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Real Estate Team Disclosure

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REAL ESTATE TEAM DISCLOSURE

This Real Estate Team Disclosure (Disclosure) describes the composition, duties, compensation arrangements, potential conflicts and consents related to the real estate team identified below. The team operates under the supervising broker identified in this document. Client acknowledges receipt of this Disclosure prior to or at the time of entering any contractual relationship with the team.

Team and Brokerage Identification

Team Members

The following licensed individuals are members of the team and may participate in showing, negotiations, communications, or other services on behalf of the team and the brokerage.

Client and Property Identification

Client Role:

Nature of Representation; Duties

The team provides services under the brokerage's license. Team members owe duties as required by applicable law: honesty, reasonable care and skill, prompt presentation of offers and notices, and protection of confidential information as described below. Team members do not owe fiduciary duties beyond those imposed by the parties' client agreement or law.

Will the team or any member engage in representation of the other party to this transaction (dual or designated representation)? If yes, describe limitations, duties, and required consents:

Compensation, Referral Fees, and Conflicts

Compensation to team members is paid by the brokerage and is disclosed to clients as follows. Client understands that commission, fees or referral compensation may be shared among the brokerage, the team, cooperating brokers, or third parties.

Are any referral fees, kickbacks, or undisclosed financial interests payable to team members or brokerage in connection with this transaction?

Confidentiality and Client Information

The team will treat client information as confidential as required by law and by the terms of any client agreement. Confidential information does not include facts that are discoverable by other means, material defects in the property, or information the client authorizes for disclosure.

Client authorizes the following disclosures by the team (check all that apply):

Acknowledgment, Limitations, and Remedies

By signing below, Client acknowledges receipt of this Disclosure, understands the composition of the team, the allocation of duties, and the compensation arrangements disclosed herein. Client further acknowledges that the team is an organizational arrangement under the brokerage and that certain duties may be subject to limitations by statute or written agreement.

Client understands that any disputes regarding duties, breaches, or compensation may be resolved by available remedies under applicable law, including administrative proceedings, civil litigation, or arbitration if agreed between the parties.

Acknowledgement of Receipt

By signing below, I acknowledge that I have received and read this Real Estate Team Disclosure, that I have had the opportunity to ask questions, and that the information provided in this form is true and correct to the best of my knowledge.

Client:

By:

Date:

Team Representative:

By:

Date:

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What the Real Estate Team Disclosure Is and When It Applies

A Real Estate Team Disclosure is a written notice that identifies the members of a brokerage team, their roles, and how agency duties and compensation are allocated among team members. Typically provided by brokerages or licensees to prospective clients, the form clarifies whether team members represent the same party or work under separate agency relationships. The disclosure reduces ambiguity about who owes fiduciary duties, who communicates with the client, and how commissions or referral fees will be shared. It is commonly used at first substantive contact or when team participation affects representation or compensation.

Why a Team Disclosure Matters for Real Estate Transactions

A clear team disclosure improves transparency, helps manage client expectations, and reduces the risk of agency conflicts or regulatory complaints. By documenting roles and compensation up front, brokers create a written record that supports compliance with state licensing and consumer-protection rules.

Why a Team Disclosure Matters for Real Estate Transactions

Who Typically Completes and Receives a Team Disclosure

Use the disclosure whenever multiple licensed individuals operate cooperatively under one brand, or when compensation sharing and agency responsibilities differ from a single-agent arrangement.

  • Brokerage teams and office managers preparing standardized disclosures for listings and buyer representation.
  • Buyers and sellers who need clarity about which agent on a team will communicate and act on their behalf.
  • Transaction coordinators and compliance officers who archive disclosures for audit and complaint defense.

Who May Sign the Team Disclosure

Listing Agent

The listing agent or broker of record may sign to confirm team structure, disclose compensation splits, and acknowledge the brokerage’s role; this signature documents the broker’s responsibility for team conduct and compliance.

Buyer Agent

A lead buyer agent or designated team member may sign to confirm representation of a buyer, to note who on the team will provide services, and to acknowledge consent to the disclosed fee-sharing arrangements.

Essential Elements to Include in a Professional Team Disclosure

A complete disclosure clearly identifies team members, describes roles, specifies compensation sharing, and documents client acknowledgment. It should be concise, easy to read, and stored with transaction records.

Team Identification

List the brokerage name and every licensed team member with license numbers so clients can verify who is authorized to act on the brokerage’s behalf.

Roles

Describe specific duties (showings, negotiations, paperwork) for each named team member so clients know who to contact for each task.

Compensation

State how commissions, referral fees, or bonuses will be split among team members and whether splits affect the client’s net payment.

Agency Status

Clarify whether team members represent the buyer, seller, or both and whether dual agency or designated agency applies under state law.

Client Acknowledgment

Provide a signature and date line where the client confirms receipt and understanding of the team arrangement and compensation disclosures.

