Can this be electronically signed?

Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and record retention requirements are met.

Is notarization required?

Notarization depends on the state and the specific instrument. Many states require notarized acknowledgments for deeds; verify local recorder or state notary rules before execution.

What if owner name differs?

Name mismatches should be resolved by obtaining corrective documents or affidavits; unresolved discrepancies can delay recording and title insurance issuance.

How to handle recorded lien errors?

Confirm instrument numbers and recording dates with the county. If an error exists, prepare and record a correcting instrument or lien release as appropriate.

Are remote notarizations acceptable?

Remote online notarization is permitted in most states under varying rules; confirm state RON statutes and notary requirements for recording acceptance.

What retention period applies?

Retain transaction records per retention policies: at least three years for tax-related items (IRC §6501(a)), six years for HIPAA-covered records (45 CFR §164.530(j)), and longer where state law requires.

Electronic Signature
Templates
Miscellaneous
Title Information Document

Title Information Document

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

TITLE INFORMATION DOCUMENT

Client Name: Service Provider Name:

Effective Date: Title File Reference #:

RECITALS

WHEREAS, Client is the party seeking information regarding legal title, encumbrances, and recorded instruments affecting the real property described below; and

WHEREAS, Service Provider is engaged in the business of title examination, reporting, and related advisory services and has represented that it possesses the expertise and capacity to perform a title inquiry and prepare a Title Information Document; and

WHEREAS, the parties desire to set forth the scope, payment, terms, and certifications under which Service Provider will prepare and deliver title information to Client.

PROPERTY IDENTIFICATION

Property Address County / Jurisdiction Legal Description (brief) Assessor's Parcel Number (APN) / Parcel ID

SCOPE OF WORK

Service Provider shall perform a title inquiry limited to the scope stated below, prepare an itemized Title Information Document, and deliver the report and supporting copies of recorded instruments to Client in accordance with the terms of this Document.

Detailed Scope of Work

Services shall include, without limitation: a search of the public record for recorded conveyances, mortgages, liens, judgments, easements, restrictions, and tax status back to the chain of title period specified; compilation of title exceptions; and preparation of a written summary of findings and recommendations.

TITLE SEARCH FINDINGS

Summary of Findings Encumbrances and Exceptions

Title Policy Recommended: Yes No

PAYMENT TERMS

Client shall pay Service Provider for the services described in this Document in accordance with the following terms.

Total Fee Payment Schedule Late Fee / Interest

TERM AND TERMINATION

This Document commences on the Effective Date and shall continue until completion of the scope described above unless earlier terminated as provided herein.

Start Date End Date / Expected Completion Termination Notice Period

Either party may terminate this Document for material breach if the breaching party fails to cure within the notice period specified above. Termination does not relieve Client of the obligation to pay for services completed through the effective date of termination.

CONFIDENTIALITY

Each party shall keep confidential all non-public information obtained from the other party in connection with this Document and shall not disclose such information except to employees, agents, or advisors who have a need to know and who are bound by confidentiality obligations at least as restrictive as those set forth herein. This obligation shall survive termination of this Document for a period of three (3) years.

GOVERNING LAW

This Document shall be governed by and construed in accordance with the laws of the state of , without regard to conflict-of-law principles.

CERTIFICATIONS AND REPRESENTATIONS

Service Provider certifies that: (a) it will perform the title inquiry with reasonable care and in accordance with customary industry standards; (b) the Title Information Document will accurately reflect recorded instruments discovered in the public record as of the Effective Date; and (c) Service Provider makes no express or implied warranty of title or title insurance unless separately agreed in writing.

ENTIRE AGREEMENT

This Document, together with any attachments or exhibits expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior and contemporaneous agreements, representations, and understandings, whether written or oral.

ATTACHMENTS

Attachments included with this Title Information Document:

Title Report Chain of Title Plat Map Copies of Recorded Instruments

Other Attachments (describe)

NOTICES

Client Contact Name and Address for Notices Service Provider Contact Name and Address for Notices

Client Printed Name:

By:

Date:

Service Provider Printed Name:

By:

Date:

What the Title Information Document Is and when it’s used

The Title Information Document is a standardized record used to summarize ownership, encumbrances, legal descriptions, and other title-related facts about real property prior to closing, transfer, or lien filing. It compiles verified identifiers such as parcel numbers, deed references, current owner names, recorded liens, easements, and tax status to support underwriting, escrow and closing workflows. The form helps stakeholders — title companies, lenders, closing attorneys, and buyers — confirm chain of title and identify issues requiring resolution before recordation or funding.

Why a clear Title Information Document matters

A complete Title Information Document reduces closing delays, clarifies outstanding encumbrances, and documents the baseline facts undergirding title insurance, lender approvals, and recording. It creates a single reference that legal, lending, and escrow parties can rely on when coordinating payoff, reconveyance, or curing defects.

Who typically prepares and relies on this document

Typical preparers and recipients include title officers, escrow agents, lenders, closing attorneys, and buyer or seller representatives who need an authoritative summary before closing.

Title companies and escrow agents who validate chain of title and prepare closing deliverables.
Lenders and loan processors who require clear lien and tax status before funding.
Real estate attorneys and closing agents resolving exceptions or drafting curative instruments.

