What does a title exception mean?

An exception is a recorded matter excluded from coverage by the title insurer or flagged by the examiner; it may be a lien, easement, or restriction that requires resolution or explicit acceptance before insurance issuance.

Can an electronic title report be used at closing?

Yes; electronically delivered title reports and attachments are acceptable if parties consent to electronic records and the report meets retention and reproducibility requirements under ESIGN (15 U.S.C. ch. 96) and applicable state law.

Who is responsible for curing title defects?

Responsibility depends on contract terms: buyers, sellers, or lenders may agree who pays for and resolves recorded defects; lender conditions in the title commitment typically govern required cures before funding.

How long does a title search remain reliable?

A title search reflects recorded matters through the report cutoff date. New recordings after that date are not included; parties often obtain updated searches or gap endorsements for protection when there is a time gap to closing.

Do I need notarization for title documents?

Deeds and certain closing documents generally require notarization; state rules vary. Remote Online Notarization (RON) may be allowed depending on state statute and notary commission rules.

What if the report shows an unknown lien?

Investigate the lien's validity, obtain payoff statements or releases, and coordinate with the title company or attorney to remove or insure over the lien before closing to prevent post-closing claims.

Electronic Signature
Templates
Real estate
Real Estate Title Report

Real Estate Title Report

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REAL ESTATE TITLE REPORT

Report Identification

Title Company Name Report Number

Effective Date: Prepared for:

Prepared for — Contact Address

Property Identification

Property Address Parcel / APN Number Legal Description

Owners of Record

Owner 1: Vesting:

Owner 2: Vesting:

Recorded Instruments — Recent and Relevant

The following instruments were found of record and are disclosed as matters appearing in the public record as of the Effective Date. This listing is not exhaustive of all recorded matters but includes those likely to affect marketable title.

Instrument 1 — Recording Date:

Instrument No. / Book-Page:

Type:

Grantor:

Grantee:

Remarks

Instrument 2 — Recording Date:

Instrument No. / Book-Page:

Type:

Grantor:

Grantee:

Remarks

Instrument 3 — Recording Date:

Instrument No. / Book-Page:

Type:

Remarks

Encumbrances, Liens and Exceptions

Based on the public record search, indicate presence of common encumbrances and provide particulars where applicable.

Mortgage(s)/Deed(s) of Trust recorded If checked, detail:

Judgment or Civil Lien recorded If checked, detail:

Tax lien(s) or assessments If checked, detail:

Recorded easement(s) or rights-of-way If checked, detail:

Other Exceptions / Matters of Record

Taxes and Assessments

Current Year: Amount Assessed: Status:

Easements, Restrictions and Use Limitations

Title Exceptions and Requirements

The following exceptions and requirements are shown by the public record. These items are required to be cleared or insured over at closing unless otherwise agreed in writing.

Limiting Conditions and Standard Remarks

This report is prepared solely for the benefit of the named client and for the property and effective date stated herein. It reflects matters appearing of public record and does not include any unrecorded rights, claims, or interests which can only be determined by inspection or by inquiry beyond the public record. No title insurance is issued by this report. A commitment for title insurance or a policy is required to establish coverage and assure removal of exceptions as applicable.

Certification by Title Examiner

The undersigned, as authorized representative of the Title Company named above, certifies that this report accurately reflects a search of recorded instruments affecting the property referenced above as of the Effective Date and that the matters set forth herein are true and correct to the best of the examiner's knowledge and belief based upon the public records searched. This certification does not warrant or insure title and is limited to the records of the public filing office searched and to the matters expressly set forth herein.

Examiner Name and Title Contact — Title Company Report Prepared Date

This Title Report is delivered subject to the Title Company's standard limiting conditions and the standard exceptions of any title commitment or policy that may be issued. Matters not disclosed in the public record search, including but not limited to, boundary discrepancies, unrecorded easements, or facts ascertainable by physical inspection of the property are not represented herein.

