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Site Control Certification Form

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Site Control Certification Form

This Site Control Certification Form (the "Certification") is made as of the Effective Date: by and between Owner Name: whose principal address is ("Owner"), and Developer Name: whose principal address is ("Developer"). Owner and Developer are referred to individually as a "Party" and collectively as the "Parties."

RECITALS

WHEREAS, Owner represents that it holds or controls certain rights in the real property described below and intends that those rights constitute site control for purposes of Developer's evaluation, entitlement, financing, or development of a proposed project; and

WHEREAS, Developer requires written certification from Owner confirming the nature, scope, and duration of Owner's site control and the existence of specified documentation demonstrating Owner's control; and

WHEREAS, the Parties wish to set forth the certification, representations, and covenants of Owner with respect to the Site as a condition to Developer's continued reliance and expenditures in furtherance of the proposed project.

NOW, THEREFORE, in consideration of the mutual covenants and agreements contained in this Certification and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties agree as follows:

1. DEFINITIONS

For purposes of this Certification: "Site" means the real property described in Section 2 below; "Site Control" means the legal right held by Owner to possess, use, or acquire the Site by deed, lease, option, purchase and sale agreement, or other enforceable agreement sufficient to allow the Developer to proceed with project planning and due diligence; and "Evidence of Site Control" means recorded or signed agreements, title reports, recorded deeds, leases, options, escrow instructions, or other written instruments identified in Section 3.

2. SITE IDENTIFICATION

3. NATURE AND SCOPE OF SITE CONTROL

Owner certifies that Owner currently possesses the following form(s) of Site Control with respect to the Site (check all that apply) and that the information required below concerning each checked form of Site Control is true and correct:

Effective Date of Site Control:

Expiration or Termination Date (if applicable):

4. EVIDENCE OF SITE CONTROL

Owner represents that the following documents constitute the Evidence of Site Control and currently demonstrate Owner's rights in the Site. Owner shall identify each document by type, date, and party to the agreement, and attach true and complete copies to this Certification or make them available upon Developer's written request.

Owner certifies that each document listed above is a valid and binding obligation of the parties thereto and that, to Owner's knowledge, there exist no amendments, terminations, defaults, or waivers that would materially impair Developer's reasonable reliance on such documents as evidence of Site Control.

5. REPRESENTATIONS AND WARRANTIES

Owner represents and warrants to Developer that: (a) Owner is the lawful holder of the rights in the Site as identified in Section 3; (b) there are no undisclosed leases, easements, liens, judgments, or encumbrances that would materially impede the proposed development, except as disclosed in writing in the Evidence of Site Control; (c) Owner has full power and authority to execute and deliver this Certification and to perform its obligations hereunder; and (d) the execution, delivery, and performance of this Certification will not violate or result in a default under any material agreement, instrument, judgment, order, or law applicable to Owner or the Site.

6. COVENANTS

Owner covenants that, during the period Developer is reasonably relying on this Certification, Owner will not execute or permit any encumbrance, sale, lease, option, or amendment affecting the Site that would materially impair the rights represented herein without first providing Developer with written notice and, where applicable, obtaining Developer's prior written consent which shall not be unreasonably withheld. Owner further agrees to cooperate with Developer in providing documents, consents, and reasonable access necessary to confirm the asserted Site Control.

7. CONDITIONS OF RELIANCE; REMEDIES

Developer's reliance on this Certification is conditioned upon the continued accuracy of Owner's representations and the availability of the Evidence of Site Control. If any representation or warranty made herein is materially false or misleading in any material respect, Developer may, at its election, suspend reliance on the Certification and pursue any remedies available at law or in equity, including specific performance or damages. The remedies provided in this Certification are cumulative and in addition to any other remedies available to Developer.

8. NOTICES

All notices, demands, or communications required or permitted under this Certification shall be in writing and shall be deemed given when delivered personally, sent by nationally recognized overnight courier, or mailed by certified mail, return receipt requested, to the addresses set forth below or to such other address as either Party may designate by notice to the other.

9. AMENDMENTS; WAIVER; COUNTERPARTS

This Certification may be amended or modified only by a writing signed by both Parties. No waiver of any breach or default shall be effective unless in writing and signed by the Party granting the waiver. This Certification may be executed in counterparts, each of which shall be deemed an original and all of which together shall constitute one and the same instrument.

10. GOVERNING LAW; ENTIRE AGREEMENT; SEVERABILITY

This Certification shall be governed by and construed in accordance with the laws of the jurisdiction in which the Site is located without regard to conflict of law principles. This Certification constitutes the entire agreement between the Parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements and understandings, whether written or oral, relating to Site Control. If any provision of this Certification is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

11. ADDITIONAL PROVISIONS

If requested by Developer, Owner agrees to deliver executed copies of any recorded instruments, letters of intent, escrow instructions, title commitments, or other documents reasonably necessary to confirm or perfect the Site Control. Owner acknowledges that Developer may disclose this Certification and the Evidence of Site Control to prospective lenders, investors, governmental authorities, or purchasers in connection with the proposed development, provided such parties agree to keep nonpublic information confidential.

Owner Printed Name:

By:

Date:

Title:

Developer Printed Name:

By:

Date:

Title:

Enter text✕

What the Site Control Certification Form Is and when it’s used

The Site Control Certification Form documents a party's legal right to occupy, develop, or secure a property for a specified purpose, typically used in real estate development, financing, permitting, and leasing transactions. It summarizes the basis of control, effective dates, and attachments such as deed excerpts, option agreements, leases, or escrow instructions, and is often required by lenders, municipalities, or investors before approvals are granted.

Why a clear Site Control Certification matters

A complete Site Control Certification reduces risk for lenders, regulators, and partners by documenting possession or contractual rights and linking evidence to the project timeline; it supports approvals and funding while clarifying contingencies under applicable state real estate law and contract terms.

