Can the questionnaire be electronically signed?

Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.

When is notarization legally required?

Notarization is required when state law or the title/lender demands a notarized affidavit or acknowledgement; requirements vary by state and document type, so confirm with the closing agent.

Is remote online notarization acceptable?

RON is permitted where authorized by state law; it requires identity-proofing, audio-video recording, and retention per state rules. Confirm your state’s RON acceptance before using it.

What happens if names or descriptions don’t match?

Mismatched owner names or legal descriptions can prevent recording, lead to corrective deeds, and delay closing; verify all fields against recorded instruments.

How should I store the completed questionnaire?

Retain the signed questionnaire and exhibits in secure, access-controlled storage for the retention periods that apply to the transaction and relevant regulators.

Who to contact when the title company objects?

If title raises an exception, provide source documents, clarify questionnaire responses, and consult closing counsel to resolve defects before recording.

Electronic Signature
Templates
Real estate
Residential Property Questionnaire

Residential Property Questionnaire

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

RESIDENTIAL PROPERTY QUESTIONNAIRE

Property Identification

Property Address:

Parcel / APN Number Legal Description

Parties

Seller Name(s) Seller Contact (address / phone / email) Buyer Name(s)

General Property Information

Year Built: Total Bedrooms: Total Bathrooms:

Occupancy / Tenancy

Owner occupied: Yes No

If rented or leased, describe lease terms, rent amount and security deposit

Improvements, Repairs and Permits

Have any structural or major system repairs or improvements been made in the last 10 years?

Yes No

If yes, describe work performed, dates, contractor and whether permits were obtained Are there any known outstanding permits, code violations, stop-work orders or unresolved building department issues?

Yes No

Systems, Appliances and Utilities

Heating / Cooling / Electrical / Plumbing Condition (note age and known defects) Appliances Included with Sale (check all that apply)

Refrigerator Oven/Range Dishwasher Washer Dryer

Water Source and Sewer

Water: Sewer/Septic:

Environmental / Hazard / Pest Disclosures

Is the property located in a designated flood plain or subject to flood risk? Yes No

Was the property constructed prior to 1978 (lead-based paint risk)? Yes No

Known presence or history of (check all that apply)

Mold Asbestos Radon Soil contamination Pest infestation

Insurance, Damage and Claims

Has there been any material damage to the property from fire, water, wind, or other causes?

Yes No

If yes, provide dates, extent of damage, repairs, and insurance claims

Title, Easements, Liens and Disputes

Are there any easements, boundary disputes, encroachments, or recorded covenants affecting the property?

Yes No

Are there any liens, assessments, or pending legal actions affecting the property?

Yes No

Homeowners Association

Is the property subject to an association or community rules?

Yes No

If yes, provide association name, contact, regular assessments and any outstanding special assessments

Additional Disclosures

Known material facts not previously disclosed to a prospective buyer

Seller Certification and Acknowledgment

The Seller certifies, under penalty of perjury, that the information provided in this Residential Property Questionnaire is true and correct to the Seller's actual knowledge as of the date of execution below. The Seller further acknowledges that omissions or misrepresentations may give rise to claims under applicable law. This Questionnaire is a disclosure of known information and is not a warranty of condition or fitness. Buyer is advised to obtain independent inspections and investigations.

The Seller authorizes the Buyer and Buyer's agents reasonable access to the property for inspections and agrees to provide available documentation related to permits, repairs, warranties and insurance claims upon request. This Questionnaire shall be governed by the laws of the state in which the property is located and constitutes the entire disclosure provided by the Seller relating to the items herein unless otherwise amended in writing signed by both parties.

Acknowledgment by Buyer

Buyer acknowledges receipt of the foregoing information and understands that the Questionnaire is provided for informational purposes only and does not replace any inspections, title review, or other due diligence to be performed by Buyer.

