Is an electronic signature valid?

Yes. Electronic signatures are legally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, provided the signature meets intent, consent, attribution, and record retention requirements.

When is notarization required?

Notarization is required for many real estate conveyances and recorded documents; witness requirements vary by state. Check local recording office rules before submitting for recording.

What if a signer’s name differs?

Name mismatches can delay acceptance. Use the signer’s legal name on ID for notarization and include any commonly used names in a separate field to clarify identity.

How to update after disclosure changes?

If new facts emerge, prepare an amended statement, have parties re-sign with dates, and attach supporting documentation to the transaction file before closing.

Are there timing risks?

Yes. Late disclosures or unsigned integrity statements can delay lender approval and closing; complete statements during pre-closing review to avoid last-minute hold-ups.

How should records be stored?

Retain the signed statement and a complete audit trail in a secure repository for the applicable retention period and ensure accessibility for audits or disputes.

Electronic Signature
Templates
Real estate
Real Estate Integrity Statement

Real Estate Integrity Statement

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

REAL ESTATE INTEGRITY STATEMENT

Effective Date:

Parties

Seller - Full Legal Name Seller - Contact Address

Seller - Phone

Seller - Email

Buyer - Full Legal Name Buyer - Contact Address

Buyer - Phone

Buyer - Email

Property Identification

Property Address Parcel / APN Number Legal Description

Declarations and Certifications

Each undersigned party hereby certifies, represents and warrants to the other party and to any transferee, purchaser, lender or insurer relying on this statement, that as of the Effective Date: (a) the information set forth in this Real Estate Integrity Statement is true, complete and accurate to the best of the party's knowledge; (b) there are no undisclosed material facts or conditions affecting the Property that would reasonably be expected to affect the value, habitability, insurability, or marketability of the Property; and (c) no material information has been intentionally omitted or misrepresented.

Seller further certifies that Seller has disclosed all known material defects and all existing agreements, encumbrances, leases, options, rights of first refusal, easements and pending claims affecting the Property, except as expressly listed below.

List known encumbrances, leases, agreements, or material facts not otherwise disclosed (if none, enter "None")

Material Condition & Disclosures

For each item below, check the appropriate box. Check only one box per line. If "Yes" is checked, provide a concise description in the space provided.

Lead-based paint disclosure Yes No

Known structural or material defects Yes No

Environmental hazards (asbestos, mold, contamination) Yes No

Recorded liens or tax delinquencies Yes No

Pending litigation affecting the Property Yes No

Property located in a designated flood zone or subject to frequent flooding Yes No

If any "Yes" above, provide a concise description below (include dates, claims, actions taken)

Commissions, Agents, and Conflicts

Seller declares whether any undisclosed agent, finder, broker or other party is entitled to compensation in connection with the sale of the Property. Seller must disclose all such relationships and any material conflicts of interest.

Broker / Agent Name (if applicable) Relationship or Commission Arrangement

Are all commissions and finder fees disclosed? Yes No

Remedies, Indemnity and Survival

Each party agrees that any material breach of the representations or warranties contained in this Integrity Statement shall entitle the non-breaching party to pursue all available remedies at law or in equity, including specific performance where appropriate. Seller agrees to indemnify, defend and hold harmless Buyer from and against any loss, liability, cost or expense (including reasonable attorney's fees) arising from Seller's breach of this Statement. The obligations, representations and warranties set forth herein shall survive Closing and shall remain in effect for a period of one year from Closing, except that indemnity obligations shall survive for the full period permitted by applicable law.

Governing Law; Entire Agreement

This Real Estate Integrity Statement shall be governed by and construed in accordance with the laws of the state in which the Property is located without regard to conflicts of law principles. This Statement constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous understandings, agreements, representations and warranties, whether written or oral, regarding the matters set forth herein.

Acknowledgment

Each undersigned acknowledges that they have read this Real Estate Integrity Statement in its entirety, that they understand its terms, that they have had the opportunity to obtain independent legal counsel, and that the statements made herein are made under penalty of perjury to the best of their knowledge and belief.

