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Real Estate Location Form

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REAL ESTATE LOCATION FORM

Property Identification

Property Address:

Property Type: Single-family Multi-family Commercial Vacant Land

Location & Access Details

Latitude: Longitude:

Lockbox present: Yes No    Lockbox Type / Code:

Gate present: Yes No    Gate Code:

Owner / Property Manager

Listing / Agent Information

Utilities & On-Site Services

Electricity: On-site Not present    Provider:

Water: On-site Not present    Provider:

Gas: On-site Not present    Provider:

Hazards, Disclosures & Conditions

Lead-based paint known: Yes No    Mold or water intrusion known: Yes No

Underground storage tanks present: Yes No    Flood zone designation known: Yes No

Improvements & Site Features

Garage: Yes No    Pool: Yes No

Municipal / Legal Identifiers

Assessor Tax ID: Zoning Code:

Showing, Inspections & Access

Showings allowed: Yes No    Require appointment: Yes No

Attachments and Records

Attachments included: Survey Floor plan Certificates (lead, septic, etc.) None provided

Certification and Acknowledgements

Owner certifies that the information provided in this Real Estate Location Form is true and correct to the best of Owner's knowledge and that Owner has authority to provide access and authorize showings. Owner acknowledges that Agent and prospective purchasers, brokers, inspectors and contractors will rely on the information contained herein in arranging inspections, showings and marketing. Owner agrees to notify Agent promptly of any material change to the information provided.

Nothing in this form constitutes a representation or warranty as to the physical condition of the property. Agent is authorized to use this information for listing, marketing and inspection scheduling purposes. Owner releases and indemnifies Agent for actions taken in good faith based on the representations in this form, except for acts of gross negligence or willful misconduct by Agent.

Governing Law: This form shall be governed by the substantive law of the state in which the property is located. If any provision of this form is held invalid, remaining provisions shall remain enforceable. This form constitutes the entire written statement of the parties regarding property location details and supersedes prior oral statements regarding same.

Owner Printed Name:

By:

Date:

Agent / Company Printed Name:

By:

Date:

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

The Real Estate Location Form documents the precise physical and legal location of a property for transactions, recordings, assessments, permits, and internal records. It typically combines the street address, legal description, parcel or assessor’s parcel number (APN), county and municipal jurisdiction, and any coordinates or map references necessary for title work, escrow, tax reporting, or permitting. This form is not a federally standardized form; its content and legal effect depend on state recording statutes, local practice, and how it is attached to deeds, leases, or closing packages.

Why Accurate Location Data Matters for Property Transactions

Accurate location information reduces recording errors, prevents tax mis-assessments, supports clear title searches, and helps lenders and insurers identify encumbrances quickly. Inaccurate or incomplete location details can delay closings, cause re-recording, or trigger title exceptions.

Why Accurate Location Data Matters for Property Transactions

Typical Users Who Complete the Real Estate Location Form

The form is completed by parties who need precise property identification for a transaction or record: brokers, title professionals, lenders, property managers, surveyors, and municipal permitting staff.

  • Real estate brokers and agents responsible for listing and closing details
  • Title companies and escrow officers preparing recording packages
  • Lenders and underwriters verifying collateral and address data

Completing the form carefully and attaching corroborating documents reduces downstream friction during title search, recording, taxation, and permitting processes.

Core Elements to Include in a Professional Location Form

A thorough Real Estate Location Form combines standardized identifiers, a precise legal description, jurisdiction details, and attachments that support verification for title, tax, and permitting purposes.

Property Identifier

Primary street address and unit number where applicable, used for mailing, service, and human-readable identification in closing packages.

Legal Description

Metes-and-bounds or recorded plat description copied exactly from deed or county records; the authoritative text for title and recording.

Parcel / APN

Assessor Parcel Number (APN) or Tax ID assigned by county assessor to tie tax records and plat maps to the property.

Jurisdiction

County, city, township, and any special district names that affect recording, taxes, and permitting.

Coordinates & Map

Latitude/longitude or parcel map reference for surveying, GIS, and municipal permitting cross-references.

