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Real Estate Title Info Sheet

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REAL ESTATE TITLE INFO SHEET

Property Identification

Parties — Current Owner / Seller

Buyer / Purchaser Information

Title Vesting / Ownership

Current vesting / manner in which title is held (check all that apply):

Existing Encumbrances & Exceptions

Provide known mortgages, liens, judgments, easements, restrictions, covenants or other title exceptions. List each recorded encumbrance or state "None".

Closing, Possession & Financial Terms

HOA / Community Association

Survey, Title Commitment & Insurance

Title commitment and survey instructions. Indicate requested endorsements and any special coverage requirements.

Property Condition & Disclosures

Indicate known material conditions affecting title or property. Check all that apply and provide details where requested.

Tax and Assessment Information

Seller Representations, Certifications & Authorizations

By signing below, Seller certifies that Seller is the lawful owner of the property described above, that Seller has authority to convey the property, and that to Seller's knowledge there are no additional recorded or unrecorded title matters affecting the property other than those disclosed in this Title Info Sheet. Seller authorizes Title Company and Escrow to obtain and rely upon all records necessary to prepare a title commitment and to clear title matters shown as Seller obligations in the purchase contract.

Seller further warrants that Seller has disclosed all known material facts affecting the condition of the property and title, including but not limited to encroachments, easements, leases, unrecorded agreements, pending litigation, bankruptcy filings, or rights of way. Seller agrees to cooperate in good faith to execute documents required to remove or subordinate encumbrances necessary for closing.

Miscellaneous Provisions

This Title Info Sheet is an administrative disclosure and instruction instrument intended to assist in the preparation of the title commitment, escrow instructions, and closing documents. It does not substitute for any purchase agreement, escrow instructions, or deed. Obligations for clearing title, payment of liens or assessments, and allocation of closing costs are governed by the purchase agreement and applicable law. Any conflicts between this Title Info Sheet and the purchase agreement shall be resolved in favor of the purchase agreement.

Applicable law: This Title Info Sheet shall be governed by and construed in accordance with the laws of the state in which the property is located. The parties acknowledge that this sheet contains the entire title-related information provided herein and supersedes prior title disclosure communications between the parties.

Acknowledgment

The undersigned parties confirm that the information provided is true and correct to the best of their knowledge and that they authorize release of this information to their designated title and escrow agents for use in closing the transaction.

Seller Printed Name:

Seller Signature:

Date:

Title/Capacity:

Contact Phone:

Buyer Printed Name:

Buyer Signature:

Date:

Title/Capacity:

Contact Phone:

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What the Real Estate Title Info Sheet Is

The Real Estate Title Info Sheet is a standardized summary used during property transactions to record ownership details, legal descriptions, recording references, liens, easements, and closing contacts for a specific parcel. It collects legal names, parcel or tax identifiers, deed book and page or instrument numbers, outstanding mortgages and judgments, and any recorded restrictions. Title agents, escrow officers, lenders, and closing attorneys use the sheet to streamline title examinations, prepare commitments and closing statements, and confirm the information needed for accurate recording with the county recorder or land registry.

Why a Title Info Sheet Matters for Closing Accuracy

A complete Title Info Sheet reduces recording errors, speeds title examination, and helps identify unresolved liens before closing. It supports legal compliance under electronic signature laws and provides a single reference for settlement agents and lenders.

Why a Title Info Sheet Matters for Closing Accuracy

Typical Users and Where It Fits in the Workflow

The sheet is used by parties who prepare, review, or rely on title information during a sale, refinance, or other property transfer.

  • Title and escrow officers — prepare commitment and manage recording tasks quickly.
  • Lenders and underwriters — verify liens, mortgages, and payoff figures before funding.
  • Closing attorneys and settlement agents — coordinate deed language, acknowledgements, and required attachments.

Each participant uses the sheet to reduce rework and to ensure recorded instruments reflect the agreed terms and correct legal descriptions.

What a Professional Title Info Sheet Contains

A concise, well-organized Title Info Sheet presents critical title data, recording references, and contact points so parties can act on exceptions and confirm conveyance details without rekeying documents.

Property ID

Legal description, parcel or tax ID, and street address for precise recording and title search matching.

Current Owner

Full legal name(s) as shown on the deed; include entity type and signing authority for corporate owners.

Recorded Instruments

Deed references, mortgage instruments, judgments, and liens with county recorder book/page or instrument numbers.

Encumbrances

Easements, covenants, restrictions, and pending litigation that could affect marketable title.

Payoff Info

Mortgage lender name, account number, approximate payoff amount, and contact for final demand letters.

Closing Contacts

Escrow/title officer, seller/buyer attorneys, lender closer, and notary/kiosk details for scheduling.

Step-by-Step: How to Complete and Share the Sheet

Follow these steps to prepare, verify, and distribute a Title Info Sheet for a transaction.

  • 01
    Gather Documents: Collect deed, mortgage, and tax records before entering data.
  • 02
    Enter Details: Complete each field using official recording references and MM/DD/YYYY dates.
  • 03
    Verify With Parties: Confirm names and payoff figures with lender and owner.
  • 04
    Distribute: Send to closing team and lender with audit trail or signed copy.

Where to File or Send the Completed Sheet

After completion, route the Title Info Sheet to the parties who rely on it and to the office that records closing instruments.

