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Real Estate Property Info Sheet

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REAL ESTATE PROPERTY INFO SHEET

Prepared by:    Date Prepared:

Property Identification

Property Type:

Year Built:   Gross Living Area (sq ft):   Lot Size:

Owner / Party Information

Phone:   Email:

Title, Liens and Encumbrances

Vesting / Title Type:

Are there outstanding liens or judgments against the property?

Utilities, Services & Systems

Water:   Sewer:

Electricity Provider:   Gas Provider:

Improvements, Repairs & Appliances

Taxes, Assessments & Insurance

Current annual property tax (most recent year):   Tax Year:

Special assessments or Mello-Roos:

Rental / Occupancy Status

Is the property tenant-occupied?

Environmental, Safety & Health Disclosures

Flood Zone:   Coastal Zone:

Lead-based paint (for properties built before 1978):   Mold or water intrusion issues:

Homeowners Association / Condominium

Is the property subject to HOA or condominium association rules and dues?

Additional Disclosures & Certifications

The undersigned certifies, under penalty of perjury, that the information contained in this Property Info Sheet is true and correct to the best of their knowledge. The owner acknowledges that this form is an informational document used by the listing broker and prospective purchasers; it is not a substitute for inspections, title review, or escrow closing documents. The owner agrees to disclose any material facts known to them that could affect the value or desirability of the property.

Governing law:   This Property Info Sheet constitutes the entire written representation of facts by the owner regarding the matters disclosed herein and supersedes prior oral or written statements by the owner regarding such matters.

Seller / Owner Name:

By:

Date:

Listing Broker / Agent:

By:

Date:

Enter text✕

What a Real Estate Property Info Sheet Is and when it’s used

A Real Estate Property Info Sheet summarizes a property’s key details for transactions, listings, inspections, permits, or third-party review. Typical content includes legal description, parcel ID, square footage, utility connections, zoning, recent improvements, encumbrances, and owner contact data. Agents, sellers, property managers, and title professionals use this consolidated record to speed review, support disclosures, and reduce back-and-forth requests during listing, offer, escrow, or due-diligence stages.

Why a clear Property Info Sheet matters for transactions

A well-completed sheet reduces errors, shortens review cycles, and helps meet disclosure and underwriting requirements. Accurate, consistent property details limit disputes during escrow, clarify responsibilities for repairs or utilities, and provide a single source of truth for agents, lenders, and title companies.

Why a clear Property Info Sheet matters for transactions

Who typically completes and relies on this form

The Real Estate Property Info Sheet is completed by parties responsible for the property’s factual data and used by professionals needing a concise file summary.

  • Listing agents and brokers who gather condition, amenity, and disclosure details for marketing and contract prep.
  • Sellers and property owners who confirm legal description, ownership names, and recent improvements before offers.
  • Title officers, lenders, and inspectors who use the sheet to verify parcel ID, easements, and encumbrances.

Use the sheet as a shared document across the transaction team to avoid duplicate requests and to support faster underwriting, disclosure, and closing processes.

Essential sections to include on a professional sheet

A complete Property Info Sheet groups data to support review and records: identification, physical details, legal and tax identifiers, utilities, encumbrances, and contact / signature blocks.

Property ID

Parcel number, assessor’s ID, and legal description to match county records and title documents precisely.

Physical Details

Square footage, lot size, year built, bedroom/bath count, and any accessory structures or units on the parcel.

Utility & Services

Primary utility providers, meter numbers, sewer/septic status, and known service easements impacting use.

Encumbrances

Recorded liens, mortgages, easements, covenants, pending litigation, and outstanding assessments that affect transferability.

Tax & Valuation

Most recent tax parcel value, tax year, special assessments, and AMV/assessed values reported to the county.

Signatures

Owner(s) and preparer signature lines with dates, printed names, and contact information for verification and audit trail.

