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Real Estate Repair and Plantings Form

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REAL ESTATE REPAIR AND PLANTINGS FORM

Parties and Effective Date

Seller Name:    Buyer Name:

Effective Date:

Property Identification

Scope of Repairs and Plantings

The parties agree the following repairs, installations and plantings (each an "Item") shall be completed in accordance with the specifications below. Each Item must be completed substantially in accordance with the stated description and materials, and be subject to final inspection and acceptance as set forth in this Form.

Responsible Party:    Estimated Cost: $    Completion By:

Responsible Party:    Estimated Cost: $    Completion By:

Responsible Party:    Estimated Cost: $    Completion By:

Responsible Party:    Estimated Cost: $    Completion By:

Responsible Party:    Estimated Cost: $    Completion By:

Responsible Party:    Estimated Cost: $    Completion By:

Payment, Escrow and Holdback

Party Responsible for Payment (select all that apply):

Payment Terms: Any payment or holdback shall be released only upon written certification of completion and acceptance in accordance with this Form. If escrow holdback is used, funds shall be disbursed upon receipt of signed release by parties or by the escrow agent in accordance with escrow instructions.

Permits, Access and Approvals

Responsibility for obtaining any required permits and authorizations shall be:    HOA / Architectural Review required:

Access for performance and inspection: Seller grants reasonable access to the Property for performance of the work and for final inspection during normal business hours and upon reasonable notice.

Inspection, Acceptance and Remedies

If any Item is not completed in accordance with the Acceptance Criteria, the non-breaching party shall provide written notice describing defects. The responsible party shall have days to cure. If uncured, the non-breaching party may pursue remedies including specific performance, repair by a third-party with costs charged to responsible party, or deduction from escrow holdback as set forth herein.

Warranties, Maintenance, and Planting Establishment

Warranty period for plantings (months): . Seller/Contractor warrants that plant materials will be healthy at time of installation and shall replace plant material that dies within the warranty period due to planting or material defects, excluding damage by acts of nature or third parties.

Representations, Insurance and Indemnity

Each party represents it has authority to enter this Form. The responsible party for performance shall maintain general liability and workers' compensation insurance as required by law and shall indemnify, defend and hold harmless the other party from liabilities arising out of performance of the work, except to the extent caused by the indemnitee's gross negligence or willful misconduct.

Disclosures and Environmental Conditions

Lead-based paint (if applicable):    Mold or fungal conditions known:

Irrigation work included:    Tree removal or trimming required:

Default, Remedies and Governing Law

A default under this Form occurs if a responsible party fails to commence or diligently pursue completion within the agreed time or fails to cure notified defects within the cure period. Remedies shall include specific performance, repair by third party with reimbursement, or deduction from escrow holdback. This Form shall be governed by the laws of the state of .

Entire Agreement and Signatures

This Form, together with any incorporated exhibits, constitutes the entire agreement between the parties concerning the repairs and plantings described herein and supersedes prior oral or written agreements. Amendments must be in writing and signed by both parties.

Seller - Printed Name:

By:

Date:

Buyer - Printed Name:

By:

Date:

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What the Real Estate Repair and Plantings Form Documents

The Real Estate Repair and Plantings Form documents agreed repairs, landscaping, and planting obligations tied to a property's sale, lease, or development project. It records responsible parties, task descriptions, materials or species specifications, timing, inspection rights, cost allocation, and acceptance criteria. The form is commonly appended to purchase agreements, lease amendments, work orders, or HOA compliance files and serves as an enforceable exhibit that clarifies post-closing maintenance, warranty items, and contractor deliverables.

Why a Formal Repair and Planting Record Matters

Using the Real Estate Repair and Plantings Form creates an auditable record of obligations, timelines, and acceptance standards that reduces disputes, supports inspections, and documents cost responsibilities for all parties.

Why a Formal Repair and Planting Record Matters

Who Typically Completes or Relies on This Form

Typical signatories and stakeholders who complete or rely on this form include buyers, sellers, contractors, property managers, and homeowners association representatives.

  • Residential buyers and sellers — record agreed repairs and planting responsibilities pre- or post-closing.
  • Contractors and landscapers — accept scopes, materials, timelines, and inspection protocols before starting work.
  • Property managers and HOAs — track compliance with community standards and enforce corrective actions.

Roles vary by transaction; ensure the person signing has authority and that corporate or HOA approvals are documented.

Primary Signer Profiles and Responsibilities

HOA Manager

Manages community repair standards, approves planting plans per covenants, and may have authority to enforce corrective actions or levy fines if obligations are not met; typically reviews compliance evidence and coordinates inspections.

Licensed Contractor

Provides a scoped proposal, confirms material or species lists, agrees to start and completion dates, and signs to accept inspection terms and warranty obligations; should include license number and proof of insurance.

Essential Elements to Include in the Form

A professional Real Estate Repair and Plantings Form clearly defines scope, timing, costs, and acceptance criteria so parties understand obligations and remedies.

Scope of Work

Describe repairs and planting tasks in actionable detail, including preparatory work, allowable substitutions, and tolerances for workmanship to prevent later disagreements.

Materials and Species

Specify materials, plant species, sizes, and installation methods; include acceptable brands or equivalents and note any warranty or nursery guarantees.

Schedule and Deadlines

Identify start and completion dates, milestone inspections, and cure periods for unacceptable work to establish enforceable timeframes.

Cost Allocation

State who pays for labor, materials, permits, and inspections; include retainage, escrow holdbacks, or allowances and how change orders will be approved.

Inspection & Acceptance

Define inspection criteria, acceptable moisture or plant health standards, who inspects, and the acceptance signoff process with remedies for failures.

