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Real Estate Statement of Service

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REAL ESTATE STATEMENT OF SERVICE

This Real Estate Statement of Service documents the brokerage services provided and the terms under which those services were rendered. Client Name:

Property Identification

Parties and Contact Information

Statement of Services

Period of Service: from to .

Services Provided (check all that apply):






Compensation and Fees

Commission / Fee Structure: Commission Percentage % or Flat Fee $ .

Payment Due: .

Disclosures and Acknowledgements

Dual Agency / Conflict of Interest

Broker discloses the following relationship(s) which may constitute a conflict of interest. Dual Agency:

Statutory and Property Disclosures

Lead-Based Paint (if applicable):
Mold / Water Intrusion Known:
Prior Structural Damage or Repairs:

Records, Confidentiality and Document Retention

Broker will retain transaction records and communications related to these services for the period required by applicable statutes and regulations. Client authorizes Broker to disclose transaction information to cooperating brokers, escrow/settlement agents, title companies and lenders as reasonably necessary to effectuate the transaction.

Default, Remedies, and Liability

In the event of material breach of this Statement of Service, the non-breaching party may pursue remedies at law or equity. Broker's liability for the services provided is limited to direct damages and shall not include punitive, consequential or incidental damages except where prohibited by law. Client acknowledges that Broker has not guaranteed a particular outcome or price unless expressly stated in writing.

Governing Law and Entire Agreement

This Statement of Service is governed by the laws of the state in which the property is located. This document constitutes the entire agreement between the parties with respect to the services described herein and supersedes all prior oral or written agreements on the same subject. Any amendment must be in writing and signed by both parties.

Certifications and Signatures

By signing below, Client and Broker each certify that the information provided in this Statement of Service is true and complete to the best of their knowledge, that Broker is duly licensed to provide the services described, and that the parties understand and accept the terms, compensation provisions and disclosures herein.

Client Name:

By:

Date:

Broker / Agent Name:

By:

Date:

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What the Real Estate Statement of Service Is and When It’s Used

A Real Estate Statement of Service documents services performed or to be performed related to a property, including repairs, inspections, maintenance, or property management tasks. It records parties, scope of work, dates, and compensation terms so that buyers, sellers, landlords, tenants, and service vendors have a clear, auditable record for closing, escrow, claims, or accounting purposes.

Why a Clear Statement of Service Matters in Real Estate

A concise Statement of Service reduces disputes, supports escrow and closing workflows, preserves proof of performance for warranty or lien purposes, and creates a record that can be retained or shared electronically under U.S. e-signature law.

Why a Clear Statement of Service Matters in Real Estate

Who Typically Prepares or Receives This Statement

Each party may require additional supporting documents; choose fields and signatures that match the intended use and filing destination.

  • Real estate brokers and property managers preparing vendor service summaries for listings or tenant move-in/move-out reconciliation.
  • Contractors and trade vendors documenting work performed for payment, lien waivers, or warranty records.
  • Escrow officers, title agents, and attorneys needing service evidence as part of closing and underwriting.

Essential Elements to Include in a Professional Statement of Service

A complete form follows a predictable structure so it can be reviewed, signed, and stored consistently across transactions.

Parties

Identify the service provider and recipient using full legal names, business entity types, and contact information to ensure proper attribution and enforcement.

Scope

Describe services in specific, measurable terms (tasks performed, materials used, locations) so the record supports billing, claims, and escrow review without ambiguity.

Dates

Include service start and completion dates and any milestone schedule; dates determine warranty windows, lien timelines, and effective periods for insurance or escrow.

Compensation

State the exact dollar amount, payment method, and whether amounts include taxes or retainage to avoid later payment disputes or withholding.

Signatures

Provide signature blocks for all required parties and witnesses or notary acknowledgements where the jurisdiction or closing agent requires authentication.

Attachments

Attach invoices, photos, permits, lien waivers, or inspection reports referenced in the statement to create a complete evidentiary package.

Step-by-Step: Filling Out the Statement of Service

Follow a consistent sequence to reduce omissions and ensure the form is accepted by title, escrow, or property management.

