Can the report be signed electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the signer demonstrates intent, consents to electronic records, the signature is attributable, and the record can be retained and reproduced.

Is notarization required for the disclosure?

Notarization for the disclosure itself is not universally required, but deeds and some statutory forms do require notarization or witnesses depending on state law. Confirm requirements with the county recorder or state statutes.

How do I correct an error after signing?

Minor corrections typically require an amended disclosure signed by the same parties or an addendum. Material misstatements may need counsel; preserve both the original and amendment for the transaction record.

What if names do not match title documents?

Name mismatches can delay closing and may require affidavits or corrective deeds. Use the exact legal name from the deed or title and resolve discrepancies before settlement.

How long must I keep signed disclosures?

Retain signed disclosures as part of the closing file per federal and state rules: at least three years for tax records (IRC §6501(a)), longer where state law or industry rules require it, and six years for HIPAA-related records (45 CFR §164.530(j)).

Who should receive the final signed copy?

Provide the buyer, buyer's agent, listing broker, title/escrow agent, and retain a copy in your brokerage file. Electronic distribution with an audit trail documents receipt and supports closing defenses.

Electronic Signature
Templates
Real estate
Real Estate Disclosure Report

Real Estate Disclosure Report

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

REAL ESTATE DISCLOSURE REPORT

Property Identification

Property Address Parcel / APN Number Legal Description

Year Built

Occupied By

Parties

Seller Full Legal Name Seller Mailing Address

Buyer Full Legal Name Buyer Mailing Address

General Disclosure Instructions

The Seller must disclose, to the best of Seller's knowledge, all known material facts affecting the property's condition or value. Check the appropriate box for each item. If Yes, provide specific details in the corresponding description field. Buyer acknowledges receipt of the responses and is encouraged to obtain independent inspections. The disclosures below are subject to the certification at the end of this report.

Physical Condition and Systems

1. Roof leaks, damage, or repairs required — Check one: Yes No

If Yes, describe roof condition and repairs

2. Foundation or structural defects, settling, or repairs — Check one: Yes No

If Yes, describe structural issues and repairs

3. Plumbing (leaks, sewer issues, water heater) — Check one: Yes No

If Yes, describe plumbing issues

4. Electrical system or wiring concerns — Check one: Yes No

If Yes, describe electrical issues

5. Heating, ventilation, or air conditioning (HVAC) problems — Check one: Yes No

If Yes, describe HVAC condition

Environmental, Hazardous Materials & Pest

6. Presence or suspected presence of lead-based paint (property built before 1978) — Check one: Yes No

7. Known mold, water intrusion, or chronic moisture problems — Check one: Yes No

8. Asbestos, underground storage tanks, petroleum contamination or other hazardous materials — Check one: Yes No

9. Evidence of active termite, wood-destroying organisms or pest infestation — Check one: Yes No

If any environmental, hazardous or pest items are Yes, describe actions taken and current condition

Utilities, Water & Sewage

10. Public water, private well, or other:

11. Public sewer, septic system, or other:

12. Known well issues, septic failures, or required maintenance — Check one: Yes No

If Yes, describe well/septic issues and repairs

Legal, Title, Zoning & Insurance

13. Outstanding judgments, liens, assessments, or pending litigation affecting the property — Check one: Yes No

14. Known zoning violations, unpermitted additions, or building code violations — Check one: Yes No

15. Property located in designated flood zone or has experienced flooding — Check one: Yes No

16. Insurance claims filed in the past 5 years related to this property — Check one: Yes No

If Yes to any legal/insurance items, provide details (dates, claim numbers, corrective action)

Homeowners Association & Easements

17. Property subject to homeowners association (HOA) rules, covenants, conditions, or dues — Check one: Yes No

18. Known easements, rights-of-way, encroachments, or boundary disputes — Check one: Yes No

If Yes, describe HOA, easements or boundary matters and provide copies of governing documents if available

Additional Disclosures

Known Material Defects Not Addressed Above Attachments and Supporting Documents

Seller Certification

The Seller certifies, under penalty of perjury, that the information provided in this Real Estate Disclosure Report is true and correct to Seller's best knowledge as of the date of signature. Seller acknowledges that material omissions or misrepresentations may result in remedies available to Buyer under applicable law. Seller makes no warranty as to latent defects not known to Seller. Buyer is advised to obtain independent inspections and investigations and is not limited by this disclosure in seeking further information.

