Can the REA be signed electronically?

Yes in most cases. Federal ESIGN (15 U.S.C. §7001) and UETA permit electronic signatures unless an exception applies; verify state recording and purpose-specific exceptions (wills, court orders, certain foreclosure notices).

When is notarization required?

Deeds and many conveyance instruments require a notary acknowledgement for recording. Local recorder rules vary; check the county recorder for specific wording and witness requirements before execution.

What authentication is sufficient?

Email link or SMS code is common for routine agency agreements; notarization or RON with identity proofing is required for documents needing a notary. For high-assurance needs, use multi-factor or credential analysis.

How do I correct a signed error?

Execute a corrective amendment or ratification signed by the same parties. For recorded instruments, file an affidavit of correction or corrected instrument per county recording rules.

How should records be stored?

Store tamper-evident PDFs plus an audit trail showing signer identity, timestamps, and actions. Retain per applicable retention schedule and relevant statutes (IRS, HIPAA as applicable).

Which platform features matter most?

Look for audit trails, exportable tamper-evident PDFs, RON support if needed, and integrations with title/escrow systems. Select a plan that meets your authentication and retention requirements.

Electronic Signature
Templates
Real estate
Real Estate REA Guide

Real Estate REA Guide

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REAL ESTATE AGENCY (REA) GUIDE

Parties and Primary Contact Information

Client Name Client Contact (Address)

Client Phone

Client Email

Broker / Agent Name

Brokerage Firm

Property Identification

Property Address:

Parcel / APN:

Legal Description

Agency Relationship — Election and Disclosure

The Broker declares the following permitted agency roles in connection with transactions concerning the identified property. Select the role(s) to be established by written agreement of the parties:

Agency Type (select applicable) Buyer Agent (fiduciary duties to buyer) Seller/Listing Agent (fiduciary duties to seller) Dual Agent (consent required from all clients) Transaction Broker (limited representation to both parties) Designated Agent (broker assigns agent to represent client)

Effective Date of this Guide: . This Guide summarizes duties, authority, compensation parameters, and material disclosures between Broker and Client until superseded by an express written listing, buyer agency or other agreement.

Duties, Authority, and Limitations

Broker duties include the exercise of reasonable skill and care, the obligation to present all offers in a timely manner, and to disclose material facts known to Broker that affect the property's value or desirability. Broker does not warrant property condition unless expressly set forth in a separate written statement. Broker authority to list, advertise, or accept deposits must be granted by a separate written listing or agency agreement.

Client authorizes Broker to obtain property information, coordinate inspections, transmit and receive offers, and communicate with cooperating brokers. Client retains the right to negotiate and accept or reject any offer.

Compensation and Financial Terms

Commission Rate: . Commission is earned upon closing unless otherwise specified in a separate written agreement.

Who Pays Commission: .

Earnest Money / Retainer

Inspections, Contingencies and Timelines

Inspection Period (days): . Client is responsible for ordering inspections and delivering notices within applicable contingency periods.

Contingencies (select applicable) Financing contingency Appraisal contingency Title review contingency

Material Facts and Disclosures

Broker has the duty to disclose known material facts. The following known conditions (if any) concerning the property are disclosed below. If unknown, mark Unknown.

Lead-Based Paint (pre-1978 structure) Yes No Unknown

Mold or Water Intrusion Yes No Unknown

Prior Material Damage or Repairs (structural, fire, flood) Yes No Unknown

Additional Material Facts or Known Defects

Confidentiality and Client Instructions

Client authorizes Broker to treat the following matters as confidential: . Confidential instructions do not limit Broker's duty to disclose material facts required by law.

Default, Remedies, and Indemnity

If Client breaches a written purchase or listing agreement executed with Broker, Broker may pursue contractual remedies including enforcement of commission or retention of earnest money as set forth in that agreement. Client agrees to indemnify Broker for claims arising from Client's misrepresentations or failure to disclose material facts, except to the extent caused by Broker's gross negligence or willful misconduct.

