Can an Exit Report be e-signed?

Yes. Electronic signatures are legally recognized under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Ensure intent, consent, attribution, and adequate record retention to meet legal validity tests.

Is notarization required?

Not always. Notarization or RON is only required when the document will be used as a notarized affidavit, deed, or to create a self-proving record. Check state law for specific requirements.

What if a signer refuses to sign?

Document the refusal, deliver a copy of the report showing the outstanding signature, and follow contractual notice procedures. Consider using mediated inspection or a neutral witness to confirm handover.

How long should I retain Exit Reports?

Retain per the highest applicable period: IRS three-year baseline (IRC §6501(a)), HIPAA six years (45 CFR §164.530(j)) for health-related matters, and longer where state law requires it.

Are remote notarizations acceptable?

Many states permit Remote Online Notarization (RON) subject to identity-proofing, audio-video recording, and retention requirements. Verify the state's RON rules and retention obligations.

What evidence reduces disputes?

High-quality dated photos, itemized invoices, signed attestations, and a preserved audit trail showing signer identity and timestamps greatly reduce the likelihood of post-exit disputes.

Electronic Signature
Templates
Real estate
Real Estate Exit Report

Real Estate Exit Report

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

REAL ESTATE EXIT REPORT

Property Identification

Property Address:

Parcel / APN Number:

Legal Description

Parties

Landlord / Property Manager - Full Legal Name Landlord / Company Address Landlord Contact Phone Tenant(s) - Full Legal Name(s) Tenant Forwarding Address

Lease & Move-Out Details

Lease Start Date: Lease End Date:

Move-Out Inspection Date: Actual Move-Out Date:

Move-Out Condition Summary

Condition Checklist

For each item mark Normal Wear or Damage/Issue and provide comments where applicable.

Walls / Ceilings: Normal Wear Damage / Issue

Floors / Carpet: Normal Wear Damage / Issue

Appliances (stove, refrigerator, dishwasher): Normal Wear Damage / Issue

Cabinets / Countertops: Normal Wear Damage / Issue

Windows / Doors / Locks: Normal Wear Damage / Issue

HVAC / Plumbing / Electrical: Normal Wear Damage / Issue

Smoke / CO Detectors Functional: Yes No

Exterior / Yard: Normal Damage / Issue

Keys / Garage Remotes Returned: Yes No
Number of Keys/Remotes Returned:

Cleanliness: Odors Noted (smoke, pet):
Evidence of Pests: Yes No

Security Deposit Accounting

Original Security Deposit

Itemized Deductions (describe each deduction and amount)

Deduction 1 — Description Deduction 1 — Amount Deduction 2 — Description Deduction 2 — Amount Deduction 3 — Description Deduction 3 — Amount Total Deductions Amount to be Refunded or Owed to Landlord (Security deposit minus deductions)

Final Charges & Utilities

Unpaid Rent / Fees Final Utility Readings / Charges

Attachments & Evidence

Photographs taken at inspection: Yes No Number of photos referenced:

Additional Notes / Required Repairs

Disclosures & Certifications

Lead-based paint or other known hazardous material present: Yes No

Tenant acknowledges receipt of this Exit Report and the itemized statement of deductions, if any, and understands that the landlord will provide any required itemized statement and refund in accordance with applicable law. Tenant may dispute the content of this report in writing within the period required by law; absent timely dispute, this Report will be deemed accurate for purposes of deposit disposition and related remedies.

Landlord / Manager certifies that the information contained herein is true and accurate to the best of their knowledge and that deductions, if taken from the security deposit, are for documented costs of repair, cleaning, unpaid rent, or other lawful charges. Landlord reserves the right to recover additional sums for repairs or loss not specifically discovered at the time of inspection but later shown to be tenant responsibility.

Governing Law: This Report and any dispute arising under it shall be governed by the laws of the state in which the property is located. Entire Agreement: This document constitutes the complete exit report and final accounting related to move-out condition and security deposit disposition unless superseded by separate written agreement signed by both parties.

Forwarding Address for Refund or Final Statement

Acknowledgment & Signatures

By signing below, each party acknowledges receipt of a copy of this Real Estate Exit Report, certifies the accuracy of the information provided on behalf of the signing party, and understands the consequences described herein.

Landlord / Manager - Printed Name:

By:

Date:

Tenant - Printed Name:

By:

Date:

What a Real Estate Exit Report Is and when it’s used

A Real Estate Exit Report documents the condition, outstanding obligations, and final accounting for a property at the point when an owner, tenant, or manager vacates a real estate asset. Typical content covers occupancy dates, damage or repair notes, final meter readings, utility account status, keys and access handover, outstanding invoices or credits, and confirmation of contract termination or lease surrender. The report creates a contemporaneous record that supports deposit reconciliation, claim resolution, lien searches, and any transfer or closing activity tied to the property.