The document streamlines communication among parties and supports decisions about payoffs, endorsements, and required clearing actions prior to recordation.

Principal signers and document owners

Title Agent

A title agent or examiner compiles recorded document references, tax identifiers, and ownership history; they certify findings to underwriters and coordinate with escrow to clear exceptions before closing.

Closing Attorney

A closing attorney or settlement agent reviews encumbrances, prepares curative documents when needed, and signs or certifies the Title Information Document for recordation or lender submission as required by state and lender rules.

Core elements included in a professional Title Information Document

A well-formed Title Information Document contains standardized sections that make it straightforward to assess ownership, liens, and recording history across jurisdictions.

Property Description

Full legal description and common address with parcel or assessor ID to uniquely identify the subject property for recording and title search purposes.

Owner Information

Current recorded owner(s) shown with exact legal names, vesting type, and mailing addresses to match recorded deeds and support transfer documentation.

Recorded Liens

Mortgages, judgments, tax liens and UCC filings listed with recording numbers and dates so payoffs and subordinations can be arranged prior to closing.

Easements & Restrictions

Recorded easements, restrictive covenants, and rights-of-way identified with recording references to determine any limitations on owner use or title endorsements.

Tax Status

Current tax parcel assessments, delinquent taxes, and tax authority contact details so prorations and payoff amounts can be calculated accurately.

Chain of Title

Recent deed history and recording citations summarizing transfers and survivorship issues that could affect marketability or insurance coverage.

Step-by-step: how to prepare and distribute the Title Information Document

Follow these sequential steps to compile, verify, and share the Title Information Document with closing stakeholders.

01

Run title search: Obtain current recorded instruments and assessor data for the subject property.
02

Compile entries: Populate owner, legal description, parcel ID, liens, and easements fields from source documents.
03

Verify accuracy: Cross-check instrument numbers, recording dates, and owner names with county records.
04

Distribute to parties: Send the completed document to lender, escrow, and buyer representatives for review.

How to set up the document workflow for digital completion

Configure a consistent digital workflow to capture signatures, automate routing, and retain an audit trail for compliance and closing records.

Field	Configuration
Upload Template	Use a standard PDF or DOCX to ensure consistent field placement
Signature Fields	Place signature, date, and initial fields for each party
Authentication	Require email or SMS code authentication for signers
Routing Order	Set a signer sequence (title agent → lender → buyer) to avoid parallel edits

Where to send and how distribution typically flows

A clear routing path ensures each stakeholder receives the document in the correct order and can resolve exceptions before closing.

Title Company: Receives initial draft, completes search entries, and certifies the summary.
Lender / Underwriter: Reviews liens, endorsements, and tax status for loan conditions.
Escrow / Closing Agent: Coordinates payoffs, prorations, and recordation instructions.
Buyer / Seller: Confirms ownership and acknowledges exceptions before signing.

Digital signing and format compatibility

Ensure your eSignature platform supports common file types, secure authentication, and an auditable completion certificate.

File Formats: PDF and DOCX supported
Security Standards: TLS 1.2/1.3 and AES-256
Integrations: CRM and cloud storage integrations

eSignature vendor comparison for executing Title Information Documents

Basic pricing and feature availability across common eSignature providers to consider when choosing a platform for title 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 by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (premium)	Yes	Yes	Yes	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Varies by plan	Varies by plan	Varies by plan	Varies by plan

Risks and potential legal consequences of incorrect or incomplete documents

Recording Errors: Clouded title risk

Tax Liabilities: Unexpected tax liens

Compliance Violations: Regulatory fines possible

Loan Funding Delay: Funding may be withheld

Fraud Exposure: Incorrect names enable disputes

Professional Liability: Potential malpractice claims

Common mistakes to avoid when preparing the document

Using informal owner names that don't match recorded deeds, which causes mismatches and delays.
Failing to include full legal descriptions or parcel numbers, preventing accurate county matching.
Not verifying recording instrument numbers and dates, leading to incorrect payoff or lien assumptions.
Skipping a final review with the underwriter or lender, increasing the risk of last-minute exceptions.

Frequently asked questions and common troubleshooting steps

Answers to typical questions about validity, signatures, and handling problems with Title Information Documents.

Need help? Contact support

Can this be electronically signed?
Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and record retention requirements are met.
Is notarization required?
Notarization depends on the state and the specific instrument. Many states require notarized acknowledgments for deeds; verify local recorder or state notary rules before execution.
What if owner name differs?
Name mismatches should be resolved by obtaining corrective documents or affidavits; unresolved discrepancies can delay recording and title insurance issuance.
How to handle recorded lien errors?
Confirm instrument numbers and recording dates with the county. If an error exists, prepare and record a correcting instrument or lien release as appropriate.
Are remote notarizations acceptable?
Remote online notarization is permitted in most states under varying rules; confirm state RON statutes and notary requirements for recording acceptance.
What retention period applies?
Retain transaction records per retention policies: at least three years for tax-related items (IRC §6501(a)), six years for HIPAA-covered records (45 CFR §164.530(j)), and longer where state law requires.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now