Can this be signed electronically?

Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and record retention requirements are met.

When is notarization required?

Notarization is required for deeds and certain acknowledgments in most states; check the applicable state recording requirements before closing and attach notarized acknowledgments as needed.

Do seller disclosures need separate signatures?

Often yes. Many states require separate signed seller disclosure forms; include them as attachments and obtain signatures in the same signing session for clarity.

How should I handle name mismatches?

Correct name mismatches before closing by attaching affidavits or corrected documents; left unaddressed, mismatches can delay title insurance issuance and recording.

What formats should I use to save records?

Save final executed copies as PDF/A or flattened PDFs to maintain a consistent, tamper-evident record compatible with title and lender workflows.

How long must I retain the file?

Retain transaction records per retention guidance: at least three years for tax records (IRC §6501(a)), six years for HIPAA-covered information (45 CFR §164.530(j)), and commonly seven years for real estate files.

Electronic Signature
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Real estate
Real Estate Features Document

Real Estate Features Document

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

REAL ESTATE FEATURES DOCUMENT

This Real Estate Features Document (the Document) is furnished by Seller to Buyer to identify, describe and disclose the physical features, systems, improvements and known conditions of the real property described below. Property Address: Parcel / APN:

Property Identification

Full Property Address Parcel / APN Legal Description

Parties

Seller (Owner) Full Legal Name Seller Contact Address

Buyer (Purchaser) Full Legal Name Buyer Contact Address

General Property Data

Year Built:

Gross Living Area (sq ft):

Lot Size:

Zoning:

Bedrooms:

Bathrooms:

Parking Spaces:

Major Systems & Components

Roof: Present Type: Age/Approx Year Installed:

Heating / HVAC: Present Type: Age/Install Year:

Water Heater: Present Type: Age/Install Year:

Electrical Service: Plumbing Material:

Foundation: Drainage / Grading Concerns Known: Yes

Appliances, Furnishings, and Inclusions

The following items are included in the sale unless otherwise excluded:

Included Items (check items that are included)

Refrigerator Range / Stove Dishwasher Washer Dryer Light Fixtures (as installed) Furnishings (describe below)

If any included item requires special service or has known defects, describe:

Exterior, Site & Environmental Conditions

Pool / Spa: Present Enclosed/Fenced: Yes

Fence: Driveway:

Known Environmental Conditions or Hazards

Lead-based paint (if applicable) Asbestos Mold / Fungi Termite / Wood-destroying organism activity History of Flooding / Water Intrusion

If any environmental condition above is checked, provide details, dates and remediation (if any):

Permits, Additions & Code Compliance

Were permits obtained for additions, conversions or major repairs? Yes No

If permits were obtained, list permit numbers, description and current status:

Homeowners Association / Restrictions

Subject to HOA / Covenants, Conditions & Restrictions (CC&Rs)? Yes No

If yes, HOA Name / Contact / Regular Fees

Seller Certifications, Representations and Indemnity

Seller hereby certifies, to the best of Seller's knowledge after reasonable inquiry, that the information provided in this Document is true, correct and complete as of the date of Seller's signature below. Seller represents that there are no other material defects, conditions or encumbrances affecting the Property except as disclosed herein.

Seller agrees to promptly disclose to Buyer any material change in condition of which Seller obtains knowledge prior to Closing. Seller shall indemnify and hold Buyer harmless from losses and expenses, including reasonable attorney fees, arising from any material misrepresentation or omission in this Document proven after Closing, except to the extent expressly waived in writing.

Buyer's Acknowledgment

Buyer acknowledges receipt of this Document and understands that it is a representation by Seller of Seller's actual knowledge as to the matters stated herein. Buyer is advised to conduct independent inspections and investigations to satisfy Buyer as to the condition of the Property.

Default, Remedies & Governing Law

If any party materially breaches the representations or obligations in this Document, the non-breaching party may seek remedies available at law or in equity, including rescission of the transaction and damages. This Document shall be governed by the laws of the jurisdiction in which the Property is located.

