Is an electronic signature valid?

Yes. Electronic signatures meet U.S. legal standards when intent, consent, attribution, and reliable record retention are present. The ESIGN Act (15 U.S.C. ch. 96) and UETA govern e-signature validity; exceptions such as wills or certain court filings may still require wet signatures.

When is notarization required?

Notarization is required for deeds and any document the local recording office mandates. Notary acknowledgements are typical for instruments affecting title; witness requirements vary by state, so confirm county recorder and state notary rules before execution.

Can I use remote online notarization (RON)?

Many states permit RON with identity proofing, audiovisual recording, and retention requirements. If your state and recorder accept RON, it can streamline execution and reduce travel while still meeting recording and evidentiary needs.

What attachments should I include?

Attach inspection reports, contractor bids, permits, and photographs referenced in the scope. Number exhibits clearly and reference them in the main text to preserve evidentiary value and reduce disputes at closing.

How long must I keep the document?

Retain executed documents for the active term plus at least three years; for many real estate matters retain seven years. IRS rule: keep relevant records three years from filing (IRC §6501(a)); state rules may require longer retention periods.

How do I correct errors after signing?

Minor clerical errors can be fixed with a signed amendment or corrected exhibit. Material changes require a signed amendment executed by all parties; record amendments with escrow or title if they affect a recorded instrument.

Electronic Signature
Templates
Real estate
Real Estate Spruces Document

Real Estate Spruces Document

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Real Estate Spruces Document

This Real Estate Spruces Document (the "Agreement") is entered into by and between Seller: and Buyer: . Effective Date: .

Property Identification

Property Address Parcel / APN Number Legal Description

Scope of Work

Seller agrees to perform the improvements, repairs and cosmetic work (collectively "Sprucing") described below. Sprucing shall be performed in a workmanlike manner and in compliance with applicable law and building codes.

Detailed Scope of Work

Schedule and Inspection

Commencement Date: Completion Date:

Buyer shall have a final walkthrough and inspection period of days following Seller's written notice of completion to accept or reject the work. Rejected items shall be remedied by Seller within business days.

Costs, Payment and Credits

Total Estimated Cost Deposit / Earnest Amount Toward Sprucing

Payment shall be made as follows:

If Seller fails to complete Sprucing by the Completion Date, Buyer may elect (choose one):

Permits, Standards and Warranties

Seller shall be responsible for obtaining all required permits for the Sprucing and shall perform all work in compliance with applicable building codes. Seller warrants that all work performed under this Agreement will be free from material defects in workmanship for a period of from completion.

Seller shall, upon request, provide copies of permits and final inspections to Buyer prior to closing. If any work requires trade-specific licensing, Seller shall cause licensed contractors to perform such work.

Insurance, Liens and Indemnity

During performance of the Sprucing, Seller shall maintain general liability insurance and workers' compensation as required by law. Seller shall keep the Property free of mechanics' liens arising from work performed under this Agreement and shall indemnify and defend Buyer against any claims, losses or liabilities arising from Seller's breach or from contractors retained by Seller.

Insurance / Bonding Details (if any)

Disclosures

The Seller makes the following disclosures regarding known conditions materially affecting the Property:

Lead-based paint or lead hazards present (if checked, describe below)

Mold or moisture intrusion present (if checked, describe below)

Prior structural or material damage repaired (if checked, describe below)

Known environmental hazards (asbestos, underground storage tanks, contamination)

Disclosure Details

Default; Remedies; Cure Periods

If either party defaults under this Agreement, the non-defaulting party shall provide written notice describing the default and permit a cure period of calendar days. If the default is not cured within the cure period, the non-defaulting party shall be entitled to pursue all remedies at law or equity, including specific performance or monetary damages.

In the event Seller fails to complete the Sprucing and Buyer elects to complete the work, Seller shall pay reasonable costs to complete and shall provide lien waivers for all contractors used to complete the work.

Notices

Seller Notice Address Buyer Notice Address

Governing Law; Entire Agreement; Amendment

This Agreement shall be governed by and construed under the laws of the state where the Property is located. This Agreement constitutes the entire agreement between the parties with respect to Sprucing and supersedes all prior negotiations or agreements. Any amendment must be in writing and signed by both parties.