Why a clear Site Control Certification matters

Who typically prepares and signs this form

Stakeholders across development, lending, and permitting functions prepare or request the Site Control Certification; the form clarifies which entity holds the rights and what evidence supports those rights.

  • Real estate developers and property owners — compile deeds, options, leases, or purchase agreements to show control.
  • Lenders and finance teams — verify collateral or site control as a loan condition and attach title reports or escrow confirmations.
  • Municipal or permitting officials — require proof of control to accept applications for zoning, permits, or development approvals.

Use this section to identify the party completing the form and confirm the signer has authority to bind the controlling entity before routing to reviewers or recorders.

Core components every professional Site Control Certification should include

A thorough form organizes facts, attaches supporting documents, and identifies signatories and dates so third parties can verify control without additional requests. The following components are standard in lender and permitting workflows.

Property ID

Legal description, parcel number, and municipal address to precisely identify the site and avoid ambiguity in title searches.

Nature of Control

State whether control is by fee simple ownership, lease, option, purchase contract, escrow instructions, or recorded easement and summarize key terms.

Evidence Attached

List and attach the deed, recorded lease, option agreement, title report, escrow instructions, or lender title commitment supporting control.

Effective Dates

Include the effective date of control and the expiration or termination date if control is temporary or contingent on closing.

Signatory Authority

Name the signing party, provide title or capacity, and state authorization (board resolution, corporate officer, power of attorney).

Limitations

Disclose outstanding encumbrances, pending litigation, or consent requirements that materially affect the right to develop or encumber the site.

Step-by-step: completing and submitting the Site Control Certification

Follow these stages to prepare a review-ready certification and route it to reviewers or recorders in the correct order.

  • 01
    Gather Documents: Collect deed, title excerpt, lease, option, and escrow or purchase documents.
  • 02
    Populate Form: Enter legal names, property description, control type, effective date, and abbreviate attachments.
  • 03
    Confirm Authority: Attach corporate authorization or POA if signer is not the recorded owner.
  • 04
    Route and Archive: Send to lender/municipality, obtain signatures and retain a certified copy for records.

Configuring the online workflow for digital completion

To streamline online completion, map fields and routing rules before sending. Use conditional fields and required attachments to reduce follow-ups.

Field Configuration
Signature Field Set as required; include signer name and title metadata.
Conditional Attach Require deed upload when control type = ownership.
Date Field Lock format to MM/DD/YYYY and auto-fill upon signature.
Authentication Enable email or SMS codes for signer identity validation.

Where to send or file the completed Site Control Certification

Destination depends on the transaction: lender files to loan file, municipality retains for permit, and title company attaches to commitment or closing package.

  • Lender Submission: Supply to underwriting with title commitment and escrow instructions.
  • Municipal Filing: Attach to permit or zoning application per local agency rules.
  • Title Company: Include with final closing package and title insurance files.
  • Record Retention: Keep a signed PDF and original attachments in project records.

Digital signing and technical format considerations

Use a platform that preserves metadata, audit trails, and attachments so the certification is verifiable by third parties.

  • Formats: PDF, PDF/A, DOCX supported
  • Integrations: Works with Salesforce, NetSuite, Microsoft 365
  • Authentication: Email, SMS, or advanced methods

Typical timing and processing expectations

Timelines vary by recipient; start early and allow time for title checks, notarization, and required approvals to avoid project delays.

Submission Timing:

Provide with permit or financing application; lender conditions commonly require prior to closing.

Review Window:

Allow 10–30 business days for title review and lender underwriting in typical transactions.

Notarization Lead:

Factor in immediate notarization or remote notarization scheduling if required by recipient.

Permit Contingency:

Municipal reviews may take 30–90 days depending on complexity.

Recordation:

If recordable, allow additional county recorder processing time.

Consequences of incomplete or inaccurate certifications

Contractual Delay: Loss of funding or permit approvals
Title Exception: Unresolved encumbrances can block closings
Regulatory Rejection: Agency may deny permit applications
Liability Exposure: Misrepresentation claims or indemnity triggers
Tax Impacts: Incorrect ownership reporting affects assessments
IRS Penalties: IRC §6721 fines for incorrect filings

Security and compliance considerations for digital submissions

In transit: TLS 1.2/1.3
At rest: AES-256 encryption
Audit trail: Complete timestamped history
Regulatory: ESIGN and UETA compliant
Healthcare: HIPAA (BAA required)
Certifications: SOC 2 Type II, ISO 27001

Supporting documents and common download/export options

Attach and preserve supporting evidence in formats that recipients accept; maintain tamper-evident signed copies for the official record.

PDF/A Exports

Export signed certificates as PDF/A to preserve integrity and ensure long-term reproducibility when providing files to regulators or title companies.

Editable DOCX

Keep a master DOCX version for internal edits and re-use, then convert to PDF for final signatures to avoid formatting drift during signing.

Scanned Maps

Include high-resolution scanned site maps or survey plats as separate labeled attachments for visual verification of boundaries and easements.

Recorded Deeds

Attach recorded deed excerpts showing grantor/grantee and recording reference; these are often required by underwriters and municipal reviewers.

Comparing eSignature options for executing Site Control Certifications

Platform selection affects cost, authentication options, and compliance. The table below compares starting prices and key features across common eSignature vendors; signNow is listed first per vendor ordering conventions.

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 Varies Varies Varies Varies
Bulk Send Yes (Business Premium) Varies Varies Varies Varies
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Varies Varies Varies Varies
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

Frequently asked questions about Site Control Certifications

Answers to common questions about signing, notarization, and evidence can prevent delays; consult counsel for transaction-specific legal advice.


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