This Disclosure Report constitutes part of the transaction documentation between Seller and Buyer. Governing law will be the laws of the state where the property is located. This report, together with any attached exhibits, contains the entire disclosure by Seller and supersedes all prior oral statements regarding the matters disclosed herein.

Seller Printed Name:

By:

Date:

Buyer Printed Name:

By:

Date:

What the Real Estate Disclosure Report Is and Covers

The Real Estate Disclosure Report is a seller-prepared document that records known facts about a property's condition, legal status, and environmental factors for prospective buyers. Typical content includes structural defects, water intrusion history, pest infestations, prior repairs and permits, zoning or easement limitations, flood zone or lead-based paint disclosures, and any material title or encumbrance information. The report provides a factual baseline for negotiations, informs inspection and insurance decisions, and becomes part of the transaction record retained by brokers, title companies, and closing agents.

Why a Complete Disclosure Report Matters

A complete Real Estate Disclosure Report reduces closing risk, documents seller knowledge, and supports buyer consent; electronic execution is enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, subject to statutory exceptions.

Common Users and Reviewers of the Report

Primary users include sellers, listing agents, buyers, and closing professionals who prepare, review, or rely on disclosures during a sale.

Sellers and listing agents — Prepare seller-completed disclosures for residential and condo transactions.
Buyers and buyer's agents — Review disclosures to identify inspection and negotiation priorities.
Title companies and closing agents — Verify delivery and include the report in the closing package.

Accurate distribution to buyer and title professionals helps avoid delays and supports a defensible closing record when disputes arise.

Who Can Sign or Certify the Report

Seller — Individual

The property owner or an authorized owner-signatory must complete and sign the disclosure. When an entity owns the property, an officer or authorized agent should sign and identify their capacity and authority to bind the entity.

Listing Agent — Broker

The listing broker typically prepares the form with seller input, provides it to prospective buyers, and must maintain a copy in the brokerage file per state recordkeeping rules; agents do not substitute for the seller's signature unless authorized in writing.

Core Sections Found in a Professional Disclosure Report

A professional Real Estate Disclosure Report groups related facts into clear sections so readers can locate material information quickly and attach supporting documents where relevant.

Property Details

Full legal property description, street address, parcel or tax ID, and current ownership information; this anchors the report to the specific parcel and avoids ambiguity at closing.

Material Defects

Explicit statements about known structural issues, roof leaks, foundation movement, HVAC failures, and other defects, with dates, locations, and whether repairs were performed and permitted.

Environmental Hazards

Disclosure of lead-based paint (pre-1978), asbestos, mold, radon, flood zone status, underground storage tanks, or other hazards relevant to health, safety, or insurability.

Title & Encumbrances

Known easements, restrictive covenants, pending litigation, liens, or rental/lease agreements that affect transferability or use of the property.

Repairs & Permits

Summary of major repairs, date of work, contractor names, and whether municipal permits and final inspections were obtained and are on file.

Acknowledgments

Signature blocks, buyer acknowledgment lines, and any statutory notices; include space for dated signatures, initials on key pages, and attachments checklist.

Required Data Elements to Include

Property Address: Street, city, state, ZIP

Owner Legal Name: As shown on deed/title

Disclosure Date: MM/DD/YYYY

Known Defects: Brief descriptive list

Lead-Based Paint: Pre-1978 flag required

Attachments: Inspection reports, permits

Consequences of Incomplete or Incorrect Disclosures

Civil Liability: Damages possible

Contract Rescission: Buyer cancellation

Fraud Exposure: Fines, statutory claims

Tax Effects: Withholding or audits

MLS Sanctions: Listing penalties

Closing Delays: Extended settlement timing

Common Preparation Errors to Avoid

Using vague phrases like 'minor issues' without specifics, which leaves buyers and title reviewers unable to assess risk properly.
Failing to attach supporting inspection reports, permits, or contractor invoices that document repairs and final inspections.
Entering inconsistent names or dates between the disclosure and deed, which can create signature attribution and closing hold issues.
Omitting required statutory statements or initial lines mandated by state law, exposing the seller and broker to penalties.

