Can this form be signed electronically?

Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states if intent, consent, attribution, and record retention requirements are met.

Is notarization always required?

Notarization is required for deeds and other recordable instruments in all states; witness requirements vary by state and document type. Check local recording rules before execution.

What if the owner name differs from tax records?

Provide the recorded owner name on the deed. If tax records differ, attach a note explaining the discrepancy and include supporting recorded documents to prevent title exceptions.

How should I handle multiple owners or entities?

List each owner exactly as recorded and indicate vesting form (joint tenants, tenants in common, trust, LLC). Attach entity formation documents when applicable to confirm signing authority.

How long must I keep the completed form?

Retain signed and electronic copies according to applicable rules: federal tax records three years (IRC §6501(a)), HIPAA six years (45 CFR §164.530(j)), and longer if state law requires it.

What authentication is appropriate for remote signers?

Email or SMS code authentication is common; consider higher-assurance methods (ID credential analysis, multi-factor) for high-risk transactions or lender requirements.

Electronic Signature
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Real Estate Property Information Form

Real Estate Property Information Form

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

REAL ESTATE PROPERTY INFORMATION FORM AND SERVICES AGREEMENT

Parties and Recitals

This Real Estate Property Information Form and Services Agreement (the Agreement) is entered into on between:

Owner Name: Representative / Agent Name:

WHEREAS, Owner is the legal owner of the real property described below (the Property); and WHEREAS, Agent is engaged to collect, verify and provide property information and related services as described herein.

Property Identification

Property Address: Parcel / APN Number:

Legal Description:

Physical Characteristics

Property Type (select all that apply):

Residential Commercial Vacant Mixed-Use

Year Built: Lot Size / Building Area / Units:

Ownership, Contacts & Title

Owner Mailing Address: Owner Contact Phone: Owner Email:

Title and Encumbrances: Does the Owner know of any mortgages, liens, judgments, recorded easements or other encumbrances affecting the Property?

Yes No

If yes, list lenders, instrument numbers, easements or other details:

Zoning, Use & Permits

Current Zoning Classification: Current Use of Property:

Utilities and Services

Water Provider: Sewer Provider:

Electric Provider: Gas Provider:

Environmental and Inspections

Known environmental conditions or concerns (hazardous materials, contamination, underground storage tanks, mold, lead-based paint, asbestos, wetlands, etc.):

Access, Keys and Security

Is the Property gated or restricted access?

Yes No

Access Instructions / Key Location:

Documents Attached

Indicate which documents are attached or will be provided:

Deed Survey Title Report Leases

Scope of Work

Describe the services to be performed by Agent with specificity. The description below will constitute the Scope of Work for which Owner agrees to compensate Agent.

Payment Terms

Total Fee: $. Payment will be made as follows:

Payment Schedule / Milestones:

Invoices are due within days of receipt. Late payments shall accrue interest at per month (or the maximum rate permitted by law) until paid.

Term and Termination

Term Commencement Date: . Term End Date (if applicable):

Either party may terminate this Agreement for convenience upon days' prior written notice. Termination for cause is permitted immediately upon material breach if the breaching party fails to cure within 10 days after written notice.

Confidentiality

Each party shall keep confidential all non-public information provided by the other party and shall not disclose such information except to employees, contractors, attorneys or advisors who have a need to know and are bound by confidentiality obligations no less protective than those in this Agreement. Confidential information does not include information that is publicly known through no breach of this Agreement, already known by the receiving party without restriction, independently developed, or required to be disclosed by law or valid court order (provided the disclosing party gives reasonable notice and cooperation to seek protective relief).

Representations & Warranties

Owner represents and warrants that (a) Owner is the legal owner or authorized agent of the owner of the Property and has full authority to provide the information and to enter into this Agreement; (b) the information supplied herein is true, complete and correct to the best of Owner's knowledge; and (c) there are no undisclosed material facts or circumstances that would affect Agent's performance under this Agreement.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to conflict of law principles.

Entire Agreement

This Agreement, together with any written attachments and incorporated exhibits, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous understandings, negotiations and agreements, whether written or oral. Any amendment must be in writing and signed by both parties.

Indemnification & Limitation of Liability

Owner shall indemnify and hold harmless Agent and its affiliates from and against any losses, claims, liabilities and expenses arising from Owner's breach of this Agreement, misrepresentations, or negligent acts. Except for willful misconduct or gross negligence, Agent's total liability arising from services under this Agreement shall be limited to direct damages not to exceed the total fees paid to Agent under this Agreement.

