Can the form be signed electronically?

Yes. Under the ESIGN Act (15 U.S.C. §7001) and state UETA laws, electronic signatures are generally valid provided the signing process captures intent, consent, attribution, and retention. Confirm state exceptions (wills, certain court filings) before relying on e-signature alone.

Is notarization required for recording?

Most states require a notarized acknowledgement or jurat for deeds and other recordable instruments. Check local recorder rules for witness counts and RON acceptance to ensure the executed document is recordable.

What if party names don’t match IDs?

Name mismatches commonly delay closing and recording. Correct names to match government ID or formation documents, or attach certified evidence of name change before notarization to avoid re-execution.

How do I verify identity for remote notarization?

RON requires identity proofing, multi-factor authentication, and an audio-video session retained per state rules. States vary on RON authorizations and record retention durations; confirm the applicable notary statute.

Which supporting documents should be attached?

Attach the prior deed, survey, seller ID, and any corporate authority or trust certification as applicable; these attachments reduce title exceptions and speed underwriting and recording.

How long must I keep a signed form?

Retain closing and recording documents per federal and industry rules: at least three years for tax records (IRC §6501(a)), six years for HIPAA-related records (45 CFR §164.530(j)), and longer where state law or lender/title requirements mandate it.

Electronic Signature
Templates
Real estate
Real Estate Info Form

Real Estate Info Form

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

REAL ESTATE INFO FORM

1. Parties and Contact Information

Owner / Seller - Full Legal Name Owner Mailing Address

Phone:

Email:

Co-Owner (if any):

Listing Agent / Broker

Broker / Company:

License #:

Phone:

Email:

2. Property Identification

Property Address

Parcel / APN Number:

Year Built:

Legal Description

Lot Size:

Zoning:

Occupancy Status:

3. Transaction and Financial Terms

Proposed Listing Price: Expected Closing Date:

Proposed Possession Date: Earnest Money (if applicable):

Financing Contingency: Yes No

Current Mortgage / Loan Status

4. Homeowners Association / Municipal Assessments

Is the property subject to an HOA or similar association? Yes No

If yes, HOA Name / Contact

Monthly HOA Dues:

5. Utilities, Systems and Appliances

Utility Service Present: Electric Gas Water Sewer Septic

Heating and Cooling

Appliances Included with Sale

6. Condition and Disclosures

Lead-based paint (where applicable): Yes No Unknown

Known mold, water intrusion, or unresolved moisture conditions: Yes No

Property located in designated flood zone or subject to flood insurance: Yes No

Termite, pest, or structural damage history: Yes No

If any of the above are marked Yes, provide full details below (attach supporting documentation as applicable)

7. Repairs, Improvements, and Permits

Known repairs or defects requiring disclosure

Improvements completed without permits: Yes No

Description of recent repairs or improvements (include approximate dates)

8. Access, Showings and Tenant Information

Showings permitted? Yes No

Showing Instructions / Access Notes

Lockbox Code / Entry Method:

9. Documents and Attachments Checklist

Check all documents attached to this form:

Seller's disclosure
Survey / Plot plan
Floor plans
Building permits / Certificates
Preliminary title report

10. Certification, Authorization and Legal Acknowledgments

The Owner certifies that the information provided on this form and any attachments is true, complete and correct to the best of Owner's knowledge. Owner authorizes the Listing Agent and Broker to rely on this information in preparing listing materials and in communications with prospective buyers and third parties. Owner acknowledges that the Listing Agent and Broker are not the insurer of the physical condition of the property and do not warrant the accuracy of third-party reports or unseen conditions.

Owner shall promptly provide supporting documentation when requested, and shall indemnify and hold harmless the Listing Agent and Broker from claims arising from Owner's failure to disclose material facts known to Owner. This form and any attachments constitute the agreed written statement of property information provided by Owner and supersede prior oral statements on the same subject.

Governing Law: This form shall be governed by the laws of the state in which the property is located. Severability: If any provision is held invalid, remaining provisions will remain effective. Entire Agreement: This form, together with attachments checked above, constitutes the entire statement of property information between Owner and Listing Agent with respect to the matters herein.

11. Owner Representations and Authorization to List

By signing below Owner represents that Owner has the legal right to sell or list the property and authorizes the Listing Agent and Broker to list the property for sale, to publish and distribute listing information, and to place the property into the multiple listing service and other marketing channels customary to the real estate transaction.