Step-by-Step: Preparing and Delivering the Report

Follow these sequential steps to prepare, confirm, and distribute the disclosure so it becomes part of the transaction record.

01

Gather Information: Collect permits, inspection reports, and title exceptions.
02

Complete Form: Fill fields, attach documents, and date the disclosure.
03

Deliver to Buyer: Provide copy before or at contract execution per state rules.
04

Retain Copies: Keep signed records in broker and title files.

Where to Send the Completed Report

Distribute the signed report to the parties who rely on it during review and closing so title and escrow can assess outstanding issues.

Listing Agent: Keep a signed copy in the broker file.
Buyer / Agent: Deliver a full copy for inspection and negotiation.
Title Company: Provide for title review and exception handling.
Closing Agent: Include with closing package and final statement.

Digital Signing and File Requirements

The report is commonly executed electronically; use platforms that support secure PDFs, audit trails, and required signer authentication.

File Formats: PDF, DOCX supported
Integrations: Salesforce, Microsoft 365, Google Workspace
Authentication: Email, SMS code, or advanced MFA

Typical Digital Workflow Settings

Configure the digital workflow to capture signatures, initials, required attachments, and an audit trail before sending to signers.

Field	Configuration
Signature	Required for seller and agent; timestamped
Initials	Optional but recommended on each page
Attachments	Accept PDF inspection reports
Authentication	Email link or SMS one-time code

Timing Considerations and Common Deadlines

Timing requirements vary by state; prioritize early delivery so buyers can inspect, approve, and negotiate before contract execution or closing.

Before Contract:

Many jurisdictions expect disclosure before or at offer execution

Inspection Window:

Provide reports early to allow scheduled inspections

Escrow Review:

Title companies review disclosures during escrow opening

Closing Package:

Include signed disclosure in final closing documents

State Notices:

Some states impose specific pre-closing notice windows

Practical Examples from Transaction Workflows

Real-world scenarios show how timely, well-documented disclosures reduce friction and preserve deal value.

Martin Properties

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

Tim Martin emphasized online compliance and security.
He reports processing and executing disclosure-related documents digitally with complete compliance and faster turnaround, improving client responsiveness and reducing in-person signatures.

Optica Ventures LLC

The interface is simple and easy-to-use for our team.

Brian Fitzgibbons highlighted usability.
Optica uses electronic disclosure delivery and signed records to streamline investor and buyer review, shortening time-to-close and keeping audit-ready documentation in the transaction file.

eSignature Pricing and Feature Comparison

Compare core pricing points and common feature criteria across vendors. signNow appears first per comparison conventions; verify plan details directly with each vendor for current terms.

	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

Frequently Asked Questions and Practical Answers

Answers to frequent questions about acceptability, notarization, corrections, electronic delivery, and recordkeeping for disclosure reports.

Need help? Contact support

Can the report be signed electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the signer demonstrates intent, consents to electronic records, the signature is attributable, and the record can be retained and reproduced.
Is notarization required for the disclosure?
Notarization for the disclosure itself is not universally required, but deeds and some statutory forms do require notarization or witnesses depending on state law. Confirm requirements with the county recorder or state statutes.
How do I correct an error after signing?
Minor corrections typically require an amended disclosure signed by the same parties or an addendum. Material misstatements may need counsel; preserve both the original and amendment for the transaction record.
What if names do not match title documents?
Name mismatches can delay closing and may require affidavits or corrective deeds. Use the exact legal name from the deed or title and resolve discrepancies before settlement.
How long must I keep signed disclosures?
Retain signed disclosures as part of the closing file per federal and state rules: at least three years for tax records (IRC §6501(a)), longer where state law or industry rules require it, and six years for HIPAA-related records (45 CFR §164.530(j)).
Who should receive the final signed copy?
Provide the buyer, buyer's agent, listing broker, title/escrow agent, and retain a copy in your brokerage file. Electronic distribution with an audit trail documents receipt and supports closing defenses.

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