Acknowledgment and Certification

By signing below, Owner certifies that the information provided in this form is accurate and complete to the best of Owner's knowledge, and agrees to the terms and conditions set forth in this Agreement.

I certify under penalty of perjury under applicable law that the information provided in this Real Estate Property Information Form is true and correct.

Owner Printed Name:

By:

Date:

Agent Printed Name:

By:

Date:

What the Real Estate Property Information Form Is and when it's used

The Real Estate Property Information Form collects standardized data about a property and its ownership, title status, legal description, and key physical characteristics to support listing, sale, lease, valuation, and title review. It typically accompanies purchase agreements, listing packages, escrow instructions, and title searches. Completing the form accurately helps ensure disclosures are consistent with state requirements and that title companies, lenders, and buyers have the information needed for underwriting, closing, and tax reporting. This form is a preparatory record; it is not a substitute for formal title searches or attorney review.

Why a completed Property Information Form matters

A clear, complete form reduces closing delays, supports accurate disclosures, and helps title and escrow agents confirm encumbrances and ownership. It organizes essential facts for due diligence.

Who commonly completes and relies on the form

Parties involved in typical transactions include listing agents, property managers, title officers, escrow officers, and lenders who need concise, accurate property facts before closing.

Listing agents and brokers who collect disclosures and prepare marketing and contract exhibits for buyers and escrow.
Title and escrow officers who verify ownership, liens, easements, and legal descriptions before issuing title commitments.
Lenders and underwriters who require consistent property details for loan approval, insurance, and appraisal coordination.

The form serves multiple users across the transaction chain; tailoring fields for the primary recipients avoids duplication and speeds review.

Core components to include in a professional form

A complete Real Estate Property Information Form groups ownership, legal description, tax and parcel identifiers, occupancy and zoning data, encumbrances, and seller disclosures. Each section should map to documents a title company will check during commitment issuance.

Ownership

Full legal owner name, entity type, and contact details; show title vesting.

Legal Description

Lot, block, subdivision or metes-and-bounds text exactly as on deed or county records.

Parcel & Tax IDs

County assessor parcel number (APN), tax district, recent tax payment status, and year.

Encumbrances

Known liens, mortgages, easements, covenants, or recorded judgments affecting title.

Physical Details

Property address, unit number, acreage, year built, square footage, and occupancy status.

Seller Disclosures

Material defects, environmental issues, lead paint, and other state-mandated disclosure items.

Step-by-step: how to complete the form

Follow these steps in order to prepare a form that is usable by title, escrow, and underwriting teams.

01

Gather records: Collect deed, tax bill, prior title report, and current lender statements.
02

Confirm owner: Match owner name to deed; include entity details and formation state.
03

Record legal data: Enter legal description and APN exactly as recorded in county documents.
04

Sign and date: Have authorized signers sign, date, and notarize if required by state rules.

How to configure the online form workflow

Set up a digital workflow that routes the form for review, signature, and archival to match your closing process.

Field	Configuration
Upload Document	Upload as searchable PDF or DOCX to preserve text for field detection.
Place Fields	Add name, date, initial, and checkbox fields with required flags for mandatory items.
Signer Order	Define sequential or parallel signing to match escrow and lender needs.
Authentication	Choose email, SMS code, or higher-assurance methods for signer identity.

Technical requirements and integrations for eSubmission

Use a platform that supports common file formats, secure authentication, and integrations with title and CRM systems.

File formats: PDF, DOCX, and editable forms supported
Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace
Authentication: Email link, SMS code, and advanced methods

Integrations cut manual entry and accelerate handoffs; confirm your vendor supports your title and document management systems.

Typical routing and submission options

The form can be delivered in several common ways depending on parties and internal workflows.

Email delivery: Send signed PDFs to escrow and title via secure email.
Direct upload: Upload completed form to title portal or shared drive.
Signing link: Distribute a secure signing link for remote signer access.
API transfer: Push data directly into CRM or closing systems via integration.

Time-sensitive dates to keep in mind

Different items connected to the form have specific timing expectations; track them so reviews and closings are not delayed.

W-9 requests:

Provide a W-9 to payers on request; there is no fixed IRS filing deadline.

Disclosure timing:

State disclosure windows vary; deliver disclosures as required by state real estate law before closing.

Title review:

Title companies typically request completed property facts within initial escrow opening or within the first 7–15 days.