Entire Agreement: This Document, together with any written amendments signed by the parties, constitutes the entire agreement with respect to the matters contained herein and supersedes all prior representations and understandings, whether oral or written.

Additional Remarks

Seller

Party Label:

By:

Date:

Buyer

Party Label:

By:

Date:

What the Real Estate Features Document Is and when it matters

A Real Estate Features Document inventories and describes a property's physical, legal, and utility characteristics for use in listings, disclosures, underwriting, and closing packages. It typically records address details, parcel identifiers, room counts, systems (HVAC, plumbing, electrical), permitted uses, easements, and any material defects. The file supports brokers, appraisers, title companies, lenders, and buyers by consolidating salient facts that affect valuation, liability, and post-closing obligations. Accurate completion reduces follow-up requests and supports regulatory compliance for state disclosures and lender requirements.

Why a precise Real Estate Features Document reduces risk

A clear, consistent features document limits disputes, speeds due diligence, and helps satisfy lender and title requirements. It centralizes critical data used by agents, underwriters, and closing teams and provides an auditable record of representations about the property.

Who commonly prepares and relies on this document

Multiple parties prepare or depend on a Real Estate Features Document during marketing, due diligence, underwriting, and closing.

Listing agents and brokers who collect property details and disclosures for marketing and regulatory compliance.
Title agents and closing attorneys verifying legal descriptions, easements, and deed references before closing.
Lenders and underwriters who use the data to assess collateral, loan conditions, and insurance needs.

Knowing each party's needs helps you tailor the form fields, supporting documents, and authentication method for signature and storage.

Essential sections to include in a professional Real Estate Features Document

A complete document groups property identifiers, physical attributes, legal encumbrances, utilities, system conditions, and seller disclosures for clarity and legal traceability.

Property ID

Street address, parcel or tax ID, and legal description precisely as shown on the deed; critical for title and registry matching.

Interior Details

Room counts, square footage method (ANSI or other), finished vs unfinished areas, and any recent remodels or permits affecting usable area.

Systems & Condition

HVAC, electrical, plumbing, roof age, and septic/sewer status with dates of last service or replacement when available.

Legal Encumbrances

Easements, restrictions, covenants, and lease agreements that affect marketable title or permitted uses of the property.

Utilities

Meter ownership, utility providers, service availability, and any known off-grid systems or shared meters.

Seller Disclosures

Known material defects, pest or environmental issues, and any state-mandated seller disclosure statements attached to the form.

Required fields and standard metadata

Property address: Full street address

Parcel/tax ID: County parcel number

Owner name: Legal owner(s)

Square footage: ANSI or stated method

Systems status: Roof, HVAC, plumbing

Disclosure flag: Known defects yes/no

Step-by-step: Completing a Real Estate Features Document

Follow these steps in order to prepare a usable, auditable features document for marketing, underwriting, and closing.

01

Collect IDs: Gather deed and tax assessor records first.
02

Confirm address: Verify street and parcel numbers.
03

Record systems: Note ages and service dates.
04

Attach disclosures: Include signed seller disclosure forms.

How the document flows through typical real estate processes

A features document usually moves from listing to underwriting to closing; each handoff requires specific attachments and validation steps.

Listing creation: Agent populates features and uploads photos.
Buyer due diligence: Buyer reviews disclosures and orders inspections.
Title review: Title agent confirms legal description and encumbrances.
Closing packet: Final verified features included in closing docs.

Configuring an efficient digital completion workflow

Map settings and access controls to reduce rework and preserve an auditable signing history in electronic workflows.

Field	Configuration
Authentication	Email link or SMS code for signer verification
Required fields	Make parcel ID and seller disclosures mandatory
Attachments	Permit PDF uploads for deeds and inspection reports
Audit trail	Record IP, timestamp, and recipient actions

Digital signing and platform considerations for the Real Estate Features Document

Choose a solution that supports required formats, authentication strength, and record retention for real estate transactions.