Why a formal Exit Report matters for property transactions

A documented exit reduces disputes, supports accurate financial settlement, and preserves evidence for insurance, closing, and compliance needs. It standardizes handover steps and makes responsibilities clear for all parties involved.

Who typically prepares and relies on an Exit Report

The Real Estate Exit Report is used by property owners, property managers, brokers, leasing agents, buyers, and closing teams to record condition and obligations at move-out.

Property managers and asset managers responsible for move-out inspections and deposit accounting.
Selling parties and buyers who need documented condition and outstanding obligations prior to closing.
Legal and title professionals who rely on exit documentation for lien clearance and dispute resolution.

Clear, consistent reporting reduces disputes and speeds post-vacancy workflows for accounting, title, and claim teams.

Step-by-step: complete and close an Exit Report

Follow these sequential steps to gather evidence, complete the form, and distribute the final Exit Report to stakeholders.

01

Inspect Property: Perform walk-through inspection and take timestamped photos.
02

Record Findings: Enter condition, meter readings, and missing items into the report.
03

Reconcile Accounts: List refunds, charges, and pending invoices with amounts.
04

Sign and Distribute: Collect signatures and deliver copies to relevant parties.

Essential components to include in a professional Exit Report

A complete Exit Report combines identification, evidence, financial reconciliation, signatory attestations, supporting attachments, and a clear record of post-exit actions.

Identification

Property address, parcel ID, unit number, and reporting party contact information to tie the report to formal records.

Condition Evidence

Detailed narrative plus dated photos or video showing condition of major systems and any damage or wear at move-out.

Financial Summary

Final rent/use adjustments, security deposit disposition, outstanding vendor invoices, and credits with itemized amounts.

Legal Status

Note lease termination clauses invoked, notice dates, outstanding notices, and any recorded encumbrances or claims.

Attachments

Invoices, contractor estimates, repair receipts, mortgage or tax lien searches, and utility termination confirmations attached or referenced.

Signatures & Dates

Signatory block for all parties with printed name, capacity, date, and witness or notary details if required.

How the Exit Report flows through stakeholders

A clear routing path prevents delays and ensures every party receives the evidence and financial summary they need before closing or claim resolution.

Creation: Property manager uploads photos and completes the initial report.
Review: Owner or broker reviews and requests clarifications if needed.
Approval: Authorized signers approve the report and confirm financial entries.
Distribution: Finalized report is delivered to title, accounting, and legal teams.

Configure an online Exit Report workflow

Key settings to configure when building the Exit Report for online completion and signature.

Field	Configuration
Required Fields	Make Property ID, Occupancy Dates, Condition Summary, and Signature mandatory
Attachments	Allow photo and PDF uploads; require at least one photo per major room
Signing Order	Define sequential signing if landlord then tenant sign
Authentication	Use email verification or SMS code for signer attribution

Delivery and eSubmission options

Exit Reports can be shared by email, secure link, API push to closing systems, or uploaded to cloud storage for title and accounting teams.

Email Delivery: Send PDF copies with audit trail to recipients
Secure Link: Provide time-limited signing links for external parties
Cloud Integration: Archive to Box, Google Drive, or NetSuite for recordkeeping

Choose methods that preserve the audit trail and support authorized access for title, legal, and accounting stakeholders.

Timing considerations and deadlines to watch

Certain timelines affect refunds, statutory notices, tax reporting, and closing schedules — plan tasks to meet each deadline.

Security Deposit Deadline:

State deadlines vary; many require accounting within 14–60 days after move-out

Notice Periods:

Provide required tenant or buyer notices per lease or state law before collecting or withholding funds

Title Clearance:

Allow time for lien searches and cure prior to closing

Tax Reporting:

Keep records for three years to meet IRC §6501(a) retention rules

Insurance Claims:

File claims promptly; insurers often require notice within policy-specified timeframes

Common mistakes that compromise Exit Reports

Incomplete identifiers that cause mismatches with title or tax records.
Low-quality or undated photos that fail to establish condition at move-out.
Missing or unsigned financial reconciliation entries or omitted invoices.
Using informal initials in place of full signatures without clear authorization.

