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Real Estate Vendor Disclosures

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REAL ESTATE VENDOR DISCLOSURES

Vendor Name:    Buyer Name:

PROPERTY IDENTIFICATION

VENDOR REPRESENTATIONS AND DISCLOSURES

The undersigned Vendor affirms, to Vendor's actual knowledge as of the date signed below, the following statements accurately describe the condition and known facts concerning the property identified above. For each item marked "Yes" or "Unknown" provide a brief explanation in the corresponding explanation field.

Known structural defects (including settlement, foundation repairs or movement)? Yes No Unknown

Roof leaks or repairs within the last 10 years? Yes No Unknown

Past or present water intrusion, flooding, standing water, or drainage problems? Yes No Unknown

Problems with plumbing, sewer connections, or septic system? Yes No Unknown

Known deficiencies in electrical, heating, ventilation, or air conditioning systems? Yes No Unknown

Presence or suspected presence of asbestos, lead-based paint, radon, petroleum products, contaminated soil, underground storage tanks, or other environmental hazards? Yes No Unknown

Lead-based paint disclosure (if property built prior to 1978): Year built recorded above. Has vendor knowledge of lead-based paint or hazards? Yes No Unknown

Any history of termites, wood-destroying insects, rodents, or other infestations? Yes No Unknown

Additions, remodeling, or repairs affecting structure or systems that were performed without required permits or approvals? Yes No Unknown

Have there been claims for property damage or insurance payments relating to the property within the last ten years? Yes No Unknown

Any disputes, encroachments, easements, rights-of-way, or boundary disagreements that materially affect property use? Yes No Unknown

OTHER MATERIAL FACTS AND INCLUDED ITEMS

DISCLOSURE CERTIFICATION, LIMITATIONS, AND REMEDIES

Vendor certifies that the statements contained in this disclosure form are true and complete to Vendor's actual knowledge as of the date of execution. Vendor understands that omission of known material facts or the making of false statements may give rise to legal liability. This disclosure does not create any express or implied warranty by Vendor regarding the future condition of the property; purchasers are advised to obtain their own inspections and investigations. Nothing in this disclosure shall be construed to alter or supersede the terms of any executed purchase agreement between the parties, except to the extent expressly stated in writing in such agreement.

Remedies for materially false statements or omissions are governed by applicable law and the terms of the purchase contract. To the extent permitted by law, Vendor's liability for errors or omissions in this disclosure is limited to actual damages proven by the Buyer and does not include punitive damages unless specifically provided by statute.

Governing Law: The interpretation and enforcement of this disclosure shall be governed by the laws of the state in which the property is located.

ACKNOWLEDGMENT

By signing below, Vendor acknowledges that Vendor has fully completed this disclosure to the best of Vendor's knowledge and has provided Buyer with a copy. Buyer acknowledges receipt of this Vendor Disclosure.

Vendor (Seller) Printed Name:

By:

Date:

Buyer Printed Name:

By:

Date:

Enter text✕

What Real Estate Vendor Disclosures Are and when they apply

Real Estate Vendor Disclosures are documents sellers or property managers provide to buyers and tenants listing known relationships, services, material interests, or third-party vendors involved in the real estate transaction. They typically disclose vendor identities, compensation arrangements, referral relationships, and any services the seller or listing agent may receive. These disclosures help manage conflicts of interest, ensure transparency about repair or inspection vendors, and document whether vendors are licensed or affiliated. While formats vary by state and transaction type, accurate, timely vendor disclosures reduce legal risk and support informed decision making for buyers, sellers, and brokers.

Why accurate vendor disclosures matter for a transaction

Accurate Real Estate Vendor Disclosures provide transparency about third-party relationships, reduce the chance of undisclosed conflicts, and create a written trail useful in disputes or regulatory reviews. They protect parties by clarifying vendor roles, compensation, and any material interests affecting the transaction.

Why accurate vendor disclosures matter for a transaction

Who typically prepares and relies on vendor disclosures

Listing agents, sellers, property managers, and buyer's agents commonly prepare or request vendor disclosures to document relationships and vendor arrangements.

  • Listing agents: disclose any referral fees, affiliated vendors, or compensation tied to vendor referrals.
  • Sellers: report vendors who performed repairs, inspections, or who may receive post-closing payments.
  • Property managers and landlords: list maintenance vendors, contractors, and any management-related vendor agreements.

Use consistent state-specific forms and retain copies with the transaction file for compliance and future reference.

Step-by-step: complete and deliver a vendor disclosure

Follow these steps to complete and deliver a Real Estate Vendor Disclosures form correctly for a sale or lease.

  • 01
    Prepare Form: Select the correct state form and pre-fill known transaction details.
  • 02
    Collect Vendor Data: List vendor names, services, licenses, and compensation arrangements.
  • 03
    Obtain Signatures: Have authorized parties sign; notarize if state requires.
  • 04
    Distribute & File: Provide copies to buyers and retain in transaction records.

Digital signing, storage formats, and integration considerations

Digital signing and distribution choices affect authentication, audit trails, and document retention for Real Estate Vendor Disclosures.