Governing Law and Entire Agreement

This Guide is governed by the laws of the state in which the property is located. This Guide constitutes the complete summary of Agency issues between the parties for the stated property; any additional or conflicting terms require a separate, signed written agreement.

Acknowledgment

By signing below, the Client acknowledges receipt of this Real Estate Agency Guide, attests that the Client has read and understands the agency relationship options, and consents to the roles checked above. The Broker acknowledges the duty to perform according to the elected agency relationship and applicable law.

Client:

By:

Date:

Broker:

By:

Date:

What the Real Estate REA Guide Is and Who It Serves

The Real Estate REA Guide explains the purpose, typical contents, and completion process for a real estate agency agreement and related transaction checklists used in residential and commercial closings. It frames party roles, disclosure requirements, key dates, signatures, and supporting documents commonly needed by brokers, agents, lenders, title companies, and clients. The guide shows how to collect required data, comply with federal electronic-signature law (ESIGN) and state UETA/ESRA rules, and prepare the package for recording, notarization, or delivery to stakeholders and filing offices.

Why a Clear REA Guide Matters for Transactions

A concise REA Guide reduces miscommunication, supports compliance, and standardizes what parties must supply to close a deal efficiently.

Typical Users and Beneficiaries of the Real Estate REA Guide

Primary users include listing and buyer agents, brokers, transaction coordinators, title officers, and in-house counsel.

Listing and buyer agents — prepare and collect client identifiers, disclosures, and signatures for agency relationships.
Title and escrow officers — verify notarization, recording readiness, and chain-of-title requirements before closing.
Lenders and underwriters — confirm required attachments, tax reporting details, and any condition precedents for funding.

Secondary users include lenders, escrow officers, property managers, and auditors who rely on consistent documentation and retained records.

Core Elements to Include in a Professional REA Guide

A complete REA Guide sets out the document sections, required fields, authentication steps, and supporting exhibits to reduce delays at closing and recording offices.

Parties

Full legal names and contact details for all principals and entities, including business entity type and authorized signers; ensures correct attribution and tax reporting.

Scope

Clear description of services, territory, exclusivity, and term; avoids later disputes over authority and commission calculations during or after closing.

Consideration

Specific dollar amounts or commission formulas, payment timing, and conditions for release; vague terms can trigger enforcement issues.

Disclosures

Required state and federal disclosures, material facts about property condition, and lead-based paint or hazard statements, where applicable.

Signatures

Designated signature blocks, dates, and witness or notary fields; indicates whether electronic signatures are permitted and what authentication level is required.

Attachments

Exhibits such as legal descriptions, escrow instructions, seller property disclosures, and addenda referenced by the agreement to form a complete record.

Essential Data Elements the REA Guide Must Capture

Legal Entity: Full registered name

Signer Identity: Government ID type

Property ID: Street, parcel, legal description

Effective Date: MM/DD/YYYY format

Payment Terms: Commission rates or amounts

Notary Fields: Acknowledgement and jurat

Step-by-Step: Completing the Real Estate REA Guide

Follow these sequential steps to prepare, verify, and finalize the REA package for signing, notarization, and recording.

01

Gather IDs: Collect government IDs and entity documents from all parties.
02

Fill Core Fields: Enter full legal names, property description, and effective date.
03

Set Signatures: Place signature, initial, and date fields where required.
04

Verify & Route: Confirm attachments, then route for signatures and notarization.

How to Configure an Online REA Workflow

A basic digital workflow standardizes field placement, signer order, authentication, and final delivery to title or recording parties.

Field	Configuration
Signer Order	Sequential or parallel based on transaction needs
Authentication	Email link or SMS code; use stronger ID proofing for notarization
Notary Step	Reserve a notary or RON session before final signature
Final Delivery	Send copies to title, escrow, and all parties

Where to Send the Completed REA Package

After signing, route the package reliably to the parties responsible for recording, funding, and retention.