Supporting Attachments

Copies of deed, plat, survey, or title report excerpts that substantiate the legal description and parcel linkage.

Step-by-Step: Completing the Form from Start to Finish

Follow a simple sequence to minimize errors and ensure the form is record-ready.

  • 01
    Gather Documents: Collect deed, survey, title report, and assessor records.
  • 02
    Populate Fields: Enter address, legal description, APN, and jurisdiction fields.
  • 03
    Verify Accuracy: Cross-check with county recorder or assessor databases.
  • 04
    Sign and Submit: Obtain required signatures, notarization, and routing for recording.

Configure an Online Workflow for the Location Form

Design a modular workflow: data entry, verification, signature, and archival. Keep routing simple and auditable for closers and title teams.

Field Configuration
Primary Filler Title agent or closing coordinator
Verifier Title examiner or surveyor review step
Signer Authentication Email link, SMS code, or stronger KBA as required
Final Storage Save signed PDF to secured cloud and record management

Where to Send the Completed Form

Choose destinations based on the transaction: recording, title, lender, and municipal permitting each require different routing.

  • County Recorder: Submit with recording fee and required notary acknowledgment.
  • Title Company: Attach to closing package and title insurance application.
  • Lender / Escrow: Include for loan collateral verification and funding.
  • Municipal Permits: Provide to building or planning departments when required.

Technical Considerations for eSubmission and Sharing

Use platforms that preserve PDF/A compatibility, capture audit trails, and support common integrations to streamline processing.

  • File Formats: PDF and DOCX are standard for recording and internal exchange
  • Integrations: Connectors to Microsoft 365, Google Workspace, and Procore aid distribution
  • Authentication: Support email links, SMS codes, and stronger signer verification

Timing and Typical Deadlines to Keep in Mind

Timing depends on transaction stage and local recording processes; plan submission to align with closing and tax assessment dates.

Before Closing:

Provide completed location form as part of the closing package

Recording Window:

Record deeds promptly to perfect ownership and priority

Tax Assessment Cycle:

Provide parcel data before local assessment deadlines when possible

Permit Applications:

Include location form when required by municipal permitting timelines

Lender Requirements:

Submit location data per lender underwriting schedule

Common Errors to Avoid When Preparing the Form

  • Using an informal address rather than the recorded legal address can create title mismatches and delays.
  • Transcribing the legal description incorrectly—omitting commas or bearings—can change parcel identity during title review.
  • Entering the wrong APN from a similar parcel or neighboring property leads to tax and lien search errors.
  • Failing to attach the supporting deed, plat, or survey often causes underwriters to issue exceptions or require re-filing.

Potential Consequences of Incorrect or Missing Location Data

Misrecording: May defeat priority or require corrective instruments
Tax Misassessment: Property taxed under wrong parcel or owner
Title Exceptions: Underwriter may deny coverage or add exceptions
Closing Delays: Delayed funding and extended escrow timelines
Legal Disputes: Boundary or ownership challenges may arise
Duplicate Filings: Extra fees and administrative burden to correct records

Practical Examples of Online Location Form Use in Transactions

Real-world examples show how digitized location forms reduce back-and-forth and support faster closings.

Martin Properties

A small property management firm standardized location forms for all closings to reduce errors

  • Reduced re-recordings and title queries by centralizing verification
  • "I can process and execute all of these documents online with 100% compliance and built-in security," said Tim Martin, Founder, describing faster, audit-ready closings that work on mobile or offline.

Optica Ventures

An investment manager integrated location data into closing checklists for portfolio acquisitions

  • Centralized APN and legal descriptions across assets
  • "The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers," said Brian Fitzgibbons, COO, highlighting improved accuracy and customer experience.

eSignature Pricing and Feature Snapshot for Completing Location Forms

Compare basic pricing and feature availability for common eSignature vendors; signNow is listed first per vendor 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 Yes, 7-day free trial Varies Varies Varies Varies
Bulk Send Yes (Business Premium) Varies Varies Varies Varies
Audit Trail Yes Yes Yes Yes Yes

Frequently Asked Questions About the Real Estate Location Form

Answers to common questions about e-signing, notarization, updates, and accuracy checks for location data.


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