Can this form be signed electronically?

Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided intent, consent, attribution, and retention are satisfied.

Is notarization always required?

Notarization is commonly required for deeds and some closing documents to be recorded; requirements vary by state and document type, so confirm with the county recorder or title company.

Who must sign the form to be valid?

The authorized party or an authorized representative must sign. For entities, include printed name and title; for individuals, match the name format used in title documents to avoid challenges.

What if I made an error after signing?

Do not alter a signed form. Prepare an amendment or replacement instruction form signed by the same parties and include a reference to the original document to preserve an audit trail.

How should I deliver the completed form?

Deliver to the escrow or title agent per contract instructions. For electronic submissions, ensure the platform provides a tamper-evident PDF and an audit certificate.

How long must I keep the form?

Retention depends on tax, title, and industry rules: retain at least 3 years for IRS purposes (IRC §6501(a)), longer for title or HIPAA-related records as applicable.

Electronic Signature
Templates
Real estate
Real Estate Instruction Form

Real Estate Instruction Form

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

REAL ESTATE INSTRUCTION FORM

Parties

Owner / Seller — Full legal name Owner / Seller — Mailing address

Phone Email

Broker / Agent — Brokerage name and agent

Broker Phone Broker Email

Property Identification

Street Address

Parcel / APN Tax/Assessor ID (if different)

Legal Description

Instruction Summary

Transaction Type: Sale Lease Exchange Other:

Listing / Asking / Purchase Price

Earnest Money Security Deposit (if lease)

Commission / Fee

Marketing, Showings and Offers

Marketing authorized: Property signage Broker marketing and syndication Open houses

Showings: Lockbox allowed By appointment only Availability / restrictions:

Offer presentation: Present immediately to owner Hold offers for review for hours

Contingencies, Inspections & Closing

Inspection period (buyer contingency): Financing contingency allowed: Yes Appraisal contingency required: Yes

Proposed Closing Date Possession Date

Escrow / Title Company (if designated)

Disclosures and Known Conditions

Lead-based paint (for dwellings built before 1978): Yes No Unknown

Known material defects, prior structural damage, mold, pest infestation or environmental hazards:

Homeowner Association (HOA) or similar: Yes No If yes, provide HOA documents: Provided

Authority & Instructions to Broker

Owner hereby authorizes Broker to act as listing agent and to take reasonable actions necessary to market and sell or lease the Property consistent with this instruction. Broker is authorized to: place signage, advertise, schedule showings, accept and present offers, cooperate with other brokers, and prepare purchase/lease documents for Owner's approval.

Offer handling: Broker shall present all written offers promptly but shall not bind Owner without Owner's prior approval except as otherwise authorized in writing. If Owner grants limited authority to accept or counter offers, specify terms below:

Earnest money and trust handling: Broker shall deliver earnest money to the designated escrow/title company and/or hold funds in a trust account in accordance with applicable law. Broker shall not disburse funds except by written agreement of the parties or court order.

Owner represents that Owner has authority and capacity to provide these instructions and to convey the Property, and that the information provided herein is complete and accurate to Owner's knowledge. Owner agrees to indemnify Broker for claims arising from Owner's misrepresentations or failure to disclose material facts.

Default, Remedies & Miscellaneous

In the event of a breach of these instructions by either party, the non-breaching party may pursue all remedies available at law or in equity, including specific performance and damages. Broker's liability for acts performed in good faith under these instructions shall be limited to direct damages and shall not include consequential or punitive damages except for willful misconduct.

Notices under this instruction shall be effective when delivered in writing to the notice addresses below. This instruction is governed by the laws of the state where the Property is located and constitutes the entire agreement between the parties concerning the instructions set forth herein.

Owner Notice Address Broker Notice Address Instruction Expiration Date

Documentation Provided

Owner confirms the following documents are provided or will be provided to Broker (check all that apply):

Deed Survey Title policy / warranty Seller disclosures

Acknowledgement and Certification

By signing below, Owner and Broker certify that they have read and understand these instructions, that Owner authorizes Broker to take the actions specified, and that the parties will act in good faith to carry out the terms set forth. This instrument may be executed in counterparts and by electronic signature, each of which shall be deemed an original.

Owner / Seller:

By:

Date:

Broker / Agent:

By:

Date:

What the Real Estate Instruction Form Is and When it’s Used

A Real Estate Instruction Form is a written direction used in property transactions to record instructions from a buyer, seller, lender, broker, or escrow agent about processing, closing, disbursement, or document handling. Typical uses include instructing escrow to remit funds, directing how title documents are to be recorded, specifying payee information for closing, or defining special conditions to be satisfied before closing. The form helps centralize responsibilities, provides an auditable paper trail, and establishes timing and routing expectations between parties involved in a real estate closing.

Why the Form Matters for Risk Management and Clarity

Using a Real Estate Instruction Form reduces ambiguity about who does what and when during closing, improves auditability, and documents consent to payment and recording instructions in a single, signable record.

Who Typically Completes and Signs This Form

The Real Estate Instruction Form is completed and signed by parties who need to direct closing steps, disbursements, or recording instructions.

Escrow agents and title companies responsible for disbursement and recording
Buyers or sellers providing payment, payoff, or special handling directions
Lenders issuing payoff or wire instructions for loan closings

In many transactions multiple parties sign; include explicit signer roles and contact details to avoid processing delays.

Step-by-Step: Completing the Real Estate Instruction Form

Follow these sequential steps to prepare a clear, actionable instruction form that can be executed electronically or on paper.