Required fields at a glance

Owner name: Full legal name
Parcel number: Assessor ID
Property address: Street, city, state, ZIP
Legal description: Lot/tract wording
Encumbrances: Liens/easements noted
Preparer contact: Name, phone, email

Step-by-step: complete and circulate the Property Info Sheet

Follow these steps to collect, verify, and distribute the sheet so stakeholders have consistent, auditable information throughout the transaction.

  • 01
    Collect core data: Gather deed, assessor record, and recent tax bill.
  • 02
    Confirm details: Verify parcel ID and legal description with county records.
  • 03
    Attach supporting docs: Include title report excerpt and recent survey if available.
  • 04
    Share and retain: Distribute to parties and save signed copy in records.

How to set up an online workflow for this sheet

Configure a repeatable digital workflow to collect signatures, preserve audit trails, and attach supporting files automatically.

Field Configuration
Mandatory owner fields Make name, address, parcel number required
Signature fields Require signer name, signature, and date
Attachment settings Allow PDF upload for title reports or surveys
Routing order Set agent → seller → title officer sequence

Digital signing and sharing: platform considerations

Ensure encryption in transit and at rest, long-term storage for audit trails, and the ability to produce an audit certificate with timestamps and IP addresses.

  • Format support: PDF and DOCX compatibility
  • Integrations: Works with MLS, CRM, or cloud storage
  • Authentication: Email, SMS, or higher-assurance options

Where to send or file the completed sheet

After completion, route the sheet to the parties who need it and file copies with regulatory or record-keeping stakeholders as required.

  • Listing distribution: Send to brokerage, co-listing agents, and MLS upload
  • Escrow and title: Provide to escrow officer and title company
  • Lender delivery: Include with loan package if financing is used
  • Internal records: File signed copy in transaction management system

Typical timing and deadlines to watch

Timing depends on transaction stage; use the sheet early to avoid last-minute discovery that can delay offers or closing.

Before listing:

Complete sheet prior to MLS or marketing launch

Offer submission:

Include sheet with offers when requested by buyer or lender

Escrow opening:

Deliver to escrow/title within initial file package

Pre-closing review:

Confirm encumbrance and tax info during closing checklist

Record retention:

Retain signed copy according to retention policy

Common preparation mistakes to avoid

  • Entering incomplete legal descriptions that do not match county records, causing title exceptions and rework.
  • Using inconsistent owner names across documents, which can delay title clearance and require affidavits.
  • Failing to attach recent surveys or HOA documents when required, resulting in additional requests from buyers or title.
  • Omitting encumbrance instrument numbers or lien holder details, creating ambiguity for payoff calculations.

Key risks if the sheet is incorrect or omitted

Title delays: Extended closing time
Contract rescission: Buyer may claim material omission
Tax reporting: Incorrect TIN triggers withholding
Financial penalties: Backup withholding 24%
Legal exposure: Disclosure lawsuits possible
Recording errors: Deeds rejected or re-recorded

Supporting documents to include and file formats to keep

Attach authoritative supporting documents and save in common formats to simplify review and future retrieval by title, lender, and counsel.

Title excerpt

Preliminary title report or title commitment excerpt as PDF showing recorded exceptions and owner name.

Survey or plat

Certified survey or plat in PDF showing boundaries, easements, and improvements when available.

Tax statements

Latest property tax bill or assessment document to support valuation and special assessment disclosures.

Inspection reports

Pest, structural, or roof inspection reports attached as dated PDFs for buyer review.

eSignature vendor comparison for handling Property Info Sheets

Comparing common vendor pricing and core capabilities helps select a solution that supports required compliance, bulk send, and envelope limits for high-volume real estate workflows.

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, no credit card Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes (Business Premium) Yes Yes Yes Yes
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No envelope cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

FAQs — common questions about the Property Info Sheet

Answers to frequent practical and legal questions encountered when preparing, signing, and storing the sheet for U.S. real estate transactions.


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