Closing window:

Align form completion with lender and escrow schedules to avoid extending closing dates.

Record retention:

Retain signed originals and electronic copies according to applicable retention rules.

Key milestones from preparation to retention

A practical milestone sequence helps coordinate parties and reduces last-minute holds during closing.

01

Prepare form

Compile deed, tax, and prior title documents and populate fields.

02

Verify details

Confirm owner name, APN, and legal description against county records.

03

Collect signatures

Obtain required signatures, notarization, and witness attestations as required.

04

Submit and retain

Send completed form to title/escrow and retain an electronic copy for records.

Common pitfalls that delay processing

Inaccurate legal descriptions copied with typos cause title search mismatches and require re-filing with county minutes.
Owner name variations—omitting entity suffixes or listing DBA names—lead to exceptions and slow title clearance.
Missing notarization or incorrect notary wording results in rejected deeds or witness affidavits during recording.
Incomplete disclosure entries or absent attachments (survey, HOA docs) prompt follow-up requests and postpone closing schedules.

Security, compliance, and record integrity highlights

Encryption in transit: TLS 1.2/1.3

Encryption at rest: AES-256

Audit trail: Detailed signing history

Regulatory standards: ESIGN and UETA compliance

Health data: HIPAA (BAA required)

Certifications: SOC 2 Type II and ISO 27001

Key legal and financial risks of errors

1099 penalties: $60/$130/$330 per form (IRC §6721)

Intentional disregard: $660+ per form, no cap

I-9 violations: $281–$2,789 per violation

Backup withholding: 24% withholding rate

Recording rejection: County may refuse misformatted deeds

Title exceptions: Unreported liens delay closings

Download formats and supporting documents to include

Provide the form and common supporting documents in standard export formats and include attachments that title and escrow commonly require.

Export formats

PDF/A, searchable PDF, DOCX for editable copies; preserves text for automation.

Supporting docs

Recorded deed, prior title report, tax bill, survey, and HOA documents when applicable.

Signed originals

Retain notarized originals for recording and store electronic copies for access.

Indexing

Name files with APN and owner to streamline retrieval and compliance audits.

eSignature vendor pricing and feature snapshot for form workflows

Compare baseline starting prices and key features relevant to property form workflows. signNow is listed first for consistent vendor comparisons.

	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	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Real-world examples of form use in closing workflows

These brief examples show how teams rely on standardized property forms to accelerate title review and closing coordination.

Optica Ventures LLC

The company prepared property facts before listing to avoid title questions

Prepared a packet with deed and APN linked to the form
This reduced title follow-ups and shortened escrow review windows, improving responsiveness to buyer inquiries and minimizing closing extensions.

Martin Properties

A small brokerage standardized the form across agents to speed listing intake

Centralized attachments and signatures
Agents reported fewer return requests from title, and management tracked completed forms electronically for audits and lease rollovers.

Practical tips for accurate and efficient completion

Adopt these practices to reduce errors and avoid common review delays when preparing property information forms.

Verify against records

Confirm owner name, APN, and legal description against county recorder or assessor records before submission.

Use templates

Create a standardized template with required fields and conditional logic for optional clauses to maintain consistency.

Digitize early

Capture documents as searchable PDFs to enable copy-and-paste accuracy and automated field detection.

Track versions

Maintain revision history and include an effective date to avoid confusion during title review.

Frequently asked questions about the Real Estate Property Information Form

Answers to common questions about completion, notarization, electronic submission, and retention for property information forms.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states if intent, consent, attribution, and record retention requirements are met.
Is notarization always required?
Notarization is required for deeds and other recordable instruments in all states; witness requirements vary by state and document type. Check local recording rules before execution.
What if the owner name differs from tax records?
Provide the recorded owner name on the deed. If tax records differ, attach a note explaining the discrepancy and include supporting recorded documents to prevent title exceptions.
How should I handle multiple owners or entities?
List each owner exactly as recorded and indicate vesting form (joint tenants, tenants in common, trust, LLC). Attach entity formation documents when applicable to confirm signing authority.
How long must I keep the completed form?
Retain signed and electronic copies according to applicable rules: federal tax records three years (IRC §6501(a)), HIPAA six years (45 CFR §164.530(j)), and longer if state law requires it.
What authentication is appropriate for remote signers?
Email or SMS code authentication is common; consider higher-assurance methods (ID credential analysis, multi-factor) for high-risk transactions or lender requirements.

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