01

Prepare Document: Assemble contract references and payoff amounts before completing the form.
02

Enter Identifiers: Populate legal description, parcel ID, and buyer/seller names accurately.
03

Specify Instructions: Detail disbursement, recording, and timing instructions with concrete amounts and dates.
04

Sign and Deliver: Obtain required signatures, notarization if needed, and deliver to escrow or title.

Typical Routing: Who Receives and Acts on the Form

A standard routing path clarifies responsibilities and creates an auditable handoff sequence for closing tasks and funds.

Originator: Buyer, seller, lender, or broker who issues the instruction to escrow.
Escrow / Title: Receives, reviews, and holds funds or documents pending conditions.
Counterparties: Other signers confirm and approve instructions before release of funds.
Recording: Title/escrow submits final documents for county recording as instructed.

How to Configure the Digital Workflow for This Form

Set up fields, signer order, and authentication to match your closing process and compliance needs.

Field	Configuration
Signature Field	Required for each signer with date field attached
Signer Order	Define sequential or parallel signing as needed
Authentication	Email link, SMS code, or higher-strength KBA as required
Audit Trail	Enable timestamps, IP capture, and completion certificate

Digital Signing Considerations and Platform Needs

Choose a platform that supports the authentication, auditability, and integrations your closing process requires.

File Types: PDF and DOCX are commonly required
Authentication: Email, SMS, or KBA options
Integrations: Title/escrow systems and CRMs

Confirm the provider supports required compliance (e.g., ESIGN/UETA), HIPAA BAA if health data is present, and a robust audit trail for disputes.

Essential Elements to Include in a Professional Instruction Form

A well-constructed instruction form balances clarity, enforceability, and auditability. Include the elements below to avoid disputes and processing delays.

Identifying Data

Full party names, mailing addresses, property legal description, and transaction identifiers ensure the instruction applies to the intended property and parties.

Precise Instructions

State exact amounts, payee details, wire instructions, and conditions precedent; avoid vague phrases such as 'reasonable charges' that invite interpretation.

Document References

List contract dates, exhibits, loan numbers, and title policy references so the escrow agent can correlate instructions with the closing file.

Timing and Deadlines

Specify when funds should be released, recording deadlines, and any contingency expiry times to reduce timing disputes.

Signatures and Authority

Include signature blocks with printed names, titles, and capacity statements (e.g., 'authorized signatory for ABC LLC') to verify authority to bind.

Notarization / Witness

If state law or county recording requires notarization or witnesses, include the appropriate acknowledgement or space for witness signatures.

Security and Compliance Checklist for Handling the Form

Encryption: TLS 1.2/1.3; AES-256 at rest

Audit Trail: Time-stamped signatures and IP capture

Access Controls: Role-based permissions for file access

HIPAA Readiness: BAA available if PHI is present

Record Integrity: Tamper-evident signed PDFs

Certifications: SOC 2 Type II, ISO 27001 compliance

Key Risks and Potential Consequences of Errors

Misrouted Funds: Wire errors can lead to unrecoverable loss and delay

Recording Mistakes: Incorrect legal description can void recording

Unauthorized Signatures: May result in rescission or litigation

Late Instructions: Missed deadlines can breach contract terms

TIN Errors: Trigger backup withholding obligations

Privacy Breach: May require notifications under state law

Common Preparation Mistakes to Avoid

Relying on abbreviated names or initials for parties that differ from recorded title work.
Providing ambiguous disbursement directions such as 'split evenly' without defined percentages or timing.
Entering incorrect bank routing or account numbers for wire transfers without separate bank verification.
Omitting the document reference or contract date, making it difficult for escrow to match instructions to the correct transaction.

Typical Deadlines and Timing Expectations in Closings

Real estate closings follow contract dates and lender timelines; include these deadlines explicitly to avoid last-minute issues.

Earnest Money Deposit:

Due per contract (often within 3 business days of mutual acceptance)

Inspection Period End:

Defined number of days after acceptance; verify contract language

Loan Commitment Deadline:

Deadline for buyer to secure financing per purchase contract

Closing / Settlement Date:

Date when funds and title transfer; record in MM/DD/YYYY format

Recording Window:

Recording typically occurs same day or within a few business days of closing

eSignature Platform Comparison for Executing Real Estate Instruction Forms

Comparing common platform features helps match signing, compliance, and volume requirements for real estate closings; signNow is listed first per comparison convention.

	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	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 Instruction Form

Answers to common questions about signing, notarization, corrections, and retention for Real Estate Instruction Forms.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided intent, consent, attribution, and retention are satisfied.
Is notarization always required?
Notarization is commonly required for deeds and some closing documents to be recorded; requirements vary by state and document type, so confirm with the county recorder or title company.
Who must sign the form to be valid?
The authorized party or an authorized representative must sign. For entities, include printed name and title; for individuals, match the name format used in title documents to avoid challenges.
What if I made an error after signing?
Do not alter a signed form. Prepare an amendment or replacement instruction form signed by the same parties and include a reference to the original document to preserve an audit trail.
How should I deliver the completed form?
Deliver to the escrow or title agent per contract instructions. For electronic submissions, ensure the platform provides a tamper-evident PDF and an audit certificate.
How long must I keep the form?
Retention depends on tax, title, and industry rules: retain at least 3 years for IRS purposes (IRC §6501(a)), longer for title or HIPAA-related records as applicable.

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