Can this notice be e-signed?

Yes. Electronic signatures are generally enforceable under ESIGN and UETA where state law allows; confirm exceptions for specific document types or state rules.

Who must sign the notice?

The seller or authorized signatory and the listing agent typically sign; additional signatures may be required by contract or lender instructions.

Is notarization required?

Usually not for simple disclosure notices, but some jurisdictions or transaction documents may require notarization or witnesses; verify with local practice or counsel.

What if information changes after signing?

Amend promptly with an updated notice and circulate to all parties; record the effective date and reason for the change.

How long should I keep executed notices?

Retain completed notices through the transaction lifecycle and for multiple years afterwards per tax, lending, or HIPAA retention rules.

What if a signature is contested?

Preserve audit trails, authentication records, and any notarization; consult counsel promptly to evaluate admissibility and remediation steps.

Electronic Signature
Templates
Real estate
Real Estate Information Notice

Real Estate Information Notice

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

REAL ESTATE INFORMATION NOTICE

Date of Notice:

Property Identification

Property Address Parcel / APN Number Legal Description

Parties and Brokers

Seller Name Seller Contact (Address / Phone / Email) Buyer Name Buyer Contact (Address / Phone / Email) Listing Broker / Agent Buyer Broker / Agent

Transaction Summary

Proposed Purchase Price: $

Earnest Money Deposit Amount: $ Deposit Due Date:

Proposed Closing Date: Possession Date:

Allocation of Closing Costs (summary)

Material Facts and Disclosures

The Seller certifies the following known conditions. For each item, check Yes or No and provide detail if Yes.

Lead-Based Paint (applies to properties built before 1978)

Yes No

Flooding / Water Intrusion / Drainage Problems

Yes No

Mold or Indoor Air Quality Concerns

Yes No

Structural Defects, Additions, or Repairs Without Permits

Yes No

Pest, Termite, or Active Infestation

Yes No

Previous Insurance Claims or Structural Loss

Yes No

Known Environmental Hazards (asbestos, underground storage tanks, contamination)

Yes No

Property Located in Designated Flood Zone

Yes No

Homeowners' Association, Assessments, or Restrictions

Yes No

Property Currently Rented or Occupied by Tenants

Yes No

Other Known Material Facts

Utilities, Systems and Access

Major Systems Condition (HVAC, Plumbing, Electrical, Roof) Utilities and Service Providers Access for Inspection and Entry

Inspections, Repairs and Remedies

Inspection Period (days): Buyer to obtain inspections at Buyer's expense. Seller response period for repair requests (days):

Repairs: Who is responsible for repairs discovered during inspections?

Title, Encumbrances and Assessments

Known Liens, Encumbrances, Covenants or Pending Assessments

Seller Certification

By signing below, Seller certifies that the information provided in this Real Estate Information Notice is true and complete to Seller's knowledge as of the date of signing. Seller acknowledges that this Notice is provided to Buyer to disclose known material facts and is not a substitute for Buyer's independent inspections, investigations, or title review. Seller further acknowledges an obligation to promptly amend this Notice if additional material facts become known prior to closing.

Seller further agrees to indemnify and hold Buyer harmless from any loss proximately caused by Seller's intentional misrepresentation or material omission in this Notice. Buyer acknowledges that Buyer has received this Notice and will rely on it at Buyer's election but will also complete independent inspections and due diligence.

Default, Remedies, Governing Law

This Notice is incorporated into the purchase agreement between Seller and Buyer when executed by both parties. Remedies for breach shall be governed by the terms of the purchase agreement; absent specific agreement, the parties agree that the prevailing party in any action arising from false statements or omissions shall be entitled to reasonable attorneys' fees and costs. This Notice shall be governed by the laws of the state in which the property is located.

Entire Agreement: This Notice, together with the purchase agreement and any incorporated addenda, constitutes the entire agreement of the parties with respect to the matters disclosed herein.