Seller:

By:

Date:

Buyer:

By:

Date:

What the Residential Property Questionnaire Is and when it’s used

A Residential Property Questionnaire is a structured form used to collect standardized facts about a residential property before closing, lease execution, or listing. Typical items include ownership details, legal description, current occupancy, known defects or disclosures, utility and tax account information, easements, and special assessments. Lenders, title companies, brokers, and attorneys use the questionnaire to confirm material facts, identify title or survey issues, and assemble closing documentation. Clear, accurate questionnaires reduce rework and support timely processing by downstream parties such as underwriters, escrow agents, and county recorders.

Why a clear questionnaire matters for a smooth transaction

A well-completed Residential Property Questionnaire reduces closing delays, limits title exceptions, and documents seller and agent disclosures under state law and contract terms.

Who typically completes and relies on this questionnaire

The questionnaire is completed and reviewed by multiple parties involved in a residential transaction to confirm facts and support title and closing processes.

Listing agents and sellers: Complete property condition, fixtures, prior repairs, and occupancy details to meet disclosure obligations.
Buyers and buyer agents: Review responses to verify condition, utility status, and any material facts before finalizing inspections and financing.
Title officers and lenders: Use responses to identify exceptions, order surveys, and confirm tax and assessment records for underwriting.

Accuracy at each stage lowers the risk of last-minute corrections and helps satisfy lender and title company requirements before closing.

Primary signatories and responsible parties

Seller — Homeowner

The property owner or an authorized representative must complete and sign answers regarding ownership, occupancy, disclosures, and known defects. Inaccurate statements can create post-closing liability or require corrective instruments.

Agent — Listing Broker

The listing agent often assists with completing factual fields, attaching disclosures, and certifying the questionnaire’s completeness for the seller; agents should avoid making legal conclusions and should flag ambiguous items for counsel.

Key sections contained in a professional Residential Property Questionnaire

A complete questionnaire groups information into sections that align with title review, lender underwriting, and local recording needs, making it easier to cross-check answers with public records.

Ownership

Names of current owners, vesting form, and any co-owner details; used to verify the correct grantor/grantee information for deeds and title searches.

Legal Description

Full recorded legal description or lot/block reference as shown on the deed or survey; inaccuracies here can prevent proper recording.

Occupancy

Current occupancy status (owner-occupied, tenant, vacant), lease details if applicable, and expected vacancy at closing if required by lender or insurer.

Property Condition

Known defects, recent repairs, renovations, or environmental concerns disclosed by the seller; supports buyer inspections and disclosure compliance.

Liens & Assessments

Pending liens, unpaid taxes, HOA assessments, or special district charges that could affect title or closing costs.

Utilities & Access

Active utility accounts, easements, access rights, and driveway or road maintenance obligations that affect use and marketability.

Step-by-step: completing the questionnaire before closing

Follow this sequential checklist to prepare a questionnaire that satisfies title and lender needs and minimizes last-minute corrections.

01

Gather documents: Collect deed, survey, tax bill, HOA docs, and prior disclosures.
02

Complete fields: Fill each field exactly as supported by source documents.
03

Attach exhibits: Include leases, repair invoices, and inspection reports where relevant.
04

Sign and date: Seller signs; agent or attorney signs if authorized.

Configure an online completion workflow for consistent results

Set up fields and routing so the questionnaire collects the correct data, enforces required entries, and routes copies to stakeholders automatically.

Field	Configuration
Required Fields	Make owner name, legal description, and signature mandatory.
Conditional Logic	Show lease fields only if occupancy = tenant.
Auto-routing	Send copies to title, lender, and escrow upon final signature.
Audit Trail	Enable timestamps, IP logs, and signer authentication.

Where completed questionnaires should be sent

Route the final document and supporting exhibits to the parties that rely on it for underwriting, title clearance, and recording preparation.

Title Company: Primary recipient for clearing title and ordering surveys.
Lender / Underwriter: Used to confirm occupancy and outstanding assessments.
Escrow / Closing Agent: Included in closing package and escrow instructions.
County Recorder (if required): Legal documents prepared for recording based on questionnaire.

Digital delivery and integration considerations

Use a platform that supports common file types, audit trails, and integrates with closing systems to reduce manual handoffs.