  • 01
    Prepare: Gather PO, invoice, permits, and photos.
  • 02
    Complete Parties: Enter full legal names and addresses.
  • 03
    Detail Work: Describe tasks, materials, and completion dates.
  • 04
    Sign and Attach: Sign, notarize if required, and attach supporting documents.

Where to Send or File the Completed Statement

Routing depends on purpose: payment, escrow, recordkeeping, or lien avoidance; choose recipients accordingly.

  • Service Recipient: Send the signed statement to the buyer, seller, property manager, or landlord.
  • Escrow or Title: Provide to escrow or title if service affects closing or underwriting conditions.
  • Vendor Accounting: Keep a copy with vendor invoices for payment reconciliation and tax records.
  • Public Records: Record only if required; most service statements are not recorded like deeds.

Setting Up an Electronic Workflow for This Statement

Configure a simple digital workflow to collect signatures, attach evidence, and forward copies automatically.

Field Configuration
Signer Authentication Email link or SMS code authentication
Required Attachments Make invoice and photo uploads mandatory
Signer Order Set sequential or parallel signing as needed
Notifications Enable automatic send-to-escrow on completion

Digital Signing and Integration Requirements

Ensure the provider supports the authentication and retention policies required by your title, escrow, or regulatory stakeholders before e-signing.

  • File Formats: PDF and DOCX supported
  • Integrations: Works with CRM and cloud storage
  • Security: TLS and AES encryption

Typical Timing and Processing Expectations

Timelines depend on transaction stage and whether the statement supports a closing, escrow hold, or payment request.

Immediate Issuance:

Issue upon completion of work to start payment or escrow review.

Response Window:

Allow 3–10 business days for recipient review and questions.

Escrow Clearance:

Escrow may require verified attachments before release of funds.

Recording Actions:

Most statements are not recorded; record only when directed by counsel.

Retention Trigger:

Treat completion date as the start for retention timelines.

Common Preparation Errors to Avoid

  • Incomplete party names or missing business entity suffixes that prevent matching to title, escrow, or tax records and delay payment.
  • Vague service descriptions that fail to tie deliverables to invoices, making it difficult to verify work for escrow or warranty claims.
  • Missing attachments such as permits, photos, or lien waivers that escrow or title agents require before releasing funds.
  • Failure to notarize or obtain required witness signatures in jurisdictions or closings that demand authentication, risking rejection at closing.

Consequences of an Incorrect or Incomplete Statement

Payment Delay: Holds on funds
Contract Dispute: Potential legal claims
Lien Exposure: Risk of mechanic's lien
Escrow Rejection: Closing delays
Tax Issues: Mismatched records
Record Gaps: Inadequate audit trail

Real-world Examples of Statements of Service in Use

These short examples show practical ways professionals rely on a complete Statement of Service.

Martin Properties

A property manager documents tenant-caused repairs and attaches invoices to support escrow hold release.

  • Quick onsite documentation captures before-and-after photos.
  • "I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

Optica Ventures LLC

An investment property owner tracks contractor completion milestones tied to draw requests.

  • Milestone-based statements verify work for each payment.
  • "The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

Practical Tips for Accurate and Efficient Statements

Adopt consistent templates and validation checks to reduce downstream review time and disputes.

Use a Standard Template
Create a template that includes mandatory fields, required attachments, and signature blocks so submitters cannot omit critical information; standardization reduces review cycles and errors.
Attach Verifying Evidence
Always attach invoices, photos, permits, or inspection reports referenced in the statement to provide immediate verification for escrow, title, or payment teams.
Validate Party Names
Confirm legal names against title or tax records before finalizing; mismatches can trigger backup withholding, delayed payments, and administrative rework.
Record Audit Trails
Keep a timestamped audit trail of when the document was created, edited, and signed to support dispute resolution and chain-of-custody requirements.

eSignature Vendor Pricing and Feature Snapshot for This Document

A concise pricing and feature comparison helps select a platform that meets authentication, HIPAA, and volume needs without listing historical data dates.

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 Varies Varies Varies
Bulk Send Yes Yes Yes Yes Varies
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/yr Varies Varies Varies

Frequently Asked Questions About the Statement of Service

Answers to common questions about completion, signature validity, notarization, and storage for U.S. transactions.


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