  • Title Company: Primary recipient for title commitments and settlement reconciliation.
  • Lender/Underwriter: Provide payoff figures and exceptions for loan conditions.
  • Escrow/Closing Agent: Attach to closing files and final settlement statements.
  • County Recorder: Record deeds and liens; the sheet itself is usually not recorded.

Digital Signing and eSubmission Compatibility

Use platforms that export standard signed PDFs and retain an audit trail compatible with title company workflows.

  • File formats: PDF, DOCX, HTML, Excel
  • Integrations: Salesforce, NetSuite, Google Workspace
  • Authentication: Email, SMS code, or advanced methods

Ensure the chosen eSignature service supports audit logs, tamper-evident signed PDFs, and, if required, a BAA for HIPAA-sensitive workflows; confirm county recorder acceptance for electronic documents when applicable.

How to Configure an Online Title Info Sheet Workflow

Set up a repeatable workflow to reduce manual steps and capture an audit trail for every signer.

Field Configuration
Template Save as reusable template for each property type
Signer Order Use sequential signing for lender then seller order
Authentication Select email or SMS verification; enable KBA if required
Reminders Enable automated reminders and expiry settings

Typical Timelines and Deadlines for Title Processing

Expect time windows from order to recording; plan ahead to meet lender and contractual milestones.

Provide Sheet:

Submit to title company upon contract ratification or upon lender request

Title Search Window:

Allow 3–14 business days for a full search and commitment issuance

Lender Conditions:

Resolve payoffs and conditions at least 3–7 business days before closing

Recording:

Record deed and mortgage per county timelines, often same day or within a few business days

Final Settlement:

Finalize closing funds and signed instruments on the contract closing date

Key Milestones from Order to Recorded Deed

Milestones show the sequential steps that typically occur between contract execution and completion of recording.

01

Contract Execution

Purchase contract signed and deposit received.

02

Title Search Ordered

Title company begins chain-of-title and lien search.

03

Commitment Issued

Title commitment lists exceptions and requirements to close.

04

Closing and Recording

Documents executed, funds transferred, and instruments recorded.

Security and Compliance Elements to Include

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Audit Trail: Timestamp, IP, and action log for each signer
HIPAA Support: BAA available when handling protected health data
Access Controls: Role-based permissions and user authentication
Certifications: SOC 2 Type II and ISO 27001 available
Document Formats: Signed PDFs meet common recorder expectations

Common Mistakes to Avoid When Preparing the Sheet

  • Using an informal or abbreviated legal description that does not match the recorded deed can cause rejection at the recorder and require corrective conveyance.
  • Mismatched owner names between the deed and signature block create title defects that delay closing and may require affidavits or re-execution.
  • Failing to list subordinate liens or open judgments can result in unexpected payoff demands or post-closing claims against buyer or lender.
  • Not confirming notarization or witness requirements for the county and state risks rejection of instruments or the need for corrective documents.

Consequences of Inaccurate or Incomplete Title Sheets

Recording Delay: Can cause funding or possession delays
Incorrect Payoff: May lead to lender shortfalls or rescinded transfers
Clouded Title: Creates marketability issues and buyer risk
Legal Challenge: Risk of post-closing litigation
Tax Liens: Undisclosed liens may survive closing
Invalid Signatures: May require re-execution or court action

Practical Examples from Real Transactions

These short examples illustrate how a completed Title Info Sheet resolved common issues and supported closing efficiency.

Case Study 1

Tim Martin needed to close multiple residential transactions remotely and relied on an electronic Title Info Sheet to consolidate payoff details and signers.

  • The sheet centralized payoff and contact data.
  • As a result, closing proceeded without rekeying errors, the escrow agent recorded documents on schedule, and Tim avoided last-minute lender holdbacks by confirming figures in advance.

Case Study 2

Brian Fitzgibbons used a standardized Title Info Sheet across portfolio sales to ensure consistent legal descriptions and owner names.

  • Consistent fields reduced review time.
  • The uniform format simplified title commitments, cut back-and-forth with underwriters, and helped the closing team produce accurate deeds and recording packages for each parcel.

Supporting Documents and Download Options

Attach or export the Title Info Sheet and supporting files in formats compatible with recorders, lenders, and title platforms.

Signed PDF

Export as a tamper-evident PDF with embedded audit trail; most county recorders and title insurers accept signed PDFs.

Word/Editable

Keep a DOCX editable copy for template updates and counsel review prior to finalizing a signed version.

Spreadsheet

Use Excel exports to track multiple parcels, payoffs, and exception lists in high-volume portfolio transactions.

Supporting Attachments

Attach deed copies, payoff statements, affidavits, corporate resolutions, and identification documents as required.

Tips for Accurate and Efficient Completion

Implement these practices to reduce rework and improve closing timelines.

Standardize Templates
Create a validated template for each transaction type to avoid missing fields and ensure consistent formatting across files.
Verify Names and IDs
Confirm legal names against recorded deeds and government IDs to prevent signature mismatches and recording rejections.
Use Electronic Workflows
Adopt eSignature and template automation to capture audit trails, apply conditional fields, and reuse templates for recurring transactions.
Document Version Control
Track revisions and store final executed versions with recording confirmation to support post-closing audits.

Pricing and Capabilities — signNow Compared to Alternatives

Relative plan pricing and core features for commonly used eSignature vendors. signNow is listed first per vendor comparison conventions.

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 No No Varied Varied
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 the Title Info Sheet

Answers to common questions about execution, eSigning, notarization, corrections, and retention for Title Info Sheets.


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