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Title Confirmation Document

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Title Confirmation Document

This Title Confirmation Document (the "Agreement") is made and entered into as of by and between Seller Name: , Entity Type: , with principal address: (the "Seller"), and Buyer Name: , Entity Type: , with principal address: (the "Buyer").

Recitals

WHEREAS, Seller is the record owner of the property and title interest more particularly described as: (the "Property"); and

WHEREAS, the parties desire to confirm the status of title, identify recorded instruments affecting title, and set forth the Seller's representations and obligations regarding title as of the effective date of this Agreement; and

WHEREAS, Buyer requires written confirmation of the matters set forth herein as a condition to closing or continued reliance on Seller's title to the Property.

NOW, THEREFORE

In consideration of the mutual covenants contained herein and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties agree as follows:

1. Definitions

1.1 "Effective Date" means the date set forth in the opening paragraph of this Agreement. 1.2 "Encumbrances" means liens, mortgages, security interests, easements, covenants, conditions, restrictions, judgments, and other matters affecting title to the Property as of the Effective Date.

2. Confirmation of Title

Seller hereby confirms and certifies to Buyer that, as of the Effective Date, Seller is the sole legal and record owner of the Property and has the full right, power, and authority to convey, transfer, encumber or grant interests in the Property subject only to the Permitted Encumbrances described in Section 3. Seller further confirms that title is vested in Seller by the following instruments of record (include recording information where available):

3. Encumbrances and Exceptions

3.1 Seller discloses the following Encumbrances affecting the Property as of the Effective Date. Each item must include the nature of the encumbrance, the recording reference if any, and the party in whose favor it exists.

3.2 Permitted Encumbrances: Buyer acknowledges the following items as permitted exceptions to title for purposes of this Agreement:

4. Seller Representations and Warranties

Seller represents and warrants to Buyer, which representations and warranties shall survive the Closing (if any) and any transfer of the Property, that:

(a) Seller has good and marketable fee simple title to the Property free and clear of all liens and encumbrances except those disclosed in Section 3 and the Permitted Encumbrances;

(b) there are no pending actions, proceedings, claims, tax assessments, or governmental orders known to Seller that would reasonably be expected to adversely affect Seller's ability to convey the Property or which would cloud title; and

(c) Seller has not granted, assigned, or otherwise transferred any interest in the Property to any third party that is not disclosed in Section 2 or Section 3.

5. Covenants; Further Assurances

Seller covenants that, upon reasonable request and at Seller's expense prior to closing or within a reasonable period following execution, Seller will execute and deliver such documents and take such actions as Buyer may reasonably request to correct defects in title, to satisfy or remove encumbrances (other than Permitted Encumbrances), or to provide clear evidence of Seller's authority to convey the Property.

6. Indemnification and Remedies

6.1 Seller agrees to indemnify, defend and hold harmless Buyer from and against any and all losses, liabilities, claims, costs and expenses, including reasonable attorneys' fees, arising out of or resulting from any breach of Seller's representations or warranties in this Agreement or from any undisclosed Encumbrances existing as of the Effective Date.

6.2 In the event of a title defect or undisclosed encumbrance that materially impairs Buyer's interest in the Property, Buyer shall be entitled to seek specific performance, rescission, damages, or other equitable relief as provided by law, subject to any limitation of liability expressly set forth in this Agreement.

7. Notices

All notices, demands or other communications required or permitted under this Agreement shall be in writing and delivered to the addresses set forth below (or to such other address as a party may designate by notice in accordance with this Section):

8. Amendments; Waiver; Counterparts

8.1 This Agreement may be amended only by a written instrument signed by both parties. No waiver of any provision hereof shall be effective unless in writing and signed by the party against whom such waiver is asserted.

8.2 This Agreement may be executed in counterparts, each of which shall be deemed an original but all of which together shall constitute one and the same instrument. Signatures delivered by electronic means shall be deemed original.

9. Governing Law; Venue

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to principles of conflicts of law. The parties consent to the exclusive jurisdiction and venue of the state and federal courts located in the county in which the Property is located for any action arising under this Agreement.

10. Entire Agreement; Severability

This Agreement constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous negotiations, agreements and understandings, whether written or oral. If any provision of this Agreement is held by a court of competent jurisdiction to be invalid, illegal or unenforceable, such provision shall be severed to the extent of such invalidity and the remaining provisions shall remain in full force and effect.

11. Execution and Certification

The undersigned Seller and Buyer each certify under penalty of perjury under the laws of the governing jurisdiction that the information provided in this Title Confirmation Document is true, correct and complete to the best of their knowledge and that each is authorized to execute this Agreement on behalf of the party for which they sign.

Seller Printed Name:

By:

Title/Capacity:

Date:

Buyer Printed Name:

By:

Title/Capacity:

Date:

Enter text✕

What a Title Confirmation Document Is

A Title Confirmation Document is a formal record confirming ownership details, legal description, recorded encumbrances, and any exceptions affecting a parcel of real property. It is typically prepared by a title company, escrow agent, or closing attorney to verify that title information used at closing matches public records and underwriting requirements and to disclose outstanding liens, easements, or restrictions that could affect transfer or lender approval.

Why the Title Confirmation Document Matters

The document reduces closing delays, supports lender underwriting, documents chain-of-title consistency, and provides a defensible record if title issues arise. It helps buyers, sellers, and insurers confirm the same baseline facts before recording and funding.

Why the Title Confirmation Document Matters

Who Typically Prepares and Receives This Document

The Title Confirmation Document is used by multiple parties across a real estate transaction to verify the same title facts before closing.

