Can this be signed electronically?

Yes. Under the ESIGN Act (15 U.S.C. §7001) and UETA, most real estate information forms can be signed electronically if intent, consent, attribution, and durable record retention are present; exceptions may apply for some recorded instruments.

Are notarizations required?

Notarization is required for recordable instruments in most jurisdictions; deeds typically require a notarized acknowledgement. Remote online notarization (RON) rules vary by state—confirm acceptance with the state notary commission or county recorder.

What happens if the TIN is wrong?

An incorrect Taxpayer Identification Number can trigger IRS backup withholding at 24% and information return penalties under IRC §6721; obtain a corrected W-9 promptly to reduce withholding and penalty exposure.

How long should I retain the form?

Retain transaction records at least three years for IRS purposes (IRC §6501(a)), seven years for many post-closing disputes, and six years for HIPAA-covered records (45 CFR §164.530(j)); state rules may require longer retention.

Can agents sign on behalf of parties?

Agents may sign with express authorization, a power of attorney, or corporate resolution. Capture and store the authorization documentation; unauthorized signatures can invalidate transfers or delay recordation.

How do I correct a submitted error?

Prepare a corrected form or addendum, obtain re-signatures from affected parties, and notify title, lender, and county recorder as required. For already recorded documents, consult counsel about corrective deeds or affidavits.

Electronic Signature
Templates
Real estate
Real Estate Information Form

Real Estate Information Form

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

What the Real Estate Information Form Is and when it’s used

The Real Estate Information Form is a standardized document used to collect key facts about a property, its ownership, and transaction-related details for residential and commercial real estate matters. It typically gathers identifying information for buyers, sellers, and agents; property address and recorded legal description; transaction dates and financial terms; statutory disclosures; and contact and tax identifiers. The form supports due diligence, closing preparation, title review, and consistent recordkeeping across brokers, lenders, title companies, and attorneys involved in a transaction.

Why maintaining a clear Real Estate Information Form matters

A complete form reduces data errors, centralizes transaction details, helps satisfy disclosure and recording obligations, and shortens title and underwriting review cycles for more predictable closings.

Who typically completes and relies on this form

Typical users include brokers, title agents, lenders, closing attorneys, property managers, and transaction coordinators who need accurate property data.

Real estate brokers tracking listing and offer details during negotiations.
Title companies verifying legal descriptions, ownership, and encumbrance data before closing.
Lenders collecting property facts for underwriting, appraisal coordination, and loan servicing.

Share the finalized form among stakeholders to limit duplicate requests, streamline reviews, and reduce administrative delays before closing.

Representative roles that sign and authorize the form

Broker

Brokers often initiate or complete the form to capture listing details, seller contacts, property condition disclosures, and compensation terms. Accurate input prevents offer miscommunication and supports timely escrow and title processes.

Title Officer

Title officers use the form to confirm legal descriptions, chain-of-title issues, liens, and parcel identifiers before ordering commitments and insurance. Incomplete entries can generate additional research and delay closings.

Step-by-step: complete and circulate the form

Follow these sequential steps to complete and circulate the Real Estate Information Form accurately for transaction processing and recordkeeping.

01

Gather IDs: Collect government IDs for all principal parties
02

Confirm Property: Verify legal description and parcel ID
03

Enter Financials: Record price, earnest money, and financing terms
04

Review & Sign: All parties sign, date, and initial where required

Typical routing from completion to archive

This workflow outlines routing options from initial completion through signing, notarization where required, and final distribution to stakeholders and records.

Prepare Form: Populate fields and attach supporting documents
Authorize Signers: Add signer emails and set signing order
Authenticate: Choose email, SMS, or knowledge-based verification
Archive: Save final PDF and audit trail to records

Key configuration settings for an online workflow

Configure an online workflow for the form to automate routing, signer authentication, and secure storage.

Field	Configuration
Signer Order	Set role order or allow parallel signing.
Auth Method	Email link, SMS code, or ID verification.
Reminders	Automatic reminders at defined intervals.
Storage	Encrypted cloud storage with audit trail retention.

Technical features to verify for eSubmission and storage

Ensure the platform supports secure eSignature standards, authentication options, and integrations required for your workflow.

File Types: PDF, DOCX, and scanned images
Integrations: CRM, title systems, cloud storage
Security: TLS in transit, AES-256 at rest

Essential sections to include on a professional form

A robust Real Estate Information Form combines property details, party identification, financial terms, disclosure checklists, signature blocks, and space for supporting exhibits to streamline closings and due diligence.

