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Real Estate Instructions

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REAL ESTATE INSTRUCTIONS

These Real Estate Instructions (the "Instructions") set forth binding directions from the undersigned parties to the closing agent, escrow holder, title company, lender and other transaction participants for the purchase and conveyance of the property described below. The parties covenant that the information provided is true and complete to the best of their knowledge and that the closing agent is authorized to rely on these Instructions to effect closing, disbursement and recordation consistent with the terms herein.

Parties and Contact Information

Phone:

Email:

Phone:

Email:

Property Identification

Transaction and Financial Terms

Purchase Price: — Earnest Money: held by .

Cash purchase    Conventional mortgage    FHA / VA    Other:

Financing contingency period (days):

Inspection period (days): — Closing Date: — Possession Date: .

Title, Deed and Conveyance

Type of deed to be delivered at closing:    General Warranty Deed    Grant Deed    Quitclaim    Other:

Items to be Delivered and Conditions at Closing

At or prior to closing, the following must be delivered and/or verified: (check applicable)

Deed conveying title free of undisclosed liens    Bill of sale for personal property (if any)

Keys, garage openers and access devices    HOA documents and certificates

Applicable appliance or structural warranties    Termite/pest control clearance (if required)

Disclosures and Representations

Lead-based paint statement: Yes    No

Known mold issues: Yes    No

Prior structural or water damage: Yes    No

Escrow Instructions and Funds

All funds required for closing shall be delivered to escrow in the form of certified funds or wire transfer as required by the escrow holder. Earnest money shall be applied to the purchase price at closing unless otherwise instructed in writing. Any requirement for third-party payoffs or releases must be furnished to escrow no later than five (5) business days prior to the scheduled closing date.

Default, Remedies and Indemnity

If either party defaults under the terms of the underlying purchase agreement or fails to comply with these Instructions, the non-defaulting party shall be entitled to pursue all remedies available at law or equity, including specific performance or damages. Parties agree to hold harmless and indemnify the escrow holder, title company and their agents from any claims arising from reliance on these Instructions, except for willful misconduct or gross negligence by the agent.

Representations; Governing Law; Entire Agreement

Each party represents that they have full authority to execute these Instructions and to bind the entity or person on whose behalf they sign. These Instructions shall be governed by the laws of the state where the property is located. These Instructions, together with the purchase agreement and any attachments expressly incorporated herein, constitute the entire agreement among the parties with respect to the matters addressed and supersede prior oral or written negotiations.

By signing below, each undersigned acknowledges that they have read, understand and agree to the terms of these Real Estate Instructions and authorize the escrow/title agent to act in accordance with them.

Seller:

By:

Date:

Buyer:

By:

Date:

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What the Real Estate Instructions Cover

Real Estate Instructions are written directions that describe how to complete, sign, deliver, and record documents used in a property transaction, including closing statements, deeds, escrow directives, and payoff instructions. They clarify parties, closing dates, funding and wiring steps, recording requirements, and signature/authentication methods. When used consistently, clear instructions reduce processing delays, support title clearance, and provide an auditable record of agreed steps. In interstate transactions, electronic delivery and signatures are generally governed by federal and state e-signature laws (ESIGN and UETA) that recognize properly executed electronic records.

Why clear instructions matter in property transactions

Structured Real Estate Instructions lower risk by documenting responsibilities, timing, and required documents, improving coordination among sellers, buyers, lenders, title companies, and escrow agents.

Why clear instructions matter in property transactions

Primary users and roles for Real Estate Instructions

These instructions are used by transaction participants who must coordinate closing, recording, and funds disbursement.

  • Real estate agents and brokers who prepare closing checklists and coordinate buyer and seller timelines.
  • Title and escrow officers who need exact routing, recording preferences, and disbursement instructions.
  • Lenders and mortgage servicers who require payoff details, funding windows, and signing order.

Clear role assignments in the instructions reduce last-minute changes and provide a single point of truth for downstream tasks.

Essential elements to include in professional instructions

A complete instruction set combines identity, property data, timing, funds routing, signature requirements, and post-closing deliverables so every participant can act without needing clarifying follow-ups.

Parties

List full legal names and roles (buyer, seller, lender, escrow/title agent). Use names exactly as on IDs and title commitments to avoid mismatches.

Property Details

Provide street address, parcel or tax ID, and full legal description as shown on the deed or title report to ensure correct recording.

Closing Instructions

State the agreed closing date, time, delivery method for closing package, and whether in-person or remote signing is authorized.

