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Residential Property Disclosure Report

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RESIDENTIAL PROPERTY DISCLOSURE REPORT

Property Identification

Parties

Disclosure of Known Material Facts

The Seller certifies that, to the Seller's actual knowledge as of the date of signature below, the responses to the statements and questions in this report are true and complete. The Seller acknowledges a continuing duty to disclose material facts known to the Seller that may affect the value or desirability of the property prior to closing. The Buyer acknowledges receipt of this report and that Buyer has the right to obtain independent inspections.

Structural, Systems and Safety

1. Known structural defects (foundation, load-bearing walls, significant settlement):

2. Roof condition or known leaks:   Date of last replacement or major repair:

3. Plumbing system defects (leaks, lead pipe, sewer backups):

4. Electrical system defects or hazards:

5. Heating, ventilation and air-conditioning (HVAC) functional condition:   Age of primary heating system:

Environmental, Hazardous Materials and Pests

6. Presence or prior presence of mold or water intrusion requiring remediation:

7. Known lead-based paint, asbestos, radon, or other hazardous substances:

8. Evidence of wood-destroying pests or prior treatment:

History, Repairs and Improvements

9. Past damage from fire, flooding, landslide, or other casualty events:

10. Major improvements or additions and whether permits were obtained and final inspections completed:

Utilities, Sewage, Wells and Easements

11. Public sewer or septic system:

12. Known easements, encroachments, boundary disputes, or restrictions affecting use:

Homeowners' Association / Assessments

13. Property subject to an owners' association, covenant, condition or restriction (CC&R) or special assessments:

Other Material Facts

14. Any other facts materially affecting the property not previously disclosed (including legal actions, rental agreements, unrecorded leases, or occupancy agreements):

Certifications and Notices

Seller Certification: I, the undersigned Seller, declare under penalty of perjury that the information provided in this Residential Property Disclosure Report is true and correct to the best of my actual knowledge as of the date signed. Seller acknowledges that knowingly making a false statement in this document may subject the Seller to contractual and statutory remedies available to the Buyer.

Buyer Acknowledgement: I, the undersigned Buyer, acknowledge receipt of this report and understand that the disclosures are based on the Seller's actual knowledge. Buyer is advised to obtain any inspections and investigations Buyer deems appropriate.

Governing Law: This report and any dispute arising hereunder shall be governed by the laws of the state in which the property is located. This document constitutes the entire written disclosure by the Seller relating to the matters set forth herein and supersedes any prior written disclosures.

Seller Printed Name:

By:

Date:

Buyer Printed Name:

By:

Date:

Enter text✕

What the Residential Property Disclosure Report Is

The Residential Property Disclosure Report is a seller-completed document that summarizes known material facts about a property's condition, systems, and history for prospective buyers. It typically covers visible defects, previous repairs, environmental conditions, zoning or boundary disputes, flood or septic system status, and any known legal encumbrances. The report helps buyers make informed decisions, supports contract negotiations, and becomes part of the transaction record used at closing and for post-closing inquiries.

Why the Disclosure Report Matters for a Sale

Completing an accurate Residential Property Disclosure Report reduces post-closing risks, supports transparent negotiations, and documents seller knowledge about property defects.

Why the Disclosure Report Matters for a Sale

Who Completes and Relies on the Disclosure Report

Accurate completion benefits all parties by clarifying expectations and minimizing the chance of litigation or contract rescission after closing.

  • Listing agents and brokers who collect disclosures and present them to buyers.
  • Buyers and buyer agents for inspection planning and risk assessment.
  • Lenders and title companies when underwriting or preparing closing documents.

Step-by-Step: How to Complete the Report

Follow a consistent order when preparing the Residential Property Disclosure Report to ensure completeness and easy review by buyers and their agents.

  • 01
    Gather documents: Collect permit records, past inspection reports, and repair invoices.
  • 02
    Walk the property: Inspect interior and exterior areas and note visible issues.
  • 03
    Complete fields: Enter details using exact dates and descriptive language.
  • 04
    Review and sign: Verify accuracy, sign, and date before delivering to buyer or agent.

How to Configure an Online Disclosure Workflow

Set up an eWorkflow that captures the report, supporting documents, and a verified signature to reduce friction and preserve audit data.

Field Configuration
Document Template Upload PDF/DOCX with fillable fields or use automated field detection.
Signer Order Assign seller first, then listing agent, then buyer for review if needed.
Authentication Use email link or SMS code; consider stronger ID for high-risk deals.
Retention Enable secure storage with audit trail and export to PDF/A.

Typical eSubmission Flow for a Residential Disclosure

Digital submission follows a simple sequence to ensure the seller completes, signs, and the buyer receives an auditable record.