  • Title company or escrow officer: Prepares the confirmation, runs the title search, and resolves outstanding exceptions before closing.
  • Lender or underwriter: Uses the document to confirm marketable title and set conditions for loan funding and title insurance.
  • Buyer and seller (or their attorneys): Review the confirmation to verify legal descriptions, ownership, and any recorded encumbrances that affect transfer.

Each recipient uses the confirmation for a specific purpose — underwriting, escrow clearance, recording, or legal review.

Core Elements to Include in a Professional Title Confirmation

A thorough Title Confirmation Document combines public-record findings with clear labels and attachments so recipients can quickly verify ownership, encumbrances, and any exceptions that affect title transfer or insurance coverage.

Property ID

Property address and parcel or assessor’s parcel number tied to the public-record description, ensuring precise identification for recording.

Legal Description

Full legal description from the deed or prior record, stated exactly as found in county records to avoid recording discrepancies.

Chain of Title

Summary of recent recorded conveyances and vesting language and any conveyance gaps that may require further document retrieval.

Recorded Encumbrances

List of mortgages, liens, judgments, easements, and other recorded matters that affect title and may require payoff or release.

Signature Block

Prepared-by and approved-by signatures, dates, and notarization or electronic signing evidence as required by the parties or jurisdiction.

Attachments

Attach copies of referenced deeds, plats, lien releases, and title search reports to support the summary findings in the confirmation.

Essential Legal and Security Elements

ESIGN / UETA: Electronic signature legal basis
Audit Trail: Timestamps, IP, signer events
Encryption: TLS 1.2/1.3 in transit
Data at Rest: AES-256 encryption at rest
Notarization: Notary or RON evidence when required
BAA Availability: HIPAA BAA when applicable

Step-by-Step: Preparing and Issuing a Title Confirmation

A clear sequence reduces errors. Follow these steps in order to prepare a Title Confirmation Document that meets lender, title insurer, and recording requirements.

  • 01
    Collect Records: Gather deed, prior title search, payoff letters, and plats.
  • 02
    Run Search: Verify recorded liens, easements, and judgments affecting title.
  • 03
    Draft Confirmation: Populate form fields, attach supporting records, and note exceptions.
  • 04
    Review & Distribute: Obtain approvals, notarize if required, then send to lender and parties.

Where the Title Confirmation Typically Goes Next

After preparation, the document moves through routine recipients for review, underwriting clearance, and final recording as appropriate for the transaction.

  • Title Company: Retains the confirmation and attachments in the file for closing and insurance issuance.
  • Lender / Underwriter: Uses confirmation to clear title conditions and approve funding.
  • Buyer and Seller: Receive a copy for closing and to confirm recorded exceptions.
  • County Recorder: Record deed and related instruments after closing; confirmation itself is retained in file.

Digital Signing and Integration Considerations

Use secure eSignature and integration tools that provide audit trails and match jurisdictional notarization requirements.

  • Integrations: Salesforce, NetSuite, Microsoft 365
  • Formats Supported: PDF, DOCX, HTML
  • Authentication: Email, SMS, KBA, advanced options

Common Timing and Processing Expectations

Timelines vary by transaction, lender, and county. These common deadlines help plan title confirmation production and clearance before closing and recordation.

Pre-Closing Delivery:

Provide confirmation to lender and parties several business days before scheduled closing.

Lender Clearance Window:

Lenders typically require title items cleared at least 24–72 hours before funding.

Recording After Closing:

Deeds are recorded post-closing; timing depends on county recorder processing times.

Prompt Payoff Requests:

Obtain payoff demands 7–14 days before closing to ensure accurate lien release amounts.

RON Retention:

If remote notarization used, retain AV recording per state notary rules.

Common Risks and Consequences of an Incorrect Confirmation

Recording Rejection: Incorrect description may cause recorder to reject the deed
Undisclosed Liens: Missed liens can lead to title insurance claims
Funding Delays: Lender may delay funding until issues are cleared
Legal Exposure: Parties face potential breach or indemnity claims
Additional Costs: Corrections, re-recording, and legal fees
Tax Consequences: Mistakes can affect tax reporting or exemptions

Real-World Examples of Online Title Document Use

These examples show how firms used digital signing and secure workflows for title-related documents in practice.

Tim Martin, Founder — Martin Properties

Tim Martin described adopting online workflows to handle property documents efficiently.

  • He emphasized mobile and offline capabilities during closings.
  • "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."

Dan Rotelli, CEO — BIS

BIS prioritized vendor compliance and auditability when selecting a signing solution.

  • The team highlighted the importance of SOC 2 and ESIGN/UETA focus.
  • "We felt most comfortable with airSlate SignNow given their SOC 2 certification and strict focus on ESIGN and UETA act compliance."

Practical Tips to Avoid Common Errors

Adopt these practices to reduce rework, recording rejections, and underwriting delays when preparing a Title Confirmation Document.

Verify Legal Description Precisely
Cross-check the legal description against county records and the prior deed; even small errors can cause recording rejection and require corrective instruments.
Match Party Names Exactly
Use the exact recorded names for grantor/grantee; if an entity signs, include formation state and authorized signer details to avoid ambiguity.
Attach Source Documents
Include deed copies, plat maps, payoff statements, and lien releases so reviewers can verify the summary without separate requests.
Confirm Notary and RON Requirements
Determine jurisdictional notary or witness needs before signing; if using RON, confirm identity proofing and retention obligations meet state law.

Vendor Pricing and Feature Comparison for eSignature (signNow first)

This table summarizes common pricing and capability criteria across eSignature vendors. signNow is listed first per platform comparison guidance.

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

Frequently Asked Questions About Title Confirmation Documents

Answers to common practical and legal questions about preparing, signing, and storing Title Confirmation Documents in U.S. transactions.


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