Establishing secure connection…Loading editor…Preparing document…

Real Estate Office Disclosures

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

REAL ESTATE OFFICE DISCLOSURES

PARTIES AND PROPERTY IDENTIFICATION

Client Name:

Brokerage / Office Name:

PROPERTY IDENTIFICATION

Property Address:

Parcel / APN Number:

AGENCY, REPRESENTATION, AND COMPENSATION

The Brokerage discloses the following representation and compensation arrangements. Client must initial or check selections as acknowledgment of receipt and understanding.

Seller's Agent Buyer's Agent Transaction Broker / Facilitator No representation (consumer information only)

Dual Agency / Limited Consent: Yes No
If dual agency is selected, Brokerage will obtain written informed consent from all parties and will disclose material confidential information only as permitted by law.

FINANCIAL HANDLING, TRUST ACCOUNTS, EARNEST MONEY

The Brokerage maintains trust/escrow accounts for client funds in accordance with applicable law. All funds delivered to Brokerage in connection with a transaction will be deposited to a trust account unless otherwise agreed in writing.

REFERRAL FEES, AFFILIATED BUSINESSES, AND CONFLICTS

The Brokerage may receive referral fees or other compensation from affiliated businesses or third-party providers. Such payments may influence vendor referrals. Client acknowledges receipt of disclosure of any known affiliated business arrangements.

Affiliated Business Arrangement exists: Yes No

PRIVACY, ELECTRONIC COMMUNICATION, AND ADVERTISING

Brokerage collects and retains information necessary to provide real estate services. Brokerage will use reasonable measures to protect client information consistent with law. Client consents to electronic communications and electronic delivery of transaction documents unless client opts out below.

Consent to electronic communications: Yes No

Consent to use of photographs and advertising materials: Yes No

PROPERTY CONDITION AND DISCLOSURES

The Brokerage is not the owner of the Property unless expressly stated. Brokerage does not warrant the physical condition of the Property. Sellers and landlords are responsible for providing statutorily required property condition disclosures.

Lead-based paint or hazards None known

Mold, mildew, or moisture intrusion None known

Prior material structural or water damage None known

DISPUTE RESOLUTION, LIABILITY, AND MISCELLANEOUS

Governing Law: This disclosure and any disputes arising from Brokerage services will be governed by the laws of the state in which the Property is located, without regard to conflict-of-law principles.

Limitation of Liability: Brokerage's liability for claims arising from services provided under this disclosure is limited to actual direct damages, and Brokerage is not liable for consequential, punitive, or exemplary damages except as prohibited by law.

Entire Agreement: This Office Disclosures document constitutes the entire written disclosure of Office policies and conflicts between the parties with respect to the matters addressed herein and supersedes prior oral or written disclosures specific to the Brokerage's office practices.

ACKNOWLEDGMENT AND CERTIFICATION

By signing below, Client acknowledges receipt of these Real Estate Office Disclosures, certifies that the information provided by Client in this document is true and correct to the best of Client's knowledge, and consents to Brokerage's disclosures and policies as indicated above. Client further acknowledges the opportunity to ask questions and to obtain clarifying information from Brokerage prior to signing.

Client:

By:

Date:

Brokerage / Broker:

By:

Date:

Enter text✕
Prepare your document for signing right on this page
  • 01 Edit the text and complete the fields
  • 02 Click Sign Now and on the next screen add recipients and signature fields in SignNow
  • 03 Start your free trial to sign and send your doc
Sign Now

What Real Estate Office Disclosures Are and why they matter

Real Estate Office Disclosures are standardized documents used by brokerages to disclose office policies, agency relationships, license information, compensation arrangements, and material facts about transactions to clients and cooperating parties. They consolidate required notices—such as agency disclosures, dual agency options, and broker compensation sharing—into a single form that is kept on file. These disclosures support regulatory compliance, clarify roles and expectations for buyers, sellers, and agents, and create an auditable record for the brokerage. Offices often adapt the template to state-specific requirements and retain copies for regulatory review.

