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Real Estate Title List

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REAL ESTATE TITLE LIST

This Title List is a compilation of matters of public record affecting the Property identified below as discovered by a search of the indexed records as of the Search Date. This Title List is prepared for informational and closing coordination purposes only and is not a title insurance commitment or policy. The Title Examiner's findings are limited to recorded matters indexed under the names and property identifiers provided and do not reflect unrecorded claims or matters not appearing in the public record.

Client and Preparation

Client Name:

Buyer Seller Lender Other

Title Officer / Examiner:

Search Date:     Title Commitment / File No.:

Property Identification

Property Address:

Parcel / APN:     County:

Current Vesting / Ownership

Individual Corporation Limited Liability Company (LLC) Trust Other

Schedule of Recorded Instruments (Representative)

Use the lines below to list material recorded instruments disclosed in the public record. Include recording reference, instrument type, parties, and brief remarks.

Instrument Date:    Type:    Recording Reference:

Grantor:    Grantee:

Instrument Date:    Type:    Recording Reference:

Grantor:    Grantee:

Instrument Date:    Type:    Recording Reference:

Grantor:    Grantee:

Encumbrances, Exceptions and Notices

Indicate presence of recorded matters discovered in the public record:

Mortgages / Deeds of Trust Tax Liens / Unpaid Property Taxes Easements / Rights-of-Way

Covenants, Conditions & Restrictions (CC&Rs) Judgments / UCCs / Liens Mechanic's Liens / Construction Liens

Taxes, Assessments and Utilities

Current Tax Year:    Estimated Current Taxes:

Title Requirements and Outstanding Items

Search Scope, Limitations and Certification

Scope and Limitations: The search is limited to matters of public record as indexed by the recording office under the property identifiers and owner name(s) provided. This Title List does not include an abstract of unrecorded matters, physical inspection of the property, survey analysis, tax parcel mapping beyond the referenced APN, or lien searches against parties other than named record owners unless expressly requested. Matters recorded after the Search Date are not reflected herein.

Certification: The undersigned Title Examiner certifies that, to the best of the examiner's knowledge and based upon the public records searched as of the Search Date, the foregoing is a true and complete list of recorded matters affecting the Property that are material to title. This certification is limited to the records searched and does not constitute a title insurance commitment, nor does it guarantee that title will be insurable without additional exceptions or requirements. The preparer expressly disclaims any liability for matters not shown in the public record or for errors arising from incorrect or incomplete indexing in public offices.

Prepared By (Print Name):

By:

Date:

Recipient (Print Name):

By:

Date:

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What the Real Estate Title List Is and when it’s used

A Real Estate Title List is a structured inventory of title-related facts, parties, encumbrances, and recording information prepared for a transaction, title insurance application, or closing. It organizes legal descriptions, vesting, recorded liens, easements, mortgages, prior conveyances, and exceptions discovered during title search. The list supports underwriting, closing logistics, and recording and serves as the authoritative summary that title companies, escrow agents, lenders, and closing attorneys use to verify chain of title and identify items requiring resolution before funding and recording.

Why a clear Title List matters for closings and underwriting

A complete, accurate Real Estate Title List reduces closing delays, clarifies required payoff and release steps, and helps underwriters identify exceptions affecting coverage. Properly prepared lists support enforceability under electronic signature laws (15 U.S.C. §7001) and comply with state recording and notary expectations.

Why a clear Title List matters for closings and underwriting

Who typically prepares and reviews a Title List

Multiple professionals touch a Title List during a transaction; coordination prevents errors and costly delays.

  • Title and escrow officers who compile searches and produce commitment exhibits for underwriters.
  • Closing attorneys and settlement agents who resolve exceptions and approve forms for recording.
  • Lenders and loan processors who verify vesting and outstanding liens prior to funding.

Step-by-step: creating and verifying a Title List

Follow this sequence to prepare a Title List that underwriters and closing parties can rely on.

  • 01
    Gather records: Collect recorded deeds, mortgages, prior title commitments, and lien searches.
  • 02
    Run title search: Search county records for chain of title and recorded encumbrances.
  • 03
    Assemble list: Enter legal description, owners, instrument details, and recording references.
  • 04
    Verify and resolve: Confirm payoff amounts and clear or note exceptions before finalizing.

Elements to include in a professional Title List

A professional Real Estate Title List structures the file so underwriters and closing teams can quickly locate critical items that affect insurability and recordability.

Core identifiers

Property address, assessor parcel number, and recorded legal description presented exactly as in county records to ensure accurate matching.

Owner record

Full owner names, vesting type, and any aliases or DBAs that appear in prior instruments or public filings, with reference citations.