Owner Printed Name:

By (Signature):

Date:

Listing Agent / Broker Printed Name:

By (Signature):

Date:

What the Real Estate Info Form Is

The Real Estate Info Form is a standardized document used to collect essential property and party information during a residential or commercial real estate transaction. It typically gathers property address and legal description, owner and buyer details, mailing addresses, contact information, tax identification numbers, financing status, and any special disclosures needed for closing or listing. The form streamlines data collection for brokers, title companies, lenders, and attorneys, reducing rekeying and ensuring consistent records for recording, tax reporting, and post-closing retention.

Why a Clear Real Estate Info Form Matters

A complete Real Estate Info Form reduces recording delays, prevents misdirected notices, and supports accurate tax and title work. Standardizing the fields lowers the risk of omissions that can trigger rework, late fees, or disputes affecting closing schedules and post-closing compliance.

Who Typically Prepares or Completes This Form

Primary users include listing agents, buyer agents, title officers, closing coordinators, and transaction managers who assemble transaction details for closing and recording.

Listing agents and brokers who collect seller contact, property condition, and disclosure details prior to marketing.
Title and escrow officers who need exact legal descriptions, vesting information, and tax parcel numbers for searches.
Lenders and loan officers who require borrower contact, tax ID, and property data for underwriting and closing instructions.

Secondary users include attorneys, surveyors, and county recorders who rely on the form for accuracy when preparing deeds, liens, and recording instruments.

Step-by-step: Completing the Real Estate Info Form

Follow these core steps to assemble accurate information and reduce downstream delays during closing and recording.

01

Collect IDs: Obtain government IDs for all signers to verify identity.
02

Confirm Names: Match party names to deed, tax, or corporate records.
03

Verify Legal Description: Compare with existing deed or county records for accuracy.
04

Choose Signing Method: Decide on in-person, RON, or e-sign based on state rules.

Essential elements of a professional Real Estate Info Form

A thorough form balances completeness with clarity so downstream teams can act without follow-up questions.

Party Details

Full legal names, mailing address, tax ID or SSN for tax reporting, telephone, and email for each buyer and seller involved in the transaction.

Property Data

Street address, legal description, parcel number, county and municipality, lot and block numbers, and any unit or condo identifiers used for recording.

Transaction Status

Sale price, earnest money details, financing type, lien information, and known encumbrances required by title and escrow.

Disclosure Flags

Check-boxes for lead paint, flood zone, HOA, pending litigation, or other disclosures that affect buyer rights and recording needs.

Notary & Witness

Placeholders for notary block, witness names, and signature lines that reflect state-specific witness or notarization requirements.

Attachments

Reference common attachments such as seller ID, prior deed, survey, HOA estoppel, and utility or tax payment proofs necessary for closing.

Security and compliance checkpoints

Encryption: TLS 1.2/1.3; AES-256

Audit Trail: IP, timestamp, action log

HIPAA BAA: Available if needed

ESIGN / UETA: Meets legal tests

Access Controls: Role-based permissions

Data Residency: Compliant with GDPR/CCPA

How digital completion and routing works

Digital workflows speed collection while preserving an auditable record of each action.

Upload Document: Sender uploads the form (PDF, DOCX supported).
Add Fields: Place signature, initial, date, and conditional fields.
Assign Signers: Enter signer emails and set signing order.
Capture Audit Trail: System records timestamps, IPs, and actions.

Common digital workflow settings for online completion

Configure these settings to align signing order, authentication, and post-signature delivery.

Field	Configuration
Signing Order	Sequential or parallel routing
Authentication	Email, SMS code, or knowledge-based
Conditional Fields	Show/hide fields based on responses
Post-Sign Delivery	Automatic PDF and audit trail to parties

Technical considerations for eSubmission and eSignatures

Ensure the chosen platform supports the document formats, authentication strength, and integrations your team requires.

Formats: PDF, DOCX, HTML
Integrations: CRM and cloud storage
Auth Methods: Email, SMS, KBA

Verify platform certifications (SOC 2, ISO 27001), HIPAA options for health-related data, and retention/export features to meet recordkeeping obligations.

Key timing and reporting deadlines to track

Certain tax and reporting deadlines can affect real estate transactions; track these to avoid penalties.

W-9 Provision:

Provide a W-9 when requested by payers; there is no fixed filing deadline.

1099-NEC Deadline:

File 1099-NEC by January 31 to report nonemployee compensation to recipients and IRS.

Form 1040 Filing:

Individual tax returns are due April 15, with Form 4868 extending filing but not tax payment.

I-9 Retention:

Retain Form I-9 for three years after hire or one year after termination, whichever is later.

RON Recordkeeping:

If using RON, retain audio-video recording per state rules, often 5–10 years.