Party Details

Collect full legal names, business entity types, tax identification numbers, contact information, and authorized representative details for every party to the transaction to ensure matching against title and lender records prior to closing.

Property Data

Include complete street and mailing addresses, recorded legal description, tax parcel number, zoning classification, parcel acreage, and any known easements or encumbrances that could affect transferability or title insurance underwriting.

Transaction Terms

Record purchase price, earnest money amount, financing contingencies, closing date, prorations, seller concessions, and any special conditions or contingency removal deadlines that parties must satisfy before closing.

Disclosures

Provide statutory seller disclosures, known material defects, environmental hazards, flood zone status, HOA rules, and any local condition notices required by state or municipal law.

Signatures

Designate signature blocks for each party, witness and notary sections where required by jurisdiction, and fields for initials, dates, and agent acknowledgements to preserve evidentiary integrity.

Attachments

Allow attachments for exhibits such as survey plats, title commitments, inspection reports, addenda, and proof of funds to centralize critical transaction documents for reviewers and record maintainers.

Critical dates connected to the form and transaction

Key dates and filing deadlines tied to the form affect contingency expirations, title orders, and tax reporting duties; track and calendar these milestones.

Effective Date:

Date contract rights and obligations begin

Closing Date:

Agreed transfer date for ownership and funds

Title Order:

Order title search within agreed timeline

Disclosure Delivery:

Provide seller disclosures by contract deadline

Tax Reporting:

Retain records for IRS and county reporting

Milestone sequence from preparation through archiving

Sequential milestones show the lifecycle from form initiation through closing, recording, and post-closing obligations for parties and recordkeepers.

01

Form Initiation

Complete initial property and party fields

02

Review Period

Allow time for title and loan review

03

Execution and Notarization

Obtain signatures, witnesses, and notarizations as required

04

Recording and Archive

Record deed and archive final package

Common preparation mistakes to avoid

Providing abbreviated owner names or initials instead of the full legal name causes inconsistencies with title records and may require corrected documents before closing.
Using incomplete property descriptions or only a street address without the recorded legal description can delay title searches and recording at the county recorder's office.
Failing to attach required seller disclosures, permits, or HOA documents forces supplemental requests and may push contract contingency dates beyond deadlines.
Entering incorrect or placeholder dates for the effective or closing date creates ambiguity in obligations and can affect escrow disbursements and statute of limitations calculations.

Risks and penalties from incomplete or incorrect forms

Incorrect TIN: Triggers IRS backup withholding risk

Missing Notary: Can delay recording and transfers

Incomplete Legal Desc.: Title search complications

Late Filing: Possible IRS information return penalties

Mismatched Names: Leads to rejected forms

Unauthorized Signer: Questionable enforceability risk

High-level pricing and feature comparison of eSignature vendors

Pricing and feature comparisons help evaluate eSignature options for processing Real Estate Information Forms at scale without implying endorsement.

	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 plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	No cap	No cap	No cap

Frequently asked questions about completing and submitting the form

Common questions about completing, signing, notarizing, and submitting the Real Estate Information Form are addressed below to reduce delays and compliance risks.

Need help? Contact support

Can this be signed electronically?
Yes. Under the ESIGN Act (15 U.S.C. §7001) and UETA, most real estate information forms can be signed electronically if intent, consent, attribution, and durable record retention are present; exceptions may apply for some recorded instruments.
Are notarizations required?
Notarization is required for recordable instruments in most jurisdictions; deeds typically require a notarized acknowledgement. Remote online notarization (RON) rules vary by state—confirm acceptance with the state notary commission or county recorder.
What happens if the TIN is wrong?
An incorrect Taxpayer Identification Number can trigger IRS backup withholding at 24% and information return penalties under IRC §6721; obtain a corrected W-9 promptly to reduce withholding and penalty exposure.
How long should I retain the form?
Retain transaction records at least three years for IRS purposes (IRC §6501(a)), seven years for many post-closing disputes, and six years for HIPAA-covered records (45 CFR §164.530(j)); state rules may require longer retention.
Can agents sign on behalf of parties?
Agents may sign with express authorization, a power of attorney, or corporate resolution. Capture and store the authorization documentation; unauthorized signatures can invalidate transfers or delay recordation.
How do I correct a submitted error?
Prepare a corrected form or addendum, obtain re-signatures from affected parties, and notify title, lender, and county recorder as required. For already recorded documents, consult counsel about corrective deeds or affidavits.

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Real Estate Information Form