Acknowledgment of Receipt by Buyer

Buyer hereby acknowledges receipt of this Real Estate Information Notice and understands the nature and scope of the disclosures made herein.

Seller Printed Name:

By:

Date:

Buyer Printed Name:

By:

Date:

What the Real Estate Information Notice Is and When it’s Used

A Real Estate Information Notice is a written disclosure used in residential and commercial transactions to summarize known property facts, material defects, and regulatory or municipal constraints that affect value or use. It commonly accompanies offers, lease agreements, or closing documents and can cover property condition, environmental hazards, zoning status, homeowners association details, utility availability, and tax or assessment information. When delivered correctly it creates a record that helps allocate risk between parties, supports informed consent, and may be retained as evidence in post-closing disputes. Electronic delivery and signatures are generally acceptable under federal and state e-signature laws.

Why a Clear, Accurate Notice Matters

A well-prepared Real Estate Information Notice reduces buyer/seller disputes, documents disclosure compliance, and creates a auditable record for the transaction. Accurate notices also support escrow and title workflows by surfacing issues early.

Typical parties who prepare or receive this notice

These roles commonly create, review, or receive a Real Estate Information Notice during a transaction.

Listing agents and brokers who assemble disclosures and coordinate delivery to buyers or their agents.
Sellers or property owners responsible for truthful answers about condition and known defects.
Closing agents, escrow officers, title companies and lenders that rely on disclosures during underwriting.

Each party’s responsibilities vary by state and by contract; confirm who must sign or attest before closing.

Core elements of a professional Real Estate Information Notice

A concise notice includes structured sections and clear fields so recipients can evaluate property condition, legal encumbrances, and transaction impacts quickly.

Property ID

Complete street address, legal description or parcel number plus county to ensure the notice applies to the correct property and avoids recording errors.

Ownership

Names and contact details of sellers/transferors and the reporting agent to establish who provided disclosures and who is responsible for updates.

Condition Disclosures

Known material defects, structural issues, pest or moisture problems, and recent repairs with dates and contractor information where available.

Environmental & Hazards

Lead paint, asbestos, fuel tanks, floodplain or wildfire exposure and any government-ordered remediation or notices impacting use or insurance.

Restrictions & Assessments

Easements, HOA obligations, special assessments, pending code violations, or zoning changes that materially affect value or permitted uses.

Signature & Date

Signed and dated acknowledgement(s) from seller and agent confirming the accuracy of disclosures and the effective date of the notice.

Step-by-step: Completing and delivering the notice

Follow a consistent sequence to minimize omissions and ensure timeliness.

01

Gather records: Collect permits, inspection reports, tax data.
02

Complete fields: Fill every required section; use MM/DD/YYYY formats.
03

Review with counsel: Have attorney or broker confirm legal language.
04

Deliver and retain: Send to buyer/escrow and keep a signed copy.

Configuring an online workflow for the notice

Set fields, authentication, and retention before sending to streamline signing and recordkeeping.

Template fields	Create locked fields for address, APN, and required disclosures.
Signer order	Set seller then buyer then agent review sequence.
Authentication	Choose email, SMS code, or enhanced KBA as needed.
Reminders	Enable automated reminders for unsigned parties.
Archive location	Route completed document to secure cloud folder.

Technical considerations for e-delivery and signing

Confirm supported file types, signer authentication, and integration points before sending electronically.

File formats: PDF, DOCX supported
Integrations: CRM and cloud storage links
Auth options: Email, SMS code, or KBA

Choose settings that balance signer convenience with the authentication level required by the transaction and applicable state rules.

Where to send and who should receive copies

Distribute the notice to parties who need it for decision-making and closing; maintain a retained copy for records.

Buyer/Buyer Agent: Primary recipient for review before acceptance.
Listing Broker: Retain an executed copy in transaction file.
Escrow / Title: Provide for underwriting and closing coordination.
Lender: Deliver if required for loan underwriting.