Why keeping accurate office disclosures protects your brokerage

Clear, complete disclosures reduce regulatory risk and help prevent misunderstandings between agents and clients.

Why keeping accurate office disclosures protects your brokerage

Who prepares and receives Real Estate Office Disclosures

Office disclosures are completed by brokers or designated compliance personnel and provided to agents, clients, and transaction partners.

  • Brokerage compliance staff and designated brokers responsible for office policy administration.
  • Listing and buyer agents who must explain agency relationships to clients before contract execution.
  • Title companies, cooperating brokers, and clients who require a record of disclosures during closing.

Copies are retained by the brokerage and supplied to clients and third parties as required by contract or regulation.

Step-by-step: completing a Real Estate Office Disclosure

Follow a consistent sequence to prepare, review, sign, and distribute disclosures to reduce errors and omissions.

  • 01
    Gather information: Collect broker name, license, office address, compensation details, and relevant dates.
  • 02
    Populate the form: Enter each field using the required formats and authoritative source documents.
  • 03
    Compliance review: Have a broker or compliance officer verify accuracy and state-specific clauses.
  • 04
    Sign and distribute: Obtain required signatures, provide copies to parties, and archive per retention rules.

Core sections every professional disclosure should include

A complete disclosure groups legal, transactional, and contact data so readers find required information quickly and regulators can verify compliance.

Header and IDs

Document title, internal file number, and effective date. Include the brokerage's full legal name and contact details to tie the disclosure to official records and enable retrieval during an audit.

Agency Relationships

Clear statement of agency types offered (seller, buyer, dual, designated). Describe the scope of representation so clients understand fiduciary duties and limitations before signing contracts.

Compensation and Splits

Specify commission amounts, referral fees, and any shared compensation arrangements. A transparent compensation clause prevents later disputes and supports accurate MLS and closing paperwork.

License and Brokerage Info

Broker license number, supervising broker name, brokerage address, and office license where required. This connects the disclosure to state licensing records for regulatory verification.

Material Facts Notice

Statement requiring disclosure of known material property conditions or conflicts of interest. Include language describing the duty to disclose material facts promptly.

Signatures and Acknowledgement

Signature blocks for broker, agent, and client with printed names and dates. Include signer role and a statement that the signer received and reviewed the disclosure.

Essential data elements to include

Broker License: State-registered license number
Office Address: Street, city, state, ZIP
Contact Information: Phone and official email
Agency Type: Buyer, seller, dual, or designated
Compensation Details: Commission amounts or percentages
Effective Date: MM/DD/YYYY

Frequent preparation mistakes to avoid

  • Entering abbreviated or trade names that differ from licensed company names, causing verification failures during audits and licensure checks.
  • Omitting license numbers or using expired license information, which can result in regulatory inquiries and delay closings.
  • Vague compensation language such as 'broker to receive reasonable fee' that creates ambiguity and may lead to disputes.
  • Failing to provide updated disclosures when material circumstances change, which can lead to claims of nondisclosure or breach of duty.

Consequences of incorrect or missing disclosures

License Sanctions: Suspension or fines by state commission
Civil Liability: Claims for damages or rescission
Contract Risk: Agreements may be challenged or voidable
Monetary Fines: State-level penalties for noncompliance
Closing Delays: Title or escrow may withhold funds
Reputational Harm: Loss of client trust and referrals

Where to send and store completed disclosures

Distribute copies to clients and transaction partners, and retain an official copy in the brokerage file for regulatory and audit needs.

  • Client Copy: Provide signed copy to buyer or seller at contract time.
  • Broker File: Retain original in the brokerage compliance folder or secure cloud archive.
  • Cooperating Broker: Send a copy to any cooperating broker or agent on the transaction.
  • Title/Escrow: Provide a copy to title or escrow officer when requested for closing.