  • File Formats: PDF, DOCX; preserve original formatting.
  • Integrations: Salesforce, MLS systems, Google Workspace.
  • Authentication: Email, SMS, KBA, advanced options.

Typical online workflow configuration for vendor disclosures

Configure an online workflow to collect vendor disclosures, enforce required fields, and route signed copies to stakeholders automatically.

Field Configuration
Required Fields Vendor name, license, compensation set as required fields.
Conditional Logic Show license field if service is regulated.
Signature Order Set sign order: seller, vendor, buyer.
Notifications Email copies to broker, lender, and escrow.

Typical delivery and submission flow for executed disclosures

Standard delivery paths ensure each party receives vendor disclosures and the signed final document is preserved in the transaction file.

  • Upload Document: Upload PDF and map signature fields.
  • Assign Signers: Add emails and set signing order.
  • Authentication: Select email, SMS code, or KBA.
  • Complete & Archive: System saves signed PDF plus audit trail.

Saving, exporting, and attaching supporting documents

Exporting signed vendor disclosures in standard formats and attaching supporting documents ensures completeness for lenders, title companies, and regulatory records.

Download Formats

Save the executed disclosure as a PDF/A for long-term archiving and as a flat PDF for quick distribution. Preserve file metadata and include the audit trail in a separate file.

Attach Supporting Docs

Include invoices, repair receipts, inspection reports, vendor licenses, and certificates of insurance. Label each attachment with vendor name, invoice number, and date to simplify lender, title, and buyer review.

Signed Certificate

Provide a Certificate of Disclosure that summarizes vendor names, services, and compensation, and reference attached supporting documents. Include signer names, dates, and notarization details when applicable.

Export Options

Export signed files in PDF and DOCX; include the platform audit trail in CSV or PDF. Ensure exported copies maintain timestamp and signer attribution for compliance.

Timing checkpoints and required delivery windows

Watch timing requirements: state laws and lenders often require disclosures at listing, before contract acceptance, or prior to closing.

At Listing:

Provide vendor disclosures when property is listed or marketing begins.

Before Contract Acceptance:

Disclose material vendor relationships before buyers sign purchase agreements.

Prior to Closing:

Confirm final disclosures are included in closing package and title documents.

Notarization Windows:

Complete notarization or RON sessions within state-prescribed timeframes.

Acknowledge Receipt:

Obtain buyer signature or written acknowledgment where required by law.

Notarization and witness authentication: sequential steps

Notarization and witness procedures vary; follow sequential steps to authenticate vendor disclosures where required by state law.

01

Prepare Document

Ensure fields complete and attachments included before notarization.

02

Identify Signers

Confirm signers' authority and proper corporate titles.

03

Schedule Notary or RON

Book in-person or remote notary session per state rules.

04

Identity Proofing

Provide ID, KBA, or credential analysis as required.

05

Live Audio-Video

For RON, maintain recorded live interaction during signing.

06

Sign and Notarize

Signer signs; notary completes acknowledgment or jurat and signs.

07

Record Journal

Notary records transaction in journal with required details.

08

Store Recordings

Retain RON audio-video and journal per state retention rules.

Consequences of incorrect or missing disclosures

License Sanctions: Fines, disciplinary action, license suspension.
Contract Rescission: Buyer may rescind or seek damages.
Title Delays: Title or closing delays from missing disclosures.
Monetary Damages: Claims for undisclosed referral fees.
Regulatory Fines: State agency penalties for noncompliance.
Reputational Harm: Loss of buyer trust and future referrals.

Common preparation errors that slow or block closings

  • Incomplete vendor contact details (missing license numbers, addresses, or scope of work) cause verification delays and increase lender or title company follow-up requirements.
  • Vague service descriptions such as 'repairs' without specifics hinder risk assessment and may lead to disputes about performed work.
  • Mismatched seller or vendor names between disclosure and contract can trigger underwriting holds and require corrective affidavits.
  • Omitting required signatures, corporate titles, or notarization invalidates the disclosure in some jurisdictions and stalls closing.

Security and compliance features to protect disclosures

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest.
Audit Trail: Comprehensive timestamps, IP, and action history.
Certifications: SOC 2 Type II, ISO 27001, PCI DSS.
HIPAA Support: BAA available for protected health information.
21 CFR Part 11: Supports electronic records and signatures compliance.
Access Controls: Role-based access and SSO/SAML support.

Vendor pricing snapshot for eSignature platforms

Compare common eSignature vendors for executing Real Estate Vendor Disclosures; signNow appears first in the table.

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 credit card required Verify plan details Verify plan details Verify plan details Verify plan details
Bulk Send Yes (Business Premium) Verify plan details Verify plan details Verify plan details Verify plan details
Audit Trail Yes Yes Yes Yes Yes
Envelope Cap No envelope cap 100 envelopes/user/year Verify plan details Verify plan details Verify plan details

Frequently asked questions and solutions for common issues

Answers to common questions about completing, signing, and storing Real Estate Vendor Disclosures, with practical steps for common problems.


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