Title Company: Deliver final executed documents for closing and title insurance issuance.
Escrow Agent: Provide originals or certified copies for disbursement and closing.
County Recorder: Submit deeds and instruments for recording where required.
All Parties: Send signed PDFs and chain-of-custody metadata to each signatory.

Digital Signing and eSubmission Requirements

Choose a signing platform that supports required authentication, audit trails, and export formats for recording or escrow transfer.

File Formats: PDF/A, DOCX accepted
Integrations: Connectors for Google Workspace and Microsoft 365
Authentication: Email, SMS, or stronger ID verification

Key Deadlines and Timing Expectations

Real estate transactions have multiple deadlines tied to contract contingencies, funding, recording, and tax reporting; build these into the REA Guide.

Signatures Due:

As specified by contract; often within 3–14 days

Recording Window:

Record deed promptly after closing to protect title

Tax Reporting:

Provide payee reporting per IRS timelines if applicable

Notary Scheduling:

Arrange in advance for in-person or RON sessions

Document Retention:

Follow retention timeline in the guide

Common Preparation Errors to Avoid

Mismatched names between the deed and government ID — causes recording delays and title defects.
Missing legal description or incorrect parcel number — prevents acceptance by the county recorder.
Improper witness or notary execution — state-specific rules may void acknowledgment for recording.
Incomplete attachments or unsigned exhibits — breaks contingency conditions and delays closing.

Consequences of Incorrect or Incomplete REA Documentation

Recording Rejection: Delay or rejection by recorder

Title Risk: Clouded title or dispute

Regulatory Fines: License sanctions for brokers

Tax Penalties: 1099 penalties under IRC §6721

Escrow Delays: Funding held pending correction

Contract Breach: Potential liability for damages

Real-World Examples of REA Guide Use

These case summaries show how teams use a standardized REA Guide to reduce delays and maintain compliance in live transactions.

Martin Properties

Tim Martin, Founder, Martin Properties, used a standardized REA Guide to process lease and sale documents online.

The guide centralized required exhibits.
The firm reduced in-person trips and maintained a complete audit trail for each transaction, enabling faster closings while meeting state notarization rules and preserving consistent records for title review.

Optica Ventures

Brian Fitzgibbons, COO, Optica Ventures LLC, streamlined agent workflows using a consistent REA checklist.

All parties received the same document set.
This consistency lowered back-and-forth corrections, improved internal controls around commission calculations, and simplified delivery of executed files to escrow and title partners.

Comparing eSignature Options Relevant to the REA Guide

This vendor comparison focuses on practical cost and capability differences relevant to real estate agency document workflows; signNow is listed first per table 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	7-day free trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Answers to Common Questions About the REA Guide

Practical answers to frequent issues encountered when preparing, signing, and filing REA documents.

Need help? Contact support

Can the REA be signed electronically?
Yes in most cases. Federal ESIGN (15 U.S.C. §7001) and UETA permit electronic signatures unless an exception applies; verify state recording and purpose-specific exceptions (wills, court orders, certain foreclosure notices).
When is notarization required?
Deeds and many conveyance instruments require a notary acknowledgement for recording. Local recorder rules vary; check the county recorder for specific wording and witness requirements before execution.
What authentication is sufficient?
Email link or SMS code is common for routine agency agreements; notarization or RON with identity proofing is required for documents needing a notary. For high-assurance needs, use multi-factor or credential analysis.
How do I correct a signed error?
Execute a corrective amendment or ratification signed by the same parties. For recorded instruments, file an affidavit of correction or corrected instrument per county recording rules.
How should records be stored?
Store tamper-evident PDFs plus an audit trail showing signer identity, timestamps, and actions. Retain per applicable retention schedule and relevant statutes (IRS, HIPAA as applicable).
Which platform features matter most?
Look for audit trails, exportable tamper-evident PDFs, RON support if needed, and integrations with title/escrow systems. Select a plan that meets your authentication and retention requirements.

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