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Real Estate Purchase Items Document

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REAL ESTATE PURCHASE ITEMS DOCUMENT

This Real Estate Purchase Items Document (the "Items Addendum") is made as of Date: between Seller Name: and Buyer Name: concerning the property identified below. This Addendum sets forth all items of tangible personal property, fixtures, exclusions and related representations that are part of the purchase transaction and is incorporated into the Purchase Agreement between the parties.

Property Identification

Parties

Purchase Terms (Related)

Purchase Price: $    Earnest Money: $    Earnest Money Holder:

Proposed Closing Date:    Possession To Buyer On:

Financing Contingency Applies:    Inspection Period (days):

Included and Excluded Items — Itemized List

Instructions: Mark each listed item as Included or Excluded. Add additional items in the Other Items fields below. Items not expressly included are excluded.

Included Excluded
Included Excluded
Included Excluded
Included Excluded

Representations, Warranties and Condition of Items

Seller represents and warrants that Seller is the lawful owner of all items expressly conveyed and that, to Seller's knowledge, said items are free of liens and encumbrances, except as disclosed in writing to Buyer. Seller warrants that items represented as operable are in substantially the same working condition at the time of transfer as on the date of this Addendum, ordinary wear and tear excepted.

Buyer acknowledges that other than expressly warranted above, all included personal property and movable fixtures are conveyed "AS IS" and that Buyer has the right to inspect such items within the Inspection Period set forth above. Buyer's acceptance of conveyance at closing constitutes Buyer's final acceptance of the items unless otherwise provided in writing by the parties.

Inspection; Remedies for Non-Conforming Items

Buyer shall have the Inspection Period set forth above to inspect all included items. If Buyer notifies Seller in writing within the Inspection Period that an included item is not in substantially the condition warranted, Seller shall have a commercially reasonable opportunity to repair, replace or provide a credit for the nonconforming item prior to closing. If the parties cannot agree on resolution within seven (7) days after notice, Buyer may elect to proceed to closing, terminate the Purchase Agreement, or seek other remedies available under the Purchase Agreement and applicable law.

Risk of Loss; Damage Before Closing

Risk of loss to included personal property shall remain with Seller until closing. If any included item is materially damaged or destroyed before closing, Seller shall promptly notify Buyer. If the damage impacts the value or use of the property or included items, Buyer may elect to (i) accept an agreed credit at closing, (ii) require repair prior to closing, or (iii) terminate the Purchase Agreement as permitted by the Purchase Agreement.

Prorations; Utilities; Taxes

Personal property taxes, assessments and utilities related to included items shall be prorated between Buyer and Seller as of the Closing Date, unless otherwise provided in the Purchase Agreement. Any service contracts or warranties for included items that are assignable shall be assigned to Buyer at closing, to the extent assignable and requested by Buyer.

Disclosures

Lead-Based Paint Present: Yes No

Known Mold or Water Intrusion: Yes No

Prior Material Repair or Structural Damage: Yes No

Default; Remedies

Except as otherwise provided in the Purchase Agreement, a material breach of the obligations regarding included items shall constitute a default under the Purchase Agreement. Remedies for default shall be those set forth in the Purchase Agreement and by applicable law, including but not limited to specific performance, damages, or termination. Parties agree that monetary damages may be inadequate to remedy violations relating to removal or damage of fixtures and certain personal property.

Governing Law; Entire Agreement

This Items Addendum shall be governed by and construed in accordance with the laws of the state governing the Purchase Agreement. This Addendum, together with the Purchase Agreement, constitutes the entire agreement between the parties with respect to items of personal property and fixtures and supersedes all prior negotiations and understandings regarding such items.

Certification

The undersigned Seller and Buyer certify under penalty of perjury that the statements contained in this Items Addendum are true and correct to the best of their knowledge and that this Addendum shall survive closing to the extent necessary to enforce any warranties, representations or agreements contained herein.

Incorporated Purchase Agreement Date:

Seller

Print Name:

By (Signature):

Date:

Buyer

Print Name:

By (Signature):

Date:

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What the Real Estate Purchase Items Document Is

A Real Estate Purchase Items Document is a structured checklist and itemization used during property buy/sell transactions to record tangible goods, included fixtures, appliances, seller-provided items, and any exclusions. It accompanies the sales contract and helps buyers, sellers, agents, lenders, and title companies agree on exactly which items transfer with the property at closing. The document reduces ambiguity about possession, supports accurate closing statements, and becomes part of the permanent transaction file for inspections, funding, and post-closing reference.

Why a Clear Items List Matters in a Purchase

A precise Real Estate Purchase Items Document prevents disputes, aligns expectations among parties, and makes settlement processing smoother by tying each item to contractual terms and closing figures. It also documents condition and ownership at transfer, which helps resolve post-closing claims and supports lender requirements.

Why a Clear Items List Matters in a Purchase

Who Typically Prepares and Signs This Document

Clear roles reduce last-minute changes at closing and create an auditable trail for post-closing questions.

  • Real estate agents verifying included fixtures and appliances with clients and the title company.
  • Buyers and sellers confirming ownership, condition, and any removal or replacement agreements before closing.
  • Title officers and lenders checking attachments to ensure disbursements and loan conditions match disclosed items.

Step-by-Step: Completing and Confirming the Items List

Follow this basic sequence from draft to closing to ensure accuracy and party acknowledgment.

  • 01
    Draft the List: Agent or seller compiles initial inventory and notes condition.
  • 02
    Share with Buyer: Buyer reviews and requests clarifications or exclusions.
  • 03
    Update Agreement: Parties amend the purchase contract to reflect agreed items.
  • 04
    Finalize at Closing: Signers initial or sign the final list and include it in closing package.