Title Company (Prepared By):

Printed Name:

By:

Date:

Client (Acknowledged By):

Printed Name:

By:

Date:

What a Real Estate Title Report Is and why it matters

A Real Estate Title Report is a written summary produced after a title search that documents the recorded ownership history, legal description, current owner, recorded liens, easements, covenants, and other matters affecting marketable title to a specific parcel. Lenders, buyers, and title companies rely on the report to identify defects or clouds on title before closing. The report typically includes references to recorded instruments, tax and assessment status, and exceptions that a title insurer or closing attorney will use to decide issuance of a title commitment and closing requirements.

Why a Title Report is essential for transactions

A clear title report reduces closing risk by identifying ownership issues, liens, and restrictions so parties can cure defects, allocate responsibility, and secure title insurance.

Who reviews and relies on a Real Estate Title Report

Professionals and transaction parties use the report at different stages to make closing decisions and clear title issues.

Title companies and abstractors who prepare and certify the title history for insurance and closing.
Lenders and underwriters who require title evidence and exceptions resolved before funding.
Buyers, sellers, and their attorneys who need to know encumbrances and ownership chain.

Each party uses the findings differently: title insurers for underwriting, lenders for loan conditions, and buyers for acceptance or cure negotiations.

Step-by-step: ordering and using a Title Report

Follow these steps to order a report, review exceptions, and resolve defects before closing.

01

Order Search: Submit property address, legal description, and owner details.
02

Title Search: Searcher reviews county records for recorded instruments and liens.
03

Draft Report: Title examiner compiles ownership chain and exceptions list.
04

Review & Cure: Parties resolve recorded defects before issuing title commitment.

What a professional Title Report should include

A comprehensive report organizes recorded matters and provides actionable items for underwriting, closing, and dispute resolution; these elements support decisions by insurers, lenders, and buyers.

Legal Description

A precise metes-and-bounds or lot-block-plat description tied to official county records so the parcel is unmistakably identified for searches and title insurance underwriting purposes.

Chain of Title

Chronological list of recorded deeds and transfers showing ownership history and linking the current owner to prior conveyances required to detect breaks or conveyance defects.

Liens & Encumbrances

Recorded mortgages, tax liens, judgments, and mechanic’s liens are itemized with recording references so parties can quantify and prioritize cure actions before closing.

Easements and Restrictions

Utility easements, access agreements, covenants, conditions, and restrictions are listed with recording citations because they affect permitted use, development, and marketability.

Tax and Assessment Status

Current property tax parcels, unpaid taxes, special assessments, and payment delinquencies are disclosed since tax liens typically take priority and must be cleared at closing.

Exceptions and Requirements

Explicit exceptions the title insurer will not cover and conditions the insurer requires for a title commitment; these form the basis for pre-closing cures and escrow instructions.

Security, privacy, and compliance for title documentation

In transit encryption: TLS 1.2/1.3

At rest encryption: AES-256

Audit logs: Tamper-evident event trail

Certifications: SOC 2 Type II

Regulatory standards: ESIGN and UETA compliance

Healthcare support: HIPAA (BAA available)

Where to send or file a Title Report request

Typical routing and submission options depend on the party ordering the search and local practice; choose the channel that matches your workflow.

Title company: Primary recipient; orders and issues reports.
Lender: May request direct delivery for underwriting purposes.
Closing attorney: Receives report to prepare closing documents.
Escrow or settlement agent: Receives final deliverables and cleared exceptions.

How to set up an online title report workflow

Configure fields and routing to match the parties, authentication needs, and delivery preferences before submitting an electronic order.

Field	Configuration
Property Address	Required text field with validation
Legal Description	Large text area, attachment allowed
Requester Contact	Email + phone for clarifications
Deliver To	Select title company, lender, or attorney

Digital delivery and integration considerations

Ensure your platform supports secure attachments, audit trails, and integrations used by title professionals.