File formats: PDF and DOCX supported
Integrations: CRM and title system connectors
Compliance: HIPAA/ESIGN/UETA support

Ensure the platform preserves a tamper-evident audit trail and exports signed PDFs compatible with title company workflows.

Common timing and deadline considerations

Track deadlines for deliverables during listing and closing to avoid delays or penalties imposed by lenders or regulatory bodies.

Inspection contingency period:

Set by contract; typically 7–15 days after acceptance

Loan underwriting review:

Varies by lender; allow 15–45 days

Title objections deadline:

Commonly 7–14 days for seller response

Recording at county:

Recording occurs after closing; county processing varies

Tax and assessment review:

Confirm current year tax status before closing

Frequent problems when preparing a features document

Inconsistent square footage methods between appraiser and listing agent causing valuation disputes and buyer objections during underwriting.
Omitting parcel or tax ID leading to mismatches with county records and title search delays that extend closing timelines.
Vague condition descriptions such as 'works fine' without dates or service records, which trigger additional inspection requests and contingency negotiations.
Failing to attach signed, state-mandated seller disclosure forms, resulting in statutory cure periods or potential post-closing claims.

Consequences of inaccuracies or omissions

Title delays: Extended closing time

Buyer claims: Potential post-closing disputes

Lender rejection: Loan conditions or denial

Tax exposure: Incorrect assessment risk

Regulatory fines: State disclosure penalties

Liability costs: Higher legal or remediation costs

Typical eSignature vendor comparison for executing Real Estate Features Documents

Platform selection influences cost, envelope limits, and compliance features; the table compares basic plan metrics across common vendors.

	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	No	No	No
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/yr	Varies	Varies	Varies

Practical examples of how teams use a Real Estate Features Document

These short examples show common real-world uses and the outcomes teams can expect when the document is complete and auditable.

Brokerage Efficiency

An agent consolidates parcel, room counts, and disclosures into a single PDF

Saves two follow-up calls per listing
The consolidated packet reduced time-to-list by several days and lowered buyer questions at showings.

Title Clearance

A title company receives parcel ID and recorded easements with the features document

Confirms exceptions quickly
Early attachment of accurate legal descriptions reduced title exceptions and shortened underwriting review times.

Practical tips for accurate and efficient completion

Apply consistent methods and controls when compiling and signing the features document to avoid common rework and legal issues.

Use verified sources

Cross-check address and parcel ID against county assessor records or the recorded deed to prevent mismatches during title searches.

Standardize measurements

Specify the measurement standard used for square footage (ANSI or other) and note who performed the measurement to avoid appraisal disputes.

Keep attachments organized

Attach deeds, inspection reports, and seller disclosures as labeled exhibits to the features document to create a single package for reviewers.

Preserve auditability

Use an e-signature workflow that records timestamps, IP addresses, and signer authentication to support enforceability and reduce later challenges.

Frequently asked questions about the Real Estate Features Document

Answers to common questions about completion, signatures, notarization, and recordkeeping for real estate features documentation.

Need help? Contact support

Can this be signed electronically?
Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and record retention requirements are met.
When is notarization required?
Notarization is required for deeds and certain acknowledgments in most states; check the applicable state recording requirements before closing and attach notarized acknowledgments as needed.
Do seller disclosures need separate signatures?
Often yes. Many states require separate signed seller disclosure forms; include them as attachments and obtain signatures in the same signing session for clarity.
How should I handle name mismatches?
Correct name mismatches before closing by attaching affidavits or corrected documents; left unaddressed, mismatches can delay title insurance issuance and recording.
What formats should I use to save records?
Save final executed copies as PDF/A or flattened PDFs to maintain a consistent, tamper-evident record compatible with title and lender workflows.
How long must I retain the file?
Retain transaction records per retention guidance: at least three years for tax records (IRC §6501(a)), six years for HIPAA-covered information (45 CFR §164.530(j)), and commonly seven years for real estate files.

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