completed statement typically goes in the closing flow

The statement moves with the closing package; routing varies by transaction and may include title, lender, county recording, and tax departments.

  • Send to Title: Deliver to the title company or escrow officer for final review
  • Submit to Lender: Provide to lender for funding conditions and payoff coordination
  • Record with County: Include with deed or deed of trust for county recorder submission
  • Store with Broker: Retain a copy in broker/agent files for compliance and future inquiries

Digital delivery and accepted file types

Verify integration and format requirements with the receiving party (title, lender, or recorder) to avoid processing delays.

  • File Formats: PDF, DOCX accepted by most title and recorder systems
  • Integrations: Connectors commonly include Salesforce, Microsoft 365, NetSuite, and Box
  • Security: TLS in transit; AES-256 at rest is standard for confidential records

Key dates to monitor when using a confirmation statement

Track dates that affect recording, funding, prorations, and tax reporting to prevent disputes and penalties.

Effective Date:

The date parties agree; determines when obligations and risk transfer

Closing / Funding Date:

Date set for escrow closing and lender disbursement

Recording Submission:

Record deed promptly after funding to protect title and priority

Tax Reporting:

Reportable events (e.g., 1099-S) follow IRS timelines and payer requirements

Retention Review:

Schedule periodic review to confirm document retention compliance

Common mistakes that delay closings

  • Using an abbreviated or incorrect legal description that does not match recorded deed creates title and recording rejections.
  • Mismatched party names between contract, ID, lender paperwork, and title vesting can block recording and funding.
  • Failing to attach required exhibits such as payoff letters, surveys, or seller disclosures often stalls escrow and title clearance.
  • Omitting notarization or the correct RON fields when required by state law or lender conditions leads to rejected instruments.

Potential consequences of errors or omissions

Recording Rejection: Instrument returned or refused, delaying transfer
Title Defect: Unaddressed exceptions can create future ownership disputes
Funding Delay: Lender may withhold disbursement pending corrected documents
Tax Reporting: Incorrect 1099-S information can trigger IRS penalties
Contract Dispute: Ambiguous confirmations can lead to breach claims
Notary Noncompliance: Improper notarization may render documents invalid

eSignature vendor comparison for Real Estate Confirmation Statements

Compare starting costs and key feature availability across common eSignature vendors; signNow is listed first per platform comparison conventions.

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 Yes Yes Yes Varies
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Security and compliance considerations for electronic confirmation statements

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Audit Trail: Complete timestamped logs of signing actions
Standards: SOC 2 Type II, ISO 27001 certifications available
HIPAA: HIPAA-compliant handling available with BAA
21 CFR Part 11: Capabilities to meet FDA records requirements
Accessibility: WCAG 2.0 Level AA accessibility support

Frequently asked questions and practical answers

Common practitioner questions about acceptance, signatures, notarization, corrections, and retention are answered below to reduce closing friction.


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