Seller certifies the foregoing
Buyer certifies the foregoing

Seller - Printed Name:

By (Signature):

Date:

Buyer - Printed Name:

By (Signature):

Date:

What a Real Estate Integrity Statement Is and when it applies

A Real Estate Integrity Statement is a declarative document used in property transactions to confirm that a party has disclosed material facts, acted honestly, and complied with applicable disclosure requirements. It typically accompanies listings, purchase agreements, lease transactions, or closing packages and records the signer’s representations about property condition, known defects, conflict-of-interest disclosures, and the accuracy of attached documents. The statement helps create a clear record of intent and attribution for regulatory, lender, or buyer review and supports dispute resolution when questions arise after a transaction concludes.

Why including an Integrity Statement matters for real estate records

A concise integrity statement documents a party’s factual assertions, reduces ambiguity for buyers and lenders, and strengthens the evidentiary record if later challenged under contract or disclosure claims.

Which professionals typically complete this statement

Use the statement to create a clear auditable record; align its timing with disclosure forms, lender requests, or pre-closing review to avoid last-minute disputes.

Listing agents confirming seller disclosures and property condition prior to marketing.
Sellers attesting to known defects, prior repairs, or material facts about the property.
Title officers or closing attorneys documenting representations for lender packages and escrow files.

Core elements to include in a professional Integrity Statement

A useful statement is concise, specific, and tied to the transaction documents it supports; include identifying information, clear declarations, and signature blocks with authentication details.

Parties

Full legal names of the signer(s) and their role in the transaction (seller, agent, manager).

Property

Complete property description: street address, legal description or parcel ID, and unit or lot number where applicable.

Declarations

Explicit statements about known defects, prior disclosures made, and absence of undisclosed liens or encumbrances.

Supporting Docs

List attachments such as inspection reports, seller disclosures, title reports, or repair invoices referenced in the statement.

Authentication

Signature block, date, and space for notary or witness information, plus any chosen signer authentication method.

Governing Law

Indicate the governing state law for interpretation and dispute resolution provisions.

Step-by-step: completing a Real Estate Integrity Statement

Follow a clear sequence to reduce errors: identify parties, attach documents, declare facts, sign, and submit to the closing file or lender.

01

1. Identify Parties: Enter full legal names and roles for all signers.
02

2. Describe Property: Provide complete address and parcel identifiers.
03

3. List Attachments: Attach inspection reports, invoices, and disclosures.
04

4. Sign and Authenticate: Sign, date, and complete notarization or witness steps as required.

Configuring online completion and routing for consistency

Set up a repeatable workflow: template fields, signer order, authentication, and storage location to speed processing and ensure compliance.

Template	Create a reusable template with required fields pre-placed for each transaction type.
Signer Order	Define sequential routing (seller → agent → title officer) to control the signing sequence.
Authentication	Require email verification or SMS code; consider stronger checks for high-value deals.
Conditional Fields	Use conditional visibility for state-specific questions or optional disclosures.
Archive Location	Automatically save completed documents to designated cloud storage for retention.

Typical submission flow for a signed Integrity Statement

A standard online flow reduces friction and preserves an audit trail for every action from upload through final storage.

Upload: Sender uploads statement and attachments to the signing platform.
Prepare: Sender places fields and sets signer sequence and authentication.
Sign: Signers authenticate and apply signatures electronically or in-person.
Store: Platform stores signed PDF and audit trail in the designated repository.

Delivery methods, formats, and integration points

Verify the platform supports your required signer authentication and document format before initiating the workflow to prevent rework.

File Formats: PDF, DOCX, and HTML are commonly supported for upload and export.
Integrations: Connectors to CRM and cloud storage simplify routing and archiving.
Authentication: Email, SMS, or third-party SSO options provide signer verification.

Timing guidance and expected processing windows

Align the statement’s completion with the transaction timeline: provide it early enough for review, remedy, and lender processing prior to closing.

Provide on Listing:

Deliver to buyers or brokers when property is listed or when requested.