Recorded liens

Mortgages, judgment liens, tax liens, and UCC filings listed with instrument type, recording reference, and recorded dates.

Easements and restrictions

Utility easements, ROWs, CCRs, and restrictive covenants described and linked to recorded instrument numbers or plat references.

Title exceptions

Describe exceptions the underwriter will note on commitment—unreleased liens, surveys, unresolved boundary issues, or HOA matters.

Recording plan

Specify who will record, anticipated recording county, and any escrow instructions for final document delivery and policy issuance.

Required data fields at a glance

Property ID: Parcel or tax ID
Legal Description: Exact recorded text
Owner Names: Full legal names
Recording Info: Instrument number/date
Encumbrance List: Liens and mortgages
Search Cutoff: Effective search date

Where to send a completed Title List and who receives it

The finalized Title List is distributed to agencies and stakeholders who need it for underwriting, closing, or recording; routing should be documented to prevent miscommunication.

  • Title company: Primary recipient for underwriting and commitment issuance
  • Escrow/settlement: Used to coordinate closing documents and payoff routing
  • Lender: Verifies payoff amounts and lien releases
  • Recording office: Final recorded documents submitted to county recorder

How to set up an online Title List workflow

Configure digital forms and routing to capture required fields, enforce signer order, and generate the searchable record under retention rules.

Field Configuration
Required fields Make Legal Description and Owner Name required entries
Authentication Use email or SMS code for signer attribution
Templates Save a reusable Title List template for consistency
Notifications Auto-send copies to title officer and escrow upon completion

Technical formats and integrations for e-submission

Ensure your platform supports standard file formats and connects to the systems used by title and closing teams.

  • File formats: PDF and DOCX accepted; preserve embedded metadata
  • Integrations: Connectors for Salesforce, NetSuite, Microsoft 365, and Google Workspace
  • Authentication: Options for email, SMS, or stronger signer verification

Timing: common steps and expected sequencing

Title List milestones align with search, commitment, cure, and recording steps; timing varies by jurisdiction and complexity of encumbrances.

Title search start:

Initiate upon contract ratification; timing depends on search provider availability

Commitment delivery:

Underwriter issues commitment after search and review of exceptions

Cure period:

Time to obtain releases, payoffs, and clear exceptions before closing

Closing date:

Document execution and funding scheduled between parties

Recording:

Submit executed documents to county recorder for public record

Key milestones from search to recorded documents

A typical timeline with sequential milestones helps stakeholders monitor progress and identify bottlenecks that can delay funding or policy issuance.

01

Prepare Title List

Compile ownership and recorded instrument references for the property

02

Run and review search

Identify liens, encumbrances, and potential exceptions needing resolution

03

Resolve issues

Obtain releases, payoffs, subordination, or affidavits required by underwriter

04

Record and confirm

Submit documents to recorder and verify successful indexing

Consequences and risks of an incorrect or incomplete Title List

Closing delays: Missing or incorrect entries can postpone funding and recording
Title insurance exclusion: Unaddressed exceptions may limit coverage or raise premiums
Recording rejection: Form or signature defects can result in recorder rejection
Lender objections: Inaccurate vesting or undisclosed liens may trigger loan denial
Fraud exposure: Improperly identified owners increase risk of defective conveyance
Additional costs: Cure work, re-recording, and attorney time increase closing expenses

Common preparation mistakes to avoid

  • Using abbreviated or inconsistent owner names that do not match recorded instruments leads to mismatches and delays.
  • Omitting instrument numbers or recording references forces manual lookups and increases the chance of missed liens.
  • Failing to note effective search cutoff date creates disagreements about later-recorded encumbrances and exceptions.
  • Submitting unsigned or incorrectly notarized documents results in recorder rejections or requires re-execution.

eSignature vendor comparison for executing Real Estate Title Lists

Comparison of basic pricing and capabilities relevant to Title List signing workflows; signNow appears first per vendor order 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 Trial options available Trial options available Trial options available Trial options available
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Real-world examples of Title List workflows

Two customer examples illustrate how digital workflows and careful list preparation reduce friction in closings.

Martin Properties

Tim Martin processed closings online to maintain compliance and speed

  • Focused on mobile and offline signing options to close deals quickly
  • The online workflow allowed efficient execution and return of necessary documents while preserving security and audit trails.

Optica Ventures

Brian Fitzgibbons emphasized usability for staff and customers

  • Simpler interfaces reduced back-and-forth during signing
  • The team found a consistent digital process improved turnaround and made it easier for clients to complete required forms remotely.

FAQs and troubleshooting for the Real Estate Title List

Answers to common questions about acceptability, signatures, notarization, corrections, and retention for Title Lists used in U.S. transactions.


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