Authentication and notarization: typical step sequence

Authentication and notarization follow a predictable sequence; steps vary with in-person versus remote notarization.

01

Prepare Final Document

Ensure legal description and signature blocks are in place before notarization.

02

Verify Signer Identity

Check government ID in-person or perform identity proofing for RON.

03

Witness Signatures

Collect required witness signatures if state law mandates them.

04

Notary Acknowledgement

Notary completes acknowledgment and affixes seal per state requirements.

05

Record AV Recording

For RON, retain audio-video session as required by state law.

06

Attach Exhibits

Attach survey or prior deed if required for recording.

07

Deliver to Recorder

Submit to county recorder with correct fees and cover sheet.

08

Confirm Recording

Obtain recorded instrument number and distribute to parties.

Penalties and risks from incorrect or incomplete forms

Recording Rejection: Delays or rejections

Tax Reporting Issues: Backup withholding or incorrect 1099 reporting

Title Defects: Uncleared liens or vesting errors

Closing Delays: Postponed settlement

Additional Fees: Corrective deed costs

Legal Exposure: Potential disputes or litigation

Common mistakes to avoid when preparing the form

Using informal or abbreviated legal descriptions that differ from recorded deeds, which can cause recording rejections or require corrective affidavits.
Entering names that do not match government IDs or corporate formation records, triggering notarization problems and title exceptions that delay closings.
Failing to include required witness or notary blocks per state law, resulting in unrecordable instruments and last-minute re-execution.
Omitting parcel IDs or using incorrect tax assessor numbers, which complicates tax and lien searches and can misroute payments or notices.

Practical tips for accurate and efficient completion

Adopt these practices to minimize errors and speed title and recording workflows.

Use source documents

Always copy names and legal descriptions directly from the current deed or county assessor records to avoid transcription errors and ensure the instrument records cleanly without corrective filings.

Confirm signatory authority

For corporate or trustee signers, attach evidence of authority such as corporate resolutions or trust certification to prevent rejection or post-closing disputes about signer capacity.

Match notarization to state rules

Determine whether the state and county accept RON or require in-person notarization and witnesses, and prepare appropriate acknowledgments and recording attachments ahead of signing.

Keep a versioned audit trail

Store signed PDFs, audit logs, and any notarization recordings together; ensure all files are accessible for title insurance underwriting and regulatory retention audits.

Real-world examples of the form in use

These short case notes illustrate how organizations use standardized real estate information collection to close more reliably.

Martin Properties — Tim Martin

Martin Properties standardized the form across agents to reduce follow-ups and accelerate closings.

They used mobile signing on-site to collect signatures instantly.
"I can process and execute all of these documents online with 100% compliance and built-in security," said Tim Martin, illustrating field-to-closing efficiency gains.

Xerox — Kodi-Marie Evans

Xerox integrated standardized property intake with back-office systems to reduce rekeying.

Integration attached parcel IDs to records automatically.
Kodi-Marie Evans reported that automation provided flexibility to get signatures in the right formats while maintaining compliance with corporate records.

eSignature vendor comparison for Real Estate Info Form workflows

Basic pricing and feature availability can inform platform selection; signNow is listed first per comparative 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	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about the Real Estate Info Form

Answers to common questions about e-signing, notarization, recordings, and retention for this form.

Need help? Contact support

Can the form be signed electronically?
Yes. Under the ESIGN Act (15 U.S.C. §7001) and state UETA laws, electronic signatures are generally valid provided the signing process captures intent, consent, attribution, and retention. Confirm state exceptions (wills, certain court filings) before relying on e-signature alone.
Is notarization required for recording?
Most states require a notarized acknowledgement or jurat for deeds and other recordable instruments. Check local recorder rules for witness counts and RON acceptance to ensure the executed document is recordable.
What if party names don’t match IDs?
Name mismatches commonly delay closing and recording. Correct names to match government ID or formation documents, or attach certified evidence of name change before notarization to avoid re-execution.
How do I verify identity for remote notarization?
RON requires identity proofing, multi-factor authentication, and an audio-video session retained per state rules. States vary on RON authorizations and record retention durations; confirm the applicable notary statute.
Which supporting documents should be attached?
Attach the prior deed, survey, seller ID, and any corporate authority or trust certification as applicable; these attachments reduce title exceptions and speed underwriting and recording.
How long must I keep a signed form?
Retain closing and recording documents per federal and industry rules: at least three years for tax records (IRC §6501(a)), six years for HIPAA-related records (45 CFR §164.530(j)), and longer where state law or lender/title requirements mandate it.

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