File Formats: PDF, DOCX, and HTML supported.
Integrations: Integrates with CRM and storage systems like Salesforce and Box.
Authentication: Supports email, SMS, and advanced signer verification.

Typical timing and deadlines tied to the questionnaire

Timing varies by transaction but coordinate questionnaire completion with inspections, title work, and lender conditions to avoid closing delays.

Provide before underwriting:

Submit questionnaire when lender orders title search and appraisal.

Allow review time:

Allow 3–5 business days for title and lender review.

Replies to exceptions:

Respond to title exceptions within 48–72 hours where possible.

Final updates:

Provide any material changes at least 24–48 hours before closing.

Recording window:

Deliver final signed documents to escrow per county recording schedules.

Notarization and witness flow for authenticated questionnaires

If the questionnaire or an attached affidavit requires notarization or witness signatures, follow these steps to authenticate correctly.

01

Determine need

Check if a notary or witnesses are required by state law or lender.

02

Choose method

Use in-person notary or approved RON where permitted.

03

Identity proofing

Signers provide ID and any required knowledge-based verification.

04

Audio-video recording

For RON, preserve the required A/V session if state law mandates.

05

Witness placement

Have required witness count sign in the presence of notary if applicable.

06

Journal entry

Notary records the act and retains journal per state rules.

07

Attach acknowledgement

Include notarial certificate with the executed questionnaire.

08

Store proof

Keep notarization records with the document for retention compliance.

Common preparation errors to avoid

Providing an abbreviated legal description that does not match the deed, which can prevent recording and require a corrective instrument.
Entering inconsistent owner names across documents, triggering additional identity verification or affidavits and delaying closing.
Failing to disclose existing leases or tenants, resulting in lender conditions or escrow holdbacks.
Omitting attached exhibits like repair receipts or lease copies that title and underwriting teams need to clear exceptions.

Consequences of incorrect or incomplete questionnaires

Recording Rejection: Document may be refused by recorder.

Title Exceptions: Unresolved issues can impose title exceptions.

Closing Delays: Underwriters may delay funding.

Post-Closing Liability: Seller may face indemnity claims.

Increased Costs: Additional legal or correction fees may apply.

Insurance Impact: Policy issuance may be delayed or conditioned.

Typical eSignature vendor pricing and feature snapshot for questionnaire workflows

Compare core pricing and capability indicators relevant to high-volume residential questionnaire workflows and secure signature requirements.

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

Download, file formats, and what the signed package includes

After signing, ensure you download the complete record set and store it in formats that preserve signatures, attachments, and audit data.

Signed Package

Includes the final signed questionnaire, attached exhibits, and a tamper-evident audit trail showing timestamps, signer attribution, and action history.

Supported Formats

Download as PDF/A or PDF, and export source documents in DOCX or HTML where supported for recordkeeping and OCR processing.

Certificate of Completion

A machine-readable certificate typically accompanies the signed file and documents IP, timestamps, and authentication method.

Local Storage

Store signed copies in secure document repositories with access controls and versioning to meet retention policies.

Frequently asked questions about completing and submitting a Residential Property Questionnaire

Answers to common issues that arise during preparation, electronic signing, notarization, and storage of the questionnaire.

Need help? Contact support

Can the questionnaire be electronically signed?
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.
When is notarization legally required?
Notarization is required when state law or the title/lender demands a notarized affidavit or acknowledgement; requirements vary by state and document type, so confirm with the closing agent.
Is remote online notarization acceptable?
RON is permitted where authorized by state law; it requires identity-proofing, audio-video recording, and retention per state rules. Confirm your state’s RON acceptance before using it.
What happens if names or descriptions don’t match?
Mismatched owner names or legal descriptions can prevent recording, lead to corrective deeds, and delay closing; verify all fields against recorded instruments.
How should I store the completed questionnaire?
Retain the signed questionnaire and exhibits in secure, access-controlled storage for the retention periods that apply to the transaction and relevant regulators.
Who to contact when the title company objects?
If title raises an exception, provide source documents, clarify questionnaire responses, and consult closing counsel to resolve defects before recording.

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