Signatures & Authority

Collect printed names, titles, dates, and contact information for authorized signers; include company or HOA board approval language where required.

Required Data Elements at a Glance

Property Address: Full street address
Legal Owner Name: Owner as listed on title
Contractor License: License number and state
Work Description: Brief scope summary
Start/End Dates: MM/DD/YYYY dates
Signatures: Signed names and dates

Step-by-Step: Completing the Repair and Plantings Form

Follow these steps in order to create a complete, enforceable form that aligns with closing and construction workflows.

  • 01
    Prepare Details: Gather title, contractor, and HOA information before drafting.
  • 02
    Define Scope: Write measurable tasks, materials, and plant specifications.
  • 03
    Set Schedule: Assign start, milestones, and final acceptance dates.
  • 04
    Sign and File: Obtain authorized signatures and distribute executed copies.

Configuring an Online Workflow for This Form

Configure your e-signature workflow to match signing order, authentication, reminders, and storage requirements before sending.

Field Configuration
Signing Order Sequential or parallel routing
Signer Authentication Email, SMS code, or ID verification
Reminders Auto-reminder cadence and escalation
Storage Location Cloud folder or enterprise repository

Where to Send or File the Completed Form

Routing depends on the transaction stage; ensure copies reach closing, the contractor, and any governing HOA or escrow holder.

  • Escrow or Closing Agent: Attach to settlement package for escrow holdbacks.
  • Homeowner Association: Provide a copy to HOA records for compliance tracking.
  • Contractor / Installer: Deliver an executed copy before beginning work.
  • County Recorder: Record only when required as an attachment to deed.

Technical Considerations for eSubmission and Signing

Use a platform that supports PDF and DOCX templates, preserves an immutable audit trail, and integrates with your document repository or closing system.

  • File Formats: PDF and DOCX supported
  • Integrations: Salesforce, NetSuite, Google Workspace
  • Security: TLS in transit, AES-256 at rest

Ensure the chosen solution offers signer authentication options, audit logs, and storage export formats compatible with your records retention policies; for high-volume workflows evaluate per-signature pricing or site-license models.

Common Deadlines and Timing Expectations

Establish clear dates for completion, inspections, and remedies to reduce disputes and enable escrow or warranty actions.

Work Start Deadline:

Begin work within 14 to 30 days after acceptance.

Completion Deadline:

Complete tasks within the agreed contract period, often 30–90 days.

Inspection Window:

Schedule final inspection within 7–14 days of completion.

Cure Period:

Allow 7–30 days to remedy deficiencies after inspection.

Warranty Period:

Commonly 1 year for plantings; specify otherwise in form.

Typical Milestones from Agreement to Acceptance

A sequential milestone view helps parties track progress from signing through final acceptance and any retention releases.

01

Agreement Signed

Form executed and copies distributed to stakeholders.

02

Work Commences

Contractor begins preparatory and installation activities.

03

Interim Inspection

Optional milestone inspection for major phases.

04

Final Acceptance

Inspector signs off or documents required corrections.

Common Preparation Mistakes to Avoid

  • Vague scopes that omit species names or material grades lead to substitution disputes and acceptance disagreements.
  • Missing authorized signer information or corporate/board approvals causes resubmission and delays during closing.
  • Failing to specify payment or escrow holdback terms can leave parties uncertain about cost responsibilities.
  • Not documenting inspection criteria or schedule creates ambiguity about when work is considered complete.

Consequences of Incomplete or Incorrect Forms

Contractual Breach: Damages or remedial obligations
HOA Fines: Monetary penalties under covenants
Escrow Withhold: Funds can be retained pending completion
Permit Violations: Local code enforcement risk
Delay Damages: Compensation for schedule overruns
Enforcement Costs: Attorney fees and collection expenses

eSignature Pricing and Feature Comparison for Document Execution

Compare baseline pricing and features relevant to signing Real Estate Repair and Plantings Forms; signNow appears first in the list by design.

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 Varies Varies Free limited plan Free limited plan
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

Real-world Examples of Electronic Workflows with Repair Forms

These examples show how standardizing forms and using electronic signing can reduce disputes, speed turnarounds, and simplify recordkeeping.

Martin Properties

Tim Martin, founder of Martin Properties, used an electronic workflow to manage post-closing repair and landscaping obligations across multiple transactions.

  • Cut document turnaround from days to hours.
  • He reported processing and executing documents online with compliance and security, coordinating contractors and buyers via mobile signing and audit trails to close outstanding items faster.

Optica Ventures

Brian Fitzgibbons at Optica Ventures integrated standardized repair and planting templates into closing packets to ensure consistent contractor scopes.

  • Templates improved consistency and reduced revisions.
  • By attaching the form to settlement documents and using timestamped signatures, the team reduced disputes over post-closing obligations and simplified inspection scheduling across its portfolio.

Practical Tips for Clear, Enforceable Forms

Adopt consistent drafting and execution practices to minimize ambiguity and speed enforcement when issues arise.

Write a precise scope of work and materials
Use measurable terms, exact plant species, and material grades so contractors and inspectors evaluate work against clear standards and substitutions are controlled.
Require signer authority and document approvals
Collect corporate resolution or HOA board minutes when a corporate entity or association signs, and record the signer's title to avoid later authority disputes.
Align inspection criteria with acceptance
Define success criteria for plant health, workmanship, and tolerances; include photo documentation, inspection checklists, and acceptance signoff procedures.
Use templates and version control for consistency
Store canonical templates, track revisions, and ensure all parties use the current form version to prevent conflicting obligations.

Frequently Asked Questions and Troubleshooting

Answers to common questions about e-signing, notarization, updates, retention, and signer authority for the Real Estate Repair and Plantings Form.


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