Common timing milestones and deadlines

Track critical delivery and retention timepoints to avoid closing delays or regulatory issues.

Delivery to buyer:

Typically with offer or within contract-specified period

Seller updates:

Amend immediately upon discovery of new material facts

Pre-closing delivery:

All disclosures final before escrow closing

Record retention:

Keep executed copy in transaction file after closing

Dispute window:

Statute of limitations varies; act promptly on claims

Notarization and witness steps when required

When a Real Estate Information Notice requires acknowledgment, follow these authentication steps in order.

01

Confirm requirement

Determine if state or document requires notary or witnesses.

02

Choose method

Select in-person notarization or an approved RON workflow.

03

Identity proofing

Complete ID verification and any multi-factor checks.

04

Presence

For in-person, all signers must appear before the notary.

05

Witnessing

Provide required number of witnesses if state law mandates them.

06

Record session

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

07

Notary journal

Notary completes journal or log entry per jurisdiction.

08

Attach acknowledgment

Include signed notary certificate with the notice.

Common mistakes that delay closing

Incomplete or incorrect property identifiers such as wrong APN or omitted unit numbers cause title mismatches and delays.
Vague descriptions of defects (for example, 'some leaks') fail to disclose material facts and provoke buyer objections.
Missing signatures, outdated dates, or unsigned revisions commonly require re-execution and slow settlement.
Using an insufficient authentication method for the signer’s jurisdiction can render an electronic signature contested.

Consequences of inaccurate or late notices

Contract rescission: Possible

Damage claims: Monetary exposure

Title defects: Escrow delays

Regulatory fines: State penalties possible

Insurance issues: Claim denials risk

Reputational harm: Broker disciplinary action

Security and compliance checkpoints for electronic delivery

Encryption in transit: TLS 1.2/1.3

Encryption at rest: AES-256

Certifications: SOC 2 Type II, ISO 27001

Privacy standards: GDPR, CCPA compliance

Healthcare compliance: HIPAA available with BAA

e-signature law: ESIGN and UETA compatible

Real examples of how teams use a Real Estate Information Notice

Practical scenarios show how the notice prevents delays and documents material facts in real transactions.

Martin Properties — Tim Martin

A regional broker used the notice to capture repair history from sellers before listing.

The notice prevented last-minute repair disputes.
"I can process and execute all of these documents online with 100% compliance and built-in security," said Tim Martin, describing faster closings and fewer post-closing claims.

Optica Ventures — Brian Fitzgibbons

An investment firm standardized notices across portfolios to ensure consistent due diligence.

Standardization reduced review time for acquisitions.
Brian Fitzgibbons noted the interface simplicity allowed both staff and counterparties to complete disclosures with minimal training.

Typical eSignature platform pricing and capability comparison

Compare baseline pricing and common plan features. signNow is listed first for reference; verify vendor terms when selecting a provider.

	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 trial	Yes	Yes	Yes	Yes
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 Information Notice

Answers to common procedural and legal questions to help users avoid delays and ensure enforceability.

Need help? Contact support

Can this notice be e-signed?
Yes. Electronic signatures are generally enforceable under ESIGN and UETA where state law allows; confirm exceptions for specific document types or state rules.
Who must sign the notice?
The seller or authorized signatory and the listing agent typically sign; additional signatures may be required by contract or lender instructions.
Is notarization required?
Usually not for simple disclosure notices, but some jurisdictions or transaction documents may require notarization or witnesses; verify with local practice or counsel.
What if information changes after signing?
Amend promptly with an updated notice and circulate to all parties; record the effective date and reason for the change.
How long should I keep executed notices?
Retain completed notices through the transaction lifecycle and for multiple years afterwards per tax, lending, or HIPAA retention rules.
What if a signature is contested?
Preserve audit trails, authentication records, and any notarization; consult counsel promptly to evaluate admissibility and remediation steps.

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