  • Upload: Sender uploads the disclosure form and attachments.
  • Place fields: Add signature, date, and required info fields.
  • Send to signer: Signers receive a secure link or email invitation to sign.
  • Complete & store: Signed copy and audit trail are saved for transaction records.

Technical Considerations for eSigning and Storage

Verify the platform meets applicable privacy and recordkeeping needs; signNow, for example, supports common integrations and audit trail features used in real estate workflows.

  • File formats: PDF and DOCX support for editable and final-form documents
  • Integrations: Connectors for MLS, Google Drive, Box, and CRM systems
  • Authentication: Email, SMS, or advanced methods such as KBA or SSO

Essential Elements Found in a Professional Disclosure Report

A complete report organizes information so buyers and reviewers can quickly find property history, condition notes, and legally significant items.

Property identification

Legal address, parcel or tax ID, and accessory units for clear property identification.

Structural condition

Notes on foundation, roof, exterior walls, and observable structural issues.

System status

Operational condition of HVAC, plumbing, electrical, and septic or sewer systems.

Damage history

Past damage from fire, water, pests, or other events and details of repairs.

Environmental factors

Flood zone, lead-based paint, radon, and other environmental disclosures.

Legal encumbrances

Easements, liens, pending litigation, or zoning violations affecting the property.

Required Information and Common Fields to Include

Property address: Full street address
Seller name: Legal owner(s) name(s)
Disclosure date: MM/DD/YYYY
Material defects: Concise defect descriptions
Repair history: Year and scope of work
Attachments: Inspections, permits, invoices

Common Errors to Avoid When Preparing the Report

  • Incomplete descriptions that omit dates or locations of issues can lead to disputes.
  • Using vague language like 'may have' or 'possible' instead of concrete observations.
  • Failing to attach supporting documents (permits, receipts, inspection reports).
  • Mismatched owner names or addresses that conflict with title records.

Legal Risks and Consequences of Inaccurate Disclosures

Contract rescission: Buyer may cancel if material misrepresentation is proven
Money damages: Seller can face compensatory damages or repair costs
Civil penalties: State statutes may impose fines for nondisclosure
Title disputes: Hidden encumbrances can delay or derail closing
Insurance denial: False statements can void coverage claims
Reputational harm: Broker or seller credibility may suffer in the market

Timing: When to Deliver the Disclosure Report

Timely delivery of the disclosure is often required by contract terms, local custom, or state law; follow timelines to avoid delays.

At listing:

Provide the report to prospective buyers when the property is listed

Pre-offer:

Some markets expect disclosure before offer submission

Before acceptance:

Deliver to buyer prior to contract acceptance where required

During due diligence:

Buyers use it to plan inspections and underwriting

At closing:

Final signed copy retained in transaction file

Key Transaction Milestones Involving the Disclosure

Track the disclosure through listing, contract, inspection, and closing to ensure each party has the required information at each milestone.

01

Listing stage

Seller provides initial completed disclosure to listing agent and posts as required

02

Offer stage

Buyer reviews disclosure before or during offer submission

03

Inspection stage

Inspection scope set based on reported issues

04

Closing stage

Signed document added to closing package and retained

eSignature Vendor Comparison for Completing the Disclosure

This table summarizes common plan-level attributes for popular eSignature platforms. signNow appears first and is followed by common alternatives to help with platform selection for disclosure workflows.

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 Varies Varies Varies
Bulk Send Yes Yes Yes Yes Yes
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Real-World Examples of Disclosure Use

These examples show how the Residential Property Disclosure Report is used in practice across transaction types.

Residential resale transaction

A seller completed the disclosure and attached past roof repair invoices

  • The buyer focused inspections on attic and roof areas
  • The clear record reduced post-closing dispute risk and streamlined closing logistics by documenting prior work.

Investor purchase

An investor requested full disclosure before submitting an offer

  • Report revealed prior flood mitigation work
  • The buyer adjusted the offer and required documented permits before acceptance, avoiding unexpected remediation costs.

Practical Tips for Accurate and Efficient Completion

Follow consistent practices to reduce errors and support a smooth transaction.

Be specific
State exact locations, dates, and repair details rather than general descriptions to reduce ambiguity.
Attach evidence
Include inspection reports, permit copies, and receipts to substantiate disclosures.
Use digital tools
Complete, sign, and store disclosures electronically to capture timestamps and an audit trail.
Review before delivery
Have an agent or attorney review the disclosure for completeness and consistency.

Common Questions and Practical Answers

Answers to frequent questions about completing, signing, and storing Residential Property Disclosure Reports.


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