Essential Parts of a Professional Items Document

A thorough document organizes items by category, shows condition, and links each entry to contractual language and signatures for enforceability.

Header

Identifies the property, file/reference number, contract date, and parties so the list is unambiguously associated with the sale.

Item Table

Structured rows with columns for item name, brand/model, location, serial number if applicable, condition, and inclusion status.

Exclusions

A clear section listing items the seller will remove or reserve, preventing last-minute disputes at possession transfer.

Condition Notes

Optional inspection remarks or known defects attached to specific items to document value and repair obligations.

Signatures

Signature and date fields for seller, buyer, and agent with place for printed names and capacity (individual or company).

Attachments

Space for photos, receipts, warranties, or manufacturer manuals referenced by item row to support post-closing claims.

Required Data Elements at a Glance

Property ID: Street address
Seller: Full legal name
Buyer: Full legal name
Item Details: Make/model/serial
Inclusion: Included/excluded
Signature: Signed and dated

Configuring an Online Workflow for the Items Document

Set up fields, signer order, and authentication to match your closing process and compliance needs.

Field | Configuration Required | Optional | Conditional
Signer Order Buyer then seller then escrow officer
Authentication Email link or SMS code
Conditional Fields Show warranty rows if 'Included' selected
Retention Settings Export PDF and retain audit trail

Digital Signing and Delivery Requirements

Ensure the chosen provider supports ESIGN and UETA compliance, produces an audit trail, and can export signed documents into your closing package for the title company.

  • File Types: PDF, DOCX
  • Auth Methods: Email/SMS/KBA
  • Integrations: CRM and title systems

Where to Send and File the Completed Document

Route the completed items list to the core stakeholders and store copies with transaction records.

  • Buyer: Provide final signed copy for buyer records.
  • Seller: Seller retains a signed original or PDF.
  • Title Company: Include in closing package and escrow file.
  • Lender: Send if lender requires included items listed for collateral purposes.

Timing Considerations and Deadlines

Key dates ensure the items list is finalized before funds flow and possession changes; align timing with contingencies and lender conditions.

Contract Acceptance Date:

Begin drafting the list at contract execution.

Inspection Contingency:

Finalize item condition and repairs before the inspection deadline.

Loan Conditions:

Provide list to lender as required for appraisal or underwriting.

Closing Disclosure:

Attach final items list before settlement to match closing figures.

Possession Date:

Confirm final inventory with keys transfer and occupancy.

Transaction Milestones for the Items Document

Track milestones from draft through post-closing to maintain a complete transaction record that supports funding and occupancy.

01

Draft Created

Seller or agent prepares initial inventory and photos.

02

Buyer Review

Buyer inspects, requests changes, and confirms status.

03

Final Agreement

Parties sign the final items document alongside the purchase contract.

04

Record Retention

Include document in title/escrow file for required retention period.

Common Mistakes to Avoid When Preparing the Items Document

  • Using vague descriptions like 'all appliances' instead of specific make and model entries causes disputes about what actually transferred.
  • Failing to list exclusions (items the seller intends to remove) leads to last-minute removals and potential claims at or after closing.
  • Neglecting to capture condition or serial numbers can hinder warranty claims, insurance adjustments, or lender collateral verification.
  • Omitting signatures, initials, or dates from one party creates ambiguity and may delay funding or title recording.

Consequences of an Incomplete or Incorrect Items List

Delayed Closing: Funding and recording delays
Post-Closing Disputes: Buyer claims for missing items
Title Issues: Escrow holdbacks or curative actions
Financial Exposure: Repair or replacement costs
Contract Breach: Remedies under the purchase contract
Compliance: Lender requirements unmet

eSignature Pricing Snapshot for Transaction Documents

Basic pricing and capabilities vary by vendor; signNow appears first to show its entry-level cost and common compliance features relative to competitors.

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 (trial) Yes (trial) Yes (trial) Yes (trial)
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Real-world Examples of Using an Items Document

Two illustrative customer stories show how the items list reduces friction and documents transaction specifics.

Optica Ventures (Brian Fitzgibbons)

Brian Fitzgibbons used a structured items list when closing multiple residential purchases to keep records consistent and avoid disputes.

  • The list tied each fixture to the contract.
  • The standardized approach reduced follow-up emails and simplified title package assembly across transactions.

Martin Properties (Tim Martin)

Tim Martin processes closing documents online and includes item inventories in every sale to ensure clarity.

  • He captures photos and serial numbers for major appliances.
  • Having the signed items list on file cut post-closing claims and supported faster funding and possession transfers.

Practical Tips for Accurate and Efficient Completion

Adopt these practices to reduce risk, speed approvals, and keep the transaction file audit-ready.

Standardize Item Descriptions
Use consistent fields (make, model, serial, location) and avoid ambiguous language. Standardization improves searchability and supports lender or warranty verification if a dispute arises.
Capture Condition and Photos
Document visible condition at the time of listing or inspection and attach photos. Photographic evidence reduces disputes about damage or missing items after possession transfers.
Align with Contract Terms
Cross-reference any item that affects price or contingencies directly to the purchase agreement clause. This reduces interpretation gaps between the items list and contract remedies.
Keep an Audit Trail
Record edits, signer identities, and timestamps. An audit trail demonstrates intent and attribution, which supports enforceability under ESIGN and UETA frameworks.

Frequently Asked Questions About Items Documents

Answers to common questions about execution, notarization, eSigning, and post-closing adjustments for a Real Estate Purchase Items Document.


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