Escrow & Funding

Specify escrow holder, wire instructions, required evidence of funds, and any escrow holdback amounts with conditions for release.

Prorations & Fees

Identify prorations, recording fees, transfer taxes, and who pays each charge to prevent post-closing disputes.

Signatures & Notarization

Indicate signer order, required notarizations or witnesses, remote online notarization permission, and acceptable ID methods.

Step-by-step: preparing and issuing Real Estate Instructions

Follow these sequential actions to produce instructions that are complete and actionable.

  • 01
    Gather documents: Collect deed, title report, payoff statements, and IDs.
  • 02
    Complete instruction fields: Fill parties, legal description, closing date, and wire details.
  • 03
    Review and initial: Have title and lender review for accuracy and approval.
  • 04
    Sign and distribute: Obtain signatures and send to escrow, lender, and recording office.

Typical digital workflow settings for delivering instructions

Configure a clear digital workflow so signers, escrow, and recording recipients receive documents in the correct order and format.

Workflow Field Name and Configuration Configuration
Signing order and recipient roles Sequential signing by seller then buyer then lender; email addresses required.
Authentication and access method Email link with optional SMS code for higher assurance.
File format and attachments PDF/A preferred for recording; include title commitment and payoff as separate attachments.
Retention and audit trail settings Enable full audit trail and save a copy in a secure cloud folder.

Where to send completed Real Estate Instructions

Route the final, signed instruction packet to each stakeholder and to the county recorder as required.

  • Escrow / Title Agent: Primary recipient for documents, funds verification, and disbursement.
  • Lender / Servicer: Receives payoff, final loan documents, and funding confirmation.
  • County Recorder: Submit the deed and any required forms for official recording.
  • Buyer and Seller Copies: Provide final executed copies for each party and retention.

Technical requirements for e-submission and signed packets

Adopt file formats and authentication levels that meet recording office and lender requirements before sending documents.

  • File types: PDF/A and PDF preferred for recording.
  • Integrations: Connect with Salesforce, Microsoft 365, Google Workspace, or NetSuite if needed.
  • Authentication: Use email, SMS code, or stronger ID verification as required.

Confirm the county recorder’s accepted formats and whether remote online notarization or electronic recordings are accepted to avoid rejections.

Common timing expectations and deadlines

Timelines vary by transaction and jurisdiction; allocate time for wire transfers, notary sessions, and county recording queues.

Closing date and time:

As agreed; funding must clear by the stated cutoff time.

Wire confirmation window:

Wires commonly must be sent and confirmed 24–48 hours before recording.

Recording turnaround:

County processing may be same day to several business days depending on backlog.

Seller statement delivery:

Provide final payoff and seller statements before funding.

Tax prorations:

Calculate proration through the closing date per agreement.

Key milestones from instruction creation to recorded deed

Sequence these milestones to track progress and identify potential bottlenecks before closing.

01

Instruction drafted

Prepare complete instructions and attach supporting documents.

02

Approvals obtained

Title, lender, and seller approval confirmed in writing.

03

Funds wired

Buyer or lender wires clear funds to escrow per instructions.

04

Documents recorded

Recorder accepts documents and issues recorded instrument numbers.

Common preparation mistakes to avoid

  • Using an incomplete legal description or an abbreviated parcel description that leads to recording office rejection and resubmission delays.
  • Entering names that differ from title commitment or government ID, which can block notarization, title insurance, or recording.
  • Failing to provide verified wire instructions or using outdated account numbers, causing funding delays and missed closing windows.
  • Omitting required witness or notarization language when the county or instrument requires a witness count, resulting in voidable conveyance.

Penalties and risks associated with incorrect instructions

Recording rejection: Document returned; filing delayed.
Title defects: Unresolved liens or errors affect insurability.
Funding failure: Missed wire deadlines can void closings.
Tax reporting: 1099-S reporting errors risk IRC §6721 penalties.
Notary non-compliance: Improper notarization may render the deed nonrecordable.
Legal disputes: Ambiguous instructions increase litigation risk.

Comparing eSignature providers for Real Estate Instructions

Basic pricing and core capabilities vary across providers; signNow is shown first for parity and to clarify plan-level differences.

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 Verify with vendor Verify with vendor Verify with vendor Verify with vendor
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

FAQs: common questions about Real Estate Instructions

Answers to frequent questions about e-signing, notarization, corrections, and record retention for real estate documents.


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