Pre-Closing Review:

Complete and circulate at least 3–5 business days before closing when possible.

Lender Submission:

Submit with the closing package as required by the lender’s underwriting timeline.

Post-Discovery Update:

If new facts arise, amend and re-sign before closing or document the update immediately.

Record Retention:

Store the signed statement in the closing file and retention repository per policy.

Security, compliance, and technical assurances to include in your workflow

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

Audit Trail: Comprehensive signing history and timestamp

HIPAA Support: BAA available where required

Regulatory Compliance: ESIGN and UETA compliant

Certifications: SOC 2 Type II and ISO 27001

Accessibility: WCAG 2.0 Level AA support

Key risks and potential penalties from inaccurate statements

Contract Voidance: Risk of rescission for material misstatement

Civil Liability: Damages for negligent or fraudulent disclosures

Tax Consequences: Related tax record issues invoke IRS review

Regulatory Sanctions: State licensing actions for broker misconduct

Closing Delays: Undisclosed defects can postpone lender funding

Indemnity Exposure: Obligations to reimburse buyer or lender costs

Common mistakes to avoid when preparing the statement

Using informal or vague language instead of precise factual statements increases dispute risk and reduces evidentiary value.
Failing to attach referenced inspection or repair documents creates gaps between assertions and proof during review.
Mismatched signer names or missing notarization/witness steps can invalidate the statement for title or lender purposes.
Skipping conditional, state-specific questions leads to compliance errors and possible regulatory scrutiny in certain jurisdictions.

Practical tips for accurate and efficient completion

Implement controls and review steps to reduce rework and ensure the statement supports closing timelines and regulatory obligations.

Standardize Templates

Create a single, vetted template for each transaction type to ensure consistent wording and reduce review time.

Attach Evidence

Always include inspection reports, invoices, and permits referenced in declarations to substantiate statements.

Validate Identities

Use identity verification and notarization where required to strengthen enforceability and reduce fraud risk.

Record and Archive

Store signed statements with the complete audit trail in a secure repository for the full retention period.

Sample vendor comparison for e-signing Real Estate Integrity Statements

Compare common vendor attributes when selecting an e-signature provider; signNow is listed first and competitor capabilities vary by plan and feature set.

	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
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Real-world examples of online execution and compliance

The following anonymized customer scenarios show how online signing preserves evidence, speeds closing, and supports remote workflows.

Martin Properties — Tim Martin

Tim Martin processed documents online with full compliance and security.

I can process and execute all of these documents online with 100% compliance and built-in security.
Using a single digital workflow allowed his team to close remotely and retain signing records for each transaction, reducing on-site appointments and ensuring all required disclosures accompanied the closing package.

Optica Ventures — Brian Fitzgibbons

Optica used a user-friendly interface to collect signatures from stakeholders.

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.
Standardized templates and cloud storage shortened review cycles and provided a clear audit trail for lender and title review during multiple portfolio transactions.

Frequently asked questions and troubleshooting

Answers to common questions about validity, signatures, notarization, and missing information when using a Real Estate Integrity Statement.

Need help? Contact support

Is an electronic signature valid?
Yes. Electronic signatures are legally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, provided the signature meets intent, consent, attribution, and record retention requirements.
When is notarization required?
Notarization is required for many real estate conveyances and recorded documents; witness requirements vary by state. Check local recording office rules before submitting for recording.
What if a signer’s name differs?
Name mismatches can delay acceptance. Use the signer’s legal name on ID for notarization and include any commonly used names in a separate field to clarify identity.
How to update after disclosure changes?
If new facts emerge, prepare an amended statement, have parties re-sign with dates, and attach supporting documentation to the transaction file before closing.
Are there timing risks?
Yes. Late disclosures or unsigned integrity statements can delay lender approval and closing; complete statements during pre-closing review to avoid last-minute hold-ups.
How should records be stored?
Retain the signed statement and a complete audit trail in a secure repository for the applicable retention period and ensure accessibility for audits or disputes.

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