What must the request include?

Include property identifiers, scope of work, report type, desired delivery date, contact and billing instructions, and any inspection constraints so appraisers can produce comparable, accurate estimates.

Can the request and engagement be e-signed?

Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided intent, consent, attribution, and retention requirements are met.

When is notarization required?

Notarization is rarely required for a simple estimate request but may be needed for signed engagement letters or fee affidavits; state rules vary, so verify local notary requirements.

How do I handle confidential information?

Limit sensitive attachments, mark files confidential, and use a platform supporting encryption and access controls; obtain a BAA where HIPAA-covered information is involved.

What if appraisers return different scopes?

Flag deviations, request clarification, and use a checklist to identify scope mismatches before comparing costs to ensure fair evaluation.

How long should I keep these records?

Retain the request and accepted engagement for the transaction life plus applicable statutory periods such as tax or HIPAA requirements; consult counsel for state-specific rules.

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Request for Estimate of Appraisal Costs

Request for Estimate of Appraisal Costs

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

What a Request for Estimate of Appraisal Costs Is and when it's used

A Request for Estimate of Appraisal Costs is a written request sent to a licensed appraiser or appraisal firm asking for a cost estimate to perform an appraisal of real property or other assets. It typically includes property details, scope of work, desired report type, timelines, and any special inspection requirements to allow an accurate fee quote. Lenders, brokers, attorneys, property owners, and corporate procurement teams use this request to compare pricing, availability, and turnaround before engaging an appraiser or issuing a purchase order.

Why issuing a clear estimate request matters

A precise request reduces misunderstandings, speeds procurement, and helps compare competing appraisers on the same scope and deliverables. It protects transaction schedules and clarifies who pays for additional services such as interior inspections or specialty analyses.

Which roles commonly prepare and receive this request

Typical preparers include lenders, real estate brokers, asset managers, and legal teams coordinating valuation work.

Lenders and underwriters: Request standardized estimates to support credit decisions and closing timelines.
Real estate brokers and agents: Use estimates to advise sellers or buyers on valuation timelines and costs.
Property owners and asset managers: Seek competitive quotes and confirm scope before authorizing an appraisal engagement.

Step-by-step: preparing and sending the estimate request

Follow a short, consistent process to collect details and get comparable quotes from appraisers quickly.

01

Gather property data: Collect address, APN, recent permits, and photos.
02

Define scope: Decide report type, inspection needs, and intended use.
03

Send request: Email or e-submit the request to selected appraisers.
04

Compare responses: Review fees, delivery dates, and scope deviations.

Typical flow from request to appraisal engagement

A compact workflow speeds selection while preserving comparability across vendors and protecting timelines.

Request issued: Sender shares scope and deadlines with candidates.
Appraiser replies: Estimates include fees, exclusions, and timing.
Negotiate terms: Clarify deliverables and any travel or inspection fees.
Engage appraisal: Issue engagement letter or purchase order to selected appraiser.

Digital workflow settings to capture in an online form

Configure form fields and routing so estimates arrive in a standard format for easy comparison.

Field	Configuration
Property Address	Required text field with format validation
Report Type	Dropdown (Full, Drive-by, Desktop)
Requested Delivery	Date picker with MM/DD/YYYY validation
Upload Photos	Optional file field, PDF/JPG accepted

Technical options for submitting requests electronically

Choose a platform that supports standard file formats (PDF, DOCX) and secure delivery to appraisers.

File formats: PDF and DOCX supported
Integrations: Works with Google Workspace and Microsoft 365
Audit trail: Timestamps and IP logging

Common eSignature vendor pricing and features for processing requests

Comparing baseline costs and capabilities helps decide which eSignature vendor fits your appraisal procurement process and compliance needs.

	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
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies	Varies	Varies

Security and compliance items to capture with electronic submission

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

ESIGN/UETA: Legal framework for electronic signatures

HIPAA: BAA required for protected health information

21 CFR Part 11: FDA-regulated records compliance option

SOC 2: SOC 2 Type II report available

ISO: ISO 27001 certified security controls

Primary risks from an incomplete or incorrect request

Delayed closing: Transaction timeline impact

Higher fees: Unexpected travel or inspection charges

Noncomparable quotes: Different scopes make comparisons invalid

Invoice disputes: Billing errors or mismatched payor

Data exposure: Insufficient privacy controls

Regulatory risk: Failure to follow industry rules

Common mistakes to avoid when preparing requests

Using vague scope language such as 'as needed' forces appraisers to add contingencies or exclude tasks, which increases quoted costs and risks noncomparable estimates.
Failing to include access instructions or contact details causes delays for interior inspections and may lead appraisers to charge additional travel or reinspection fees.
Omitting required deliverables, like a signed engagement letter or report format, can produce estimates that do not meet lender or legal requirements and require costly revisions.
Not confirming who pays or how invoices are submitted often results in payment delays, interrupted work, or additional administrative overhead for both parties.

Typical timelines and response expectations for estimate requests

Set clear deadlines in the request and account for scheduling constraints and local market conditions.

Request issuance:

Issue at start of due diligence; include earliest preferred inspection dates

Response window:

Allow 7–14 business days for formal estimates depending on workload

Inspection scheduling:

Inspector availability can add 3–10 business days

Report delivery:

Standard turnaround is 7–21 days after inspection

Invoice terms:

Specify payment terms and any retainer requirements

Real-world examples of using an appraisal cost estimate request

Two brief examples show how organizations use standard requests to save time and create comparable proposals from appraisers.

Martin Properties — appraisal procurement

Martin Properties standardized their estimate request to include APN, photos, and scope to reduce back-and-forth with appraisers.

The streamlined form reduced follow-up questions substantially.
"I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently," said Tim Martin, Founder of Martin Properties.

Optica Ventures — comparing bids

Optica Ventures used an identical scope sent to three firms to get apples-to-apples fee comparisons.

This clarified which vendors offered USPAP narrative reports.
Brian Fitzgibbons, COO of Optica Ventures LLC, noted the simplicity and ease of use that helped their team evaluate vendors and select an appraiser based on cost, timing, and report type.

Frequently asked questions about estimate requests and electronic submission

Answers to common questions on content, signature validity, timing, and recordkeeping when sending estimate requests electronically.

Need help? Contact support

What must the request include?
Include property identifiers, scope of work, report type, desired delivery date, contact and billing instructions, and any inspection constraints so appraisers can produce comparable, accurate estimates.
Can the request and engagement be e-signed?
Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided intent, consent, attribution, and retention requirements are met.
When is notarization required?
Notarization is rarely required for a simple estimate request but may be needed for signed engagement letters or fee affidavits; state rules vary, so verify local notary requirements.
How do I handle confidential information?
Limit sensitive attachments, mark files confidential, and use a platform supporting encryption and access controls; obtain a BAA where HIPAA-covered information is involved.
What if appraisers return different scopes?
Flag deviations, request clarification, and use a checklist to identify scope mismatches before comparing costs to ensure fair evaluation.
How long should I keep these records?
Retain the request and accepted engagement for the transaction life plus applicable statutory periods such as tax or HIPAA requirements; consult counsel for state-specific rules.

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