Risks and legal consequences of an incorrect or incomplete report

Deposit Disputes: Can lead to statutory penalties or required refund plus interest

Title Delays: Unresolved liens or claims can postpone closings and increase costs

I-9 or Employment: If the report triggers payroll disputes, I-9 retention failures risk fines under 8 CFR §274a.2

Tax Penalties: Missing financial records may complicate returns; IRS retention is IRC §6501(a)

Insurance Denial: Poor documentation can lead to claim denial for property damage

Litigation Exposure: Incomplete evidence increases legal costs and harms defenses

Notarization and witness steps for authenticated Exit Reports

Follow these steps when notarization or witnesses are required to authenticate signatures or create self-proving records.

01

Prepare Identification

Have government-issued ID ready for the signer.

02

Schedule Notary

Arrange in-person or RON session per state rules.

03

Record Session

For RON, retain audio-video recording per state retention rules.

04

Obtain Witnesses

Secure witness signatures if state or document requires them.

05

Attach Acknowledgement

Add notary certificate or self-proving affidavit to the report.

06

Archive Journal

Notary keeps journal entry as legal record.

07

Confirm Filing Needs

Check whether the report or attachments must be filed with local offices.

08

Distribute Authenticated Copies

Share notarized report and audit trail with stakeholders.

How to customize the Exit Report form for online signing

Typical configuration options for a digital Exit Report to ensure completeness and reliable evidence.

Field	Configuration
Signature Type	Allow typed, drawn, or PKI-backed signatures based on legal needs
Required Attachments	Enforce photo uploads and invoice attachments before signing
Conditional Fields	Show repair estimate fields only when damage is reported
Audit Trail	Capture IP, timestamp, and authentication method for each signer

Real-world examples of Exit Report use

Two concise cases illustrate practical application and benefits of consistent exit reporting in real estate transactions.

Optica Ventures — Move-Out Reconciliation

The property manager created a standardized Exit Report with photos and invoices

Resulted in a clear deposit settlement and fewer disputes
The buyer and title company accepted the report as evidence, which sped closing and reduced contested charges.

Martin Properties — Remote Handover

A landlord used a digital Exit Report and RON-enabled notarization

Allowed tenant to sign off remotely in two jurisdictions
This preserved the audit trail, supported insurance claims, and avoided multiple site visits while maintaining compliance.

Practical tips for accurate and efficient Exit Reports

Adopt these practices to increase clarity, limit disputes, and make reports acceptance-ready for title, legal, and accounting teams.

Standardize Templates

Use a consistent form and required fields to avoid omissions and simplify comparisons across properties.

Timestamp Evidence

Include dated photos and metadata to substantiate condition at the specific move-out date.

Require Attachments

Attach invoices and estimates to support chargebacks and avoid later challenge.

Preserve Audit Trail

Capture signer attribution, authentication method, and timestamps for every signature event.

How a Real Estate Exit Report differs from similar documents

Comparison of the Exit Report with other common documents clarifies purpose, timing, and evidentiary role.

Document Type	Exit Report	Move-Out Checklist
Purpose	final accounting and condition	routine inspection and maintenance
Timing	at vacancy	periodic or pre-vacancy
Legal Weight	high when signed and attested	lower; supports maintenance only
Attachments	invoices, notary, photos	photos and notes

eSignature vendor comparison for Exit Report workflows

Key vendor differences that affect cost and compliance when you digitize Exit Reports; signNow is listed first per 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, no credit card required	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about the Real Estate Exit Report

Answers to common questions about completion, evidence, signatures, and legal effect to help avoid delays and disputes.

Need help? Contact support

Can an Exit Report be e-signed?
Yes. Electronic signatures are legally recognized under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Ensure intent, consent, attribution, and adequate record retention to meet legal validity tests.
Is notarization required?
Not always. Notarization or RON is only required when the document will be used as a notarized affidavit, deed, or to create a self-proving record. Check state law for specific requirements.
What if a signer refuses to sign?
Document the refusal, deliver a copy of the report showing the outstanding signature, and follow contractual notice procedures. Consider using mediated inspection or a neutral witness to confirm handover.
How long should I retain Exit Reports?
Retain per the highest applicable period: IRS three-year baseline (IRC §6501(a)), HIPAA six years (45 CFR §164.530(j)) for health-related matters, and longer where state law requires it.
Are remote notarizations acceptable?
Many states permit Remote Online Notarization (RON) subject to identity-proofing, audio-video recording, and retention requirements. Verify the state's RON rules and retention obligations.
What evidence reduces disputes?
High-quality dated photos, itemized invoices, signed attestations, and a preserved audit trail showing signer identity and timestamps greatly reduce the likelihood of post-exit disputes.

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