Effective Date

Record the date the disclosure takes effect to tie obligations and disclosure timing to the transaction lifecycle.

Security and Compliance Details to Note

Encryption: AES-256 at rest
Transport: TLS 1.2/1.3 in transit
Audit Trail: Signed timestamps and IP
HIPAA: BAA required when PHI present
21 CFR Part 11: Supported for regulated records
Access Controls: SSO and MFA available

Step-by-Step: Complete, Sign, and Store the Team Disclosure

Follow these sequential steps from preparing the form to retaining copies for compliance and audits.

  • 01
    Prepare Template: Customize team fields and include license numbers.
  • 02
    Complete Details: Fill agent names, roles, compensation, and effective date.
  • 03
    Obtain Signatures: Collect client and broker signatures with dates.
  • 04
    Archive Record: Store signed copy in transaction file and digital archive.

Recommended Digital Workflow Settings for Online Completion

Configure your e-signature workflow so fields, authentication, and routing match regulatory and brokerage rules.

Field Configuration
Authentication Method Email link plus optional SMS code
Signature Order Sequential: broker then client
Conditional Fields Show compensation details if split exists
Retention Location Save to secure transaction folder

How Electronic Completion and Delivery Works

A typical e-submission moves the document from sender to signer, applies authentication, captures an audit trail, and stores a final signed copy.

  • Upload Document: Import PDF or DOCX into the e-sign platform.
  • Place Fields: Add name, initials, signature, and date fields.
  • Invite Signers: Send email or SMS signing link to parties.
  • Finalize: Capture certificate of completion and archive.

Timing Considerations and When to Present the Disclosure

Provide the team disclosure early to avoid disputes and meet consumer-protection rules; timing affects enforceability and recordkeeping obligations.

First Substantive Contact:

Deliver the disclosure at the first meaningful client interaction regarding representation.

Before Listing Agreement:

Provide disclosure prior to signing any listing or brokerage agreement.

Before Buyer Agreement:

Share disclosure before a buyer signs exclusive representation documents.

Document Retention Start:

Retention begins on the effective date recorded on the signed disclosure.

Audit Readiness:

Ensure signed disclosures are accessible for regulatory audits for the required retention period.

Common Preparation Errors to Avoid

  • Omitting license numbers or incorrect spellings that prevent public verification and raise regulatory questions.
  • Using vague compensation language instead of exact percentages or amounts, which increases dispute risk at closing.
  • Failing to obtain client initials on every page when required by the brokerage or state rules, weakening proof of receipt.
  • Storing signed disclosures only in email instead of a secured transaction folder, complicating retrieval during audits.

Consequences of Incomplete or Incorrect Disclosures

Regulatory Complaint: Disciplinary action possible
Civil Liability: Damages or rescission risk
Contract Delays: Closings may be postponed
Brokerage Fines: State penalties may apply
Reputational Harm: Loss of client trust
Tax Reporting: Incorrect payee info triggers backup withholding

Real-world Examples of Team Disclosures in Practice

The following two examples show how team disclosures are used by small brokerages and firms to document responsibilities and streamline signings.

Martin Properties

A regional brokerage implemented an online team disclosure to standardize client notices and speed closings.

  • The team used mobile signing on-site to capture client consent.
  • "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." — Tim Martin, Founder, Martin Properties.

Optica Ventures LLC

A small investment firm adopted a single disclosure template for brokers working across states to avoid inconsistent language.

  • The template ensured uniform role descriptions and compensation lines.
  • "The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers." — Brian Fitzgibbons, COO, Optica Ventures LLC.

Practical Tips to Complete the Disclosure Accurately

These practices reduce errors, protect clients, and keep records audit-ready.

Use precise compensation language
Spell out percentages or fixed amounts for splits and referral fees. Clear numeric entries reduce dispute risk and simplify tax reporting for brokerage accounting.
Collect initials and full signatures
Require client initials beside key clauses and a dated full signature on the final page to strengthen proof of consent and receipt during regulatory reviews.
Keep a secure archival copy
Store the signed disclosure in a secured transaction folder with restricted access and an audit trail to show when the document was signed and by whom.
Review state-specific rules
Confirm any local or state-required disclosure language and timing; adapt templates to meet jurisdictional mandates before sending to clients.

Platform and File Requirements for eSubmission

Verify that the chosen platform supports retention, export to long-term archive formats, and any industry compliance needs such as HIPAA or 21 CFR Part 11 when applicable.

  • Integrations: Salesforce | NetSuite | Google Workspace
  • Document Formats: PDF | DOCX | HTML
  • Mobile Support: iOS and Android apps

eSignature Pricing and Feature Snapshot for Team Disclosures

This table compares starting price and key features relevant to completing and managing team disclosures electronically; signNow appears first 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 free trial Varies Varies Varies Varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently Asked Questions About Team Disclosures and eSigning

Answers to common questions about validity, signatures, retention, and state-specific concerns related to Real Estate Team Disclosures.


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