Additional Provisions

Additional Terms or Conditions

Seller:

Printed Name:

Signature:

Date:

Buyer:

Printed Name:

Signature:

Date:

What the Real Estate Spruces Document Is

The Real Estate Spruces Document is a standardized transactional form used to record property condition assessments, repairs, and agreed minor improvements between seller, buyer, or property manager and contractors during a real estate transaction. It consolidates descriptions of work, cost estimates, completion timelines, and acceptance criteria into a single attachable exhibit that can be included with purchase agreements, lease addenda, or closing disclosures. When completed and signed by authorized parties, the document becomes part of the transaction record and can help allocate responsibility for repairs, establish expectations, and reduce disputes at or after closing.

Why the Document Matters in Closings

Use the Real Estate Spruces Document to create a clear, signed record of agreed repairs or improvements, reduce ambiguity about responsibilities, and document timelines and costs for closing. It supports transparency between parties and streamlines post-closing follow-up and escrow holdback administration.

Who Typically Uses This Form

Agents, property managers, closing coordinators, and buyers/sellers use the Real Estate Spruces Document to document agreed repairs and timelines.

Real estate agents: record repair agreements, attach to contracts, and communicate terms to all parties.
Buyers and sellers: confirm scope, costs, and acceptance criteria before closing or final walk-through.
Property managers/landlords: document maintenance commitments and timelines for tenant move-ins and renewals.

Keep one executed copy with closing records and share copies with escrow, contractors, and legal counsel when appropriate.

Core Elements to Include for Clarity

Essential components of a professional Real Estate Spruces Document ensure clarity on scope, cost, timing, responsibilities, acceptance criteria, and dispute-resolution procedures.

Scope of Work

Describe tasks with sufficient detail, materials, measurements, and references to photos or inspection reports so contractors and parties share a common understanding of what will be completed.

Cost Estimate

Provide itemized costs, labor rates, total not-to-exceed amounts, and note whether payments are held in escrow or paid directly upon completion.

Completion Timeline

Specify start and end dates, inspection windows, milestones, and remedies for missed deadlines including cure periods or liquidated amounts.

Acceptance Criteria

Define inspection standards, testing requirements, and who will sign off on completed work to trigger payment or release of holdbacks.

Signatory Block

Include printed names, titles, signatures, dates, and contact details for all responsible parties and any contractor representatives.

Attachments & Exhibits

Reference inspection reports, photos, permits, or contractor bids and include them as numbered exhibits for clarity and evidentiary value.

Step-by-Step: From Draft to Closing

Follow these steps to complete, approve, and include the Real Estate Spruces Document in the closing package.

01

Collect Inspection: Attach inspection report and photos.
02

Draft Scope: List tasks, materials, and measurements.
03

Review & Approve: Circulate to parties for written consent.
04

Finalize & Attach: Sign, date, and add to closing documents.

Configuring an Online Workflow

Configure digital workflow fields, signer order, and authentication to match transaction complexity and regulatory requirements.

Field	Configuration
Signer Order	Sequential signers recommended for contract sign-off.
Authentication	Email link with optional SMS code for higher assurance.
Required Fields	Full legal names, addresses, signature blocks, and effective date.
Audit Trail	Enable full audit: IP, timestamps, and signer emails.

Distribution Channels and File Format Notes

Choose delivery channels and file formats that preserve evidentiary value and facilitate closing workflows.

Supported Formats: PDF, DOCX, and image attachments.
Integrations: Connect to title, escrow, and CRM systems.
Authentication Options: Email, SMS code, KBA, or SSO.

Where Executed Documents Typically Go

Typical routing for an executed Real Estate Spruces Document ensures distribution to all parties and inclusion in official transaction records.

Agent: Receive signed copy, file with contract records.
Escrow/Title: Hold negotiated funds and attach to closing file.
Contractor: Receive scope and schedule to begin work.
Buyer/Seller: Each party keeps an executed copy for their records.

Key Dates and Timing Expectations

Key dates affect repair completion, funding holdbacks, and final walk-through; track these deadlines closely to avoid closing delays.

Inspection Completion Deadline:

Typically within 7–14 days of contract execution.

Repair Completion Date:

Contractor completes work by agreed date or before closing.

Final Walk-Through:

Occurs within 1–3 days before closing to verify completion.

Escrow Holdback Release:

Release typically occurs after verified completion and inspection approval.

Document Retention Start:

Retention period begins on the effective date or completion date.

Notarization and Witness Authentication Steps

Authentication steps for signatures, notarization, and witness verification vary by state and may affect recording and enforceability.

01

Identify Signers

Confirm legal authority and names to match title documents.

02

Select Notary Type

Choose in-person or RON depending on state acceptance.

03

Prepare ID

Signers present government ID or use credential analysis for RON.

04

Execute Signatures

Sign in presence of notary or follow RON audiovisual requirements.