Integrations: Salesforce, NetSuite, Google Workspace
File formats: PDF, DOCX, TIFF supported
Authentication: Email, SMS, SSO options

Common timelines and processing expectations

Turnaround times and deadlines vary by county workload and title company capacity; plan the search early in the transaction to avoid last-minute issues.

Title search timeframe:

Typically 3–10 business days depending on county

Title commitment issuance:

Often delivered within 5–14 business days after search

Objection period:

Buyers and lenders commonly get 7–14 days to raise issues

Cure or payoff timing:

Lien payoff requires coordination; expect several days

Closing coordination:

Allow extra time for recording and disbursement

Key processing milestones before closing

Track these sequential milestones so title issues are discovered and addressed well ahead of the scheduled closing.

01

Order Received

Title company receives request and verifies identifying data.

02

Records Search

Examiner searches county and tax records for relevant instruments.

03

Title Report Issued

Report lists exceptions and outstanding items needing cure.

04

Title Commitment

Underwriter issues commitment after curative items are resolved.

Common mistakes that delay title reporting and closing

Incomplete property description submitted causing mismatched records and search delays.
Using an incorrect owner or trust name that prevents retrieval of recorded deeds.
Failing to order the search early, leaving insufficient time to cure liens or encumbrances.
Ignoring municipal or HOA obligations that appear as recorded restrictions in the report.

Risks and consequences of an inaccurate Title Report

Delayed closing: Missed funding or rescheduled settlement

Surviving lien: Buyer inherits unpaid encumbrance

Insurance denial: Underwriter refuses coverage for exception

Legal dispute: Post-closing title litigation

Increased costs: Expedited cures and legal fees

Reputational harm: Professional trust issues among parties

eSignature vendor pricing at a glance for Real Estate workflows

Basic pricing and capability differences influence platform choice for title report distribution and signing; confirm details with each vendor for large or regulated deployments.

	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	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Real-world examples of title workflows and challenges

These short case arcs show how title reports affect transaction outcomes and operational choices in practice.

Martin Properties

Tim Martin streamlined remote closings by digitizing report delivery and signatures.

Outcome: faster coordination across agents and lenders.
Result: reduced turnaround and consistent compliance while handling mobile and offline signing during high-volume closings.

Optica Ventures LLC

Brian Fitzgibbons emphasized ease-of-use for customers ordering title reports online.

Point: Simple request forms reduced clarification calls.
Result: Title searches returned more quickly, enabling faster commitment issuance and fewer scheduling delays at settlement.

Frequently asked questions about Real Estate Title Reports

Answers to common operational, legal, and technical questions that arise when ordering, reviewing, and relying on title reports.

Need help? Contact support

What does a title exception mean?
An exception is a recorded matter excluded from coverage by the title insurer or flagged by the examiner; it may be a lien, easement, or restriction that requires resolution or explicit acceptance before insurance issuance.
Can an electronic title report be used at closing?
Yes; electronically delivered title reports and attachments are acceptable if parties consent to electronic records and the report meets retention and reproducibility requirements under ESIGN (15 U.S.C. ch. 96) and applicable state law.
Who is responsible for curing title defects?
Responsibility depends on contract terms: buyers, sellers, or lenders may agree who pays for and resolves recorded defects; lender conditions in the title commitment typically govern required cures before funding.
How long does a title search remain reliable?
A title search reflects recorded matters through the report cutoff date. New recordings after that date are not included; parties often obtain updated searches or gap endorsements for protection when there is a time gap to closing.
Do I need notarization for title documents?
Deeds and certain closing documents generally require notarization; state rules vary. Remote Online Notarization (RON) may be allowed depending on state statute and notary commission rules.
What if the report shows an unknown lien?
Investigate the lien's validity, obtain payoff statements or releases, and coordinate with the title company or attorney to remove or insure over the lien before closing to prevent post-closing claims.

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