Can this report be signed electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Verify exceptions (wills, certain court filings) and any consumer-disclosure requirements for consumer-facing transactions.

Is notarization required for the report?

Notarization is commonly required for attached conveyance instruments (deeds, mortgages) and some affidavits. Check county recording rules; remote notarization (RON) may be allowed subject to state RON statutes and identity-proofing requirements.

What if the license is expired or revoked?

Flag the issue in the report, attach official licensing board records, and advise stakeholders that conveyance may be barred or require corrective steps prior to recording.

How do I correct a mistake after filing?

Prepare a corrective affidavit or amended report per local recorder procedures and re-record if required. Consult counsel for legal effect and whether re-execution is necessary.

Which jurisdiction's law governs disputes about the report?

The report should state the governing law clause; typically the state where the property is located controls real property matters and recording requirements.

Who should receive copies of the report?

Provide the title company, lender, escrow agent, relevant county recorder, and any contracting parties; retain certified copies and an audit trail of delivery.

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Report on License to Convey Mortgage or Lease

Report on License to Convey Mortgage or Lease

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

What the Report on License to Convey Mortgage or Lease Is

A Report on License to Convey Mortgage or Lease documents whether a party holds the legal authority and any required licensing to transfer, assign, or encumber real property by mortgage or lease. It summarizes the license or registration status, identifies the parties and property, notes any limitations or conditions on conveyance, and records supporting documents such as recorded mortgages, lease instruments, or agency authorizations. This report is commonly used by title agents, lenders, purchasers, and counsel to confirm transferability, determine recording requirements, and flag potential title or regulatory issues before closing.

Step-by-step: Prepare and Submit the Report

Follow this sequential checklist to collect information, confirm authority, and deliver the report to interested parties and recording offices.

01

Collect Documents: Assemble licenses, recorded mortgages/leases, and authorization letters.
02

Verify Authority: Confirm license status with issuing state or licensing board.
03

Complete Form: Fill fields, attach exhibits, and include legal descriptions.
04

Sign and Deliver: Execute with required notarization and send to recorder or recipient.

Frequently Asked Questions and Common Resolutions

Answers to common questions encountered when preparing or submitting a Report on License to Convey Mortgage or Lease.

Need help? Contact support

Can this report be signed electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Verify exceptions (wills, certain court filings) and any consumer-disclosure requirements for consumer-facing transactions.
Is notarization required for the report?
Notarization is commonly required for attached conveyance instruments (deeds, mortgages) and some affidavits. Check county recording rules; remote notarization (RON) may be allowed subject to state RON statutes and identity-proofing requirements.
What if the license is expired or revoked?
Flag the issue in the report, attach official licensing board records, and advise stakeholders that conveyance may be barred or require corrective steps prior to recording.
How do I correct a mistake after filing?
Prepare a corrective affidavit or amended report per local recorder procedures and re-record if required. Consult counsel for legal effect and whether re-execution is necessary.
Which jurisdiction's law governs disputes about the report?
The report should state the governing law clause; typically the state where the property is located controls real property matters and recording requirements.
Who should receive copies of the report?
Provide the title company, lender, escrow agent, relevant county recorder, and any contracting parties; retain certified copies and an audit trail of delivery.

Essential Security and Compliance Details to Include

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Audit Trail: Timestamps, IP, and action log

Authentication: Email, SMS code or stronger

Regulatory Compliance: ESIGN, UETA, 21 CFR, HIPAA options

Access Controls: Role-based permissions

Retention Policy: Exportable, tamper-evident storage

Frequent Preparation Errors to Avoid

Inaccurate legal descriptions: using street addresses only leads to recorder rejection or filing delays and complicates title searches.
Mismatched party names: differences between license, deed, and ID can invalidate conveyance or trigger title objections.
Missing notarization or incorrect notary wording: counties often reject instruments lacking proper acknowledgment or notary jurat language.
Failure to verify license status: relying on expired or suspended licenses can expose parties to civil liability and recording refusal.

Consequences of an Incorrect or Incomplete Report

Recording Rejection: May prevent legal transfer

Title Defects: Creates clouds on title

Civil Liability: Claims for misrepresentation

Regulatory Sanctions: Fines or license discipline

Tax Withholding: Backup withholding risks

Increased Costs: Additional filings and attorney fees

Configure an Online Workflow for the Report

Typical workflow settings to support eCompletion, notarization, and secure delivery when submitting the report electronically.

Field	Configuration
Document template	Upload PDF with fillable fields
Signer order	Sequential or parallel signing
Authentication	Email link, SMS code, or KBA
Notary/RON	Enable RON session if permitted
Retention	Store signed PDF/A and audit log

How to Route the Report: Recording and Distribution Flow

A clear routing sequence reduces errors and ensures the report and supporting instruments reach the correct recorder and stakeholders.

Prepare package: Assemble report, exhibits, IDs, and fees
Obtain signatures: Signers execute and notarize as required
Deliver to recorder: Submit originals or e-record via county process
Notify stakeholders: Send recorded copies to lender and title

Typical Timelines and Expected Processing Windows

Timeframes vary by county and parties involved; plan for internal review, execution, notarization, recording, and final distribution.

Internal Review Deadline:

Allow 3–5 business days for legal and title review

Signer Execution Deadline:

Schedule signing within 7–14 days to prevent lapsing approvals

Notarization/Authentication:

Complete notarization or RON immediately after signature

Recording Submission Deadline:

Submit to county recorder promptly to preserve priority

Recording Processing Time:

County processing varies; allow 3–10 business days or more

Key Milestones from Draft to Recorded Instrument

A milestone view helps teams coordinate approvals, notarization, and recording to protect priority and closure schedules.

01

Draft and Collate

Compile report, exhibits, and fee estimate for review

02

Authority Verification

Confirm license and signatory authority with issuing agency

03

Execution and Notarization

Obtain signatures and proper notarization or RON session

04

Record and Distribute

Record with county and circulate recorded copies

Real-world Examples of Report Use

Two representative scenarios show how the report supports closings and risk assessment in practice.

Martin Properties — Onsite Closings

Martin Properties used the report to confirm authority for lease assignments prior to closing

The report highlighted an expired license requiring remedial filing
Tim Martin noted that processing documents online enabled timely compliance while maintaining security and auditability.

Optica Ventures — Title Review

A title review flagged a disputed mortgage assignment that the report clarified

The report compiled recorded instruments and licensing records concisely
Brian Fitzgibbons reported the consolidated report simplified lender underwriting and reduced follow-up questions.

Practical Tips for Accurate and Efficient Completion

Follow these practices to reduce rework, expedite recording, and limit legal exposure when preparing the report.

Use the full legal description

Include the exact metes-and-bounds or recorded lot description rather than a street address to ensure the recorder correctly indexes the instrument.

Confirm signatory authority

Obtain corporate resolutions or power-of-attorney documentation when an entity or agent will sign on behalf of the licensee.

Attach supporting licenses

Include copies or certified records of the license, licensing board notices, and any discipline history that may affect conveyance validity.

Verify county requirements

Check county recorder rules for fee schedules, required cover sheets, or preferred file formats before submission.

eSignature Provider Comparison for Preparing and Signing the Report

The table below summarizes common eSignature considerations and public starting prices to inform selection of a signing platform for preparing and distributing the report.

	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 vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

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