05

Notary Acknowledgement

Notary adds journal entry and acknowledgment block if required.

06

Witnesses Attest

Where required, two witnesses complete witness signature blocks.

07

Record Audio/Video

RON sessions require recorded A/V retained per state rules.

08

Attach Notarized Exhibit

Include notarized pages with deed or closing packet for recording.

Common Preparation Mistakes to Avoid

Vague scope descriptions lead to disputes over whether work was completed as intended and increase claims during post-closing inspections.
Missing party names or inconsistent legal entity names can delay escrow disbursement and complicate title recording or contractor payment.
Unspecified payment triggers or acceptance criteria result in withheld funds or contested holdback releases, prolonging closing settlement.
Failing to attach inspection reports, permits, or contractor bids reduces evidentiary support and raises the chance of rework or litigation.

Principal Risks and Legal Consequences

Contract Breach: Nonperformance exposes party to damages claims.

Escrow Delay: Missing documents can delay closing funds.

Recording Rejection: Incorrect notarization may prevent recording.

Withholding Disputes: Unclear acceptance triggers payment disputes.

Liability to Contractor: Wrong signatory may obligate unintended party.

Statute Limitations: Incorrect effective date affects filing deadlines.

Practical Examples from Property Managers and Brokers

Representative use cases show how the document simplifies repair tracking and closing logistics across property managers and small brokerages.

Martin Properties

Martin Properties used an online Spruces form to process repairs across multiple listings, reducing onsite paperwork.

This produced faster turnaround and clearer vendor responsibilities.
Their team executed repair agreements and collected approvals remotely, improving compliance with escrow instructions and reducing closing delays by minimizing manual follow-up and rework across properties.

Optica Ventures

Optica Ventures centralized repair approvals in the Spruces Document to align contractor bids with contract contingencies.

Significantly reduced miscommunication among parties.
By attaching inspection photos and signed acceptance criteria, Optica reduced post-closing disputes and improved documentation for audit trails used by property managers and title companies during settlement.

Representative Users and Their Perspective

Tim Martin, Founder

Tim Martin uses the Real Estate Spruces Document to execute repair agreements online and manage vendor workflows across listings. He emphasizes consistent signatures, compliance, and mobile accessibility so teams can finalize repair scopes and payments without in-person meetings.

Brian Fitzgibbons, COO

Brian Fitzgibbons relies on the document to standardize repair scopes and attach inspection evidence to closing packets. His team uses the completed form to reduce ambiguity, speed approvals, and maintain a reliable audit trail for title and escrow review.

Security and Compliance Considerations

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Certifications: SOC 2 Type II, ISO 27001, PCI DSS

Privacy Laws: GDPR compliance and CCPA protections

Health Compliance: HIPAA-compliant with BAA available

eSignature Law: ESIGN and UETA compliant for U.S. transactions

Regulated Records: 21 CFR Part 11 support for FDA workflows

eSignature Pricing and Feature Comparison

Overview of starting prices and key plan capabilities relevant to executing Real Estate Spruces Documents; signNow is listed first per vendor ordering rules.

	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	Yes
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions and Troubleshooting

Answers to common questions about completing, electronically signing, notarizing, and securely retaining the Real Estate Spruces Document.

Need help? Contact support

Is an electronic signature valid?
Yes. Electronic signatures meet U.S. legal standards when intent, consent, attribution, and reliable record retention are present. The ESIGN Act (15 U.S.C. ch. 96) and UETA govern e-signature validity; exceptions such as wills or certain court filings may still require wet signatures.
When is notarization required?
Notarization is required for deeds and any document the local recording office mandates. Notary acknowledgements are typical for instruments affecting title; witness requirements vary by state, so confirm county recorder and state notary rules before execution.
Can I use remote online notarization (RON)?
Many states permit RON with identity proofing, audiovisual recording, and retention requirements. If your state and recorder accept RON, it can streamline execution and reduce travel while still meeting recording and evidentiary needs.
What attachments should I include?
Attach inspection reports, contractor bids, permits, and photographs referenced in the scope. Number exhibits clearly and reference them in the main text to preserve evidentiary value and reduce disputes at closing.
How long must I keep the document?
Retain executed documents for the active term plus at least three years; for many real estate matters retain seven years. IRS rule: keep relevant records three years from filing (IRC §6501(a)); state rules may require longer retention periods.
How do I correct errors after signing?
Minor clerical errors can be fixed with a signed amendment or corrected exhibit. Material changes require a signed amendment executed by all parties; record amendments with escrow or title if they affect a recorded instrument.

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