Configuring an online disclosure workflow

Set up a repeatable template and routing rules so disclosures are consistently completed, signed, and archived across transactions.

Field Configuration
Authentication Method Email link with optional SMS code for signer verification
Template Lock Lock header fields to prevent accidental edits by agents
Auto-Archive Save completed PDFs to the brokerage cloud repository
Notification Rules Email copies to broker and client once signed

Technical considerations for digital execution

Choose a platform that supports secure PDFs, audit trails, and the integrations your office uses.

  • Formats supported: PDF, DOCX, and export options
  • Integrations: CRM and cloud storage integration support
  • Authentication: Email, SMS, or stronger verification

Timing rules and common deadlines

Disclosures must be provided at specific transaction points in many jurisdictions; follow brokerage policy and state law to determine timing.

Upon Listing or Offer:

Provide agency and office disclosures when listing or at first substantial contact.

Before Contract Execution:

Give buyers or sellers disclosures prior to signing purchase agreements where state law requires.

When Terms Change:

Issue an updated disclosure within a few business days after material changes.

At Closing:

Ensure final signed disclosure is available to title and escrow for closing.

Retention Start:

Retention begins on the disclosure effective date or closing date, per policy.

Saving and sharing: file formats and supporting documents

Maintain completed disclosures in durable formats and attach supporting documents to create a complete transaction record for audits and closings.

Download PDF

Save an auditable, flattened PDF copy (PDF/A recommended) to preserve signatures, visible fields, and an embedded audit trail for evidentiary use.

Export DOCX

Keep an editable DOCX master template for policy updates and version control; convert to PDF for execution to prevent post-signature edits.

Cloud Archive

Store signed documents in secure cloud storage with access controls and retention rules to meet regulatory and audit requirements.

Attach Supporting Docs

Include license copies, MLS sheets, and agency agreements as appendices so the disclosure file is comprehensive and self-contained.

Practical tips to complete disclosures accurately and efficiently

Apply consistent preparation and review practices to reduce errors and speed execution across multiple transactions.

Standardize templates and fields
Use a single, approved disclosure template with locked header fields and required-field validation to prevent omissions; version-control templates centrally and date changes to track revisions.
Validate license data
Cross-check broker and agent license numbers against the state licensing database before finalizing the disclosure to prevent licensure mismatches and regulatory notices.
Use clear compensation wording
Spell out commission amounts, splits, and referral fees in specific dollars or percentages rather than subjective phrases to avoid later disputes and facilitate closing statements.
Archive signed records securely
Store signed disclosures in a tamper-evident archive with restricted access, searchable metadata, and retention scheduling to support audits and legal holds.

Real-world examples of disclosure workflows in practice

These brief case summaries show how brokerages used standardized disclosures to improve compliance and transaction speed.

Martin Properties

Tim Martin, founder of Martin Properties, moved disclosures online to reduce turnarounds and maintain compliance.

  • The team digitized templates for consistent use across agents.
  • As a result, they processed disclosures remotely with complete audit trails and reduced manual filing while ensuring regulatory recordkeeping.

Optica Ventures LLC

Optica Ventures centralized office disclosures in a single repository managed by the COO.

  • They required broker verification before distribution.
  • Centralization improved retrieval for audits, reduced missing documents at closing, and provided a reliable single source of truth for brokerage records.

Comparing eSignature vendors for Real Estate Office Disclosures

Basic capability comparison and starting prices for common eSignature vendors. Use these criteria to match platform features to your brokerage's compliance and volume needs.

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

Common questions about using Real Estate Office Disclosures

Answers to frequent questions about legal validity, notarization, state differences, and secure storage for office disclosures.


Need help? Contact support

be ready to get more
Join over 28 million airSlate SignNow users
Sign Now
Company
Forms
Pricing
Resources
Knowledge base
Other Products
© 2026 airSlate Inc. All rights reserved.