What this guide covers
The forms in a US real estate deal can feel like alphabet soup the first time you handle one — listing agreement, agency disclosure, purchase agreement, addenda, CD, ALTA, CDA. This guide is the plain-English index nobody else writes: what each form is, who completes it, and where it appears in the deal. If your team runs transaction management across many files, this is the page to keep open for new hires.
You also get a downloadable forms checklist, ungated, so you can keep your own copy.
Why real estate forms exist (and why they're not optional)
Forms are the legal and compliance record of a deal. They prove the parties' agreement, the disclosures made, the contingencies elected, and the money that changed hands. State real estate commissions, the parties' attorneys, and your E&O carrier all rely on the forms — not on memory or email threads — to reconstruct what happened on a file.
Missing a form, using the wrong version, or skipping a signature is the most common audit finding in a brokerage. The good news: there is a finite list of core forms, and once you can name what each one does, the rest is workflow.
The core real estate transaction forms, at a glance
Use the filter to view a single phase, or download the full checklist.
Listing Agreement
Pre-listing
Engages the brokerage to market and sell the property; sets commission, term, and seller obligations.
Seller's Property Disclosure
Pre-listing
Seller's written statement of known material conditions affecting the property.
Agency Disclosure
Pre-listing
Discloses who each licensee represents in the transaction.
Lead-Based Paint Disclosure
Pre-listing
Federally required for homes built before 1978; discloses known lead-based paint and provides the EPA pamphlet.
Comparative Market Analysis (CMA)
Pre-listing
Internal pricing analysis based on comparable sales; supports the listing price recommendation.
Purchase Agreement / Residential Sales Contract
Offer
The binding offer to purchase; sets price, terms, contingencies, and timelines.
Buyer Agency Agreement
Offer
Engages the brokerage to represent the buyer; sets compensation and scope.
Pre-Approval Letter
Offer
Lender's written confirmation that the buyer qualifies for financing up to a stated amount.
Earnest Money Receipt
Offer
Acknowledges receipt of the buyer's earnest money deposit by the escrow holder.
Inspection Contingency / Repair Addenda
Under contract
Documents the buyer's inspection requests, seller responses, and any agreed repairs or credits.
Appraisal Contingency
Under contract
Protects the buyer if the appraisal comes in below the contract price.
Financing Contingency
Under contract
Allows the buyer to terminate if loan approval is not obtained by the deadline.
Title Commitment
Under contract
Title company's report on the state of title and the policy it will issue at closing.
Addendum / Amendment
Under contract
Any agreed change to the contract — extensions, price changes, repair credits.
Closing Disclosure (CD)
Closing
TRID-required five-page form to the buyer at least 3 business days before closing; final loan terms and costs.
Settlement Statement (ALTA)
Closing
Itemized accounting of every debit and credit at closing for buyer and seller.
Deed
Closing
Conveys legal title from seller to buyer; recorded with the county.
Wire Fraud Notice
Closing
Brokerage/title warning to buyer about verifying wire instructions; mitigates BEC risk.
Commission Disbursement Authorization (CDA)
Closing
Brokerage's written instruction to title/escrow on how to split and pay commission at closing.
Forms and exact names vary by state. Confirm versions with your state association or commission.
Who completes which form
- Agent — prepares listing and offer paperwork, routes disclosures, gathers signatures, drafts addenda.
- Client (buyer / seller) — signs agreements and disclosures, completes seller's property disclosure, signs deed at closing (seller).
- Transaction coordinator — assembles the file, tracks every form against a checklist, chases missing signatures, owns the closing packet.
- Broker / compliance — reviews and approves each file; signs the CDA; manages exceptions.
- Title / escrow — title commitment, settlement statement, deed recording, wire fraud notice.
- Lender — pre-approval letter, Loan Estimate (LE), and Closing Disclosure (CD) to the buyer.
Why your forms are state-specific
Real estate is regulated state by state. The standard form set in your market is authored by one of three sources:
- State or local REALTOR association. Texas REALTORS, New Jersey REALTORS, Oregon (OREF), Pennsylvania (PAR) and many others publish member-only form libraries.
- State real estate commission. In Colorado, for example, the Division of Real Estate publishes mandatory commission-approved contracts.
- MLS or attorney-drafted forms for specific deal types.
NAR's own guidance is explicit that forms are state-specific, and points licensees to their state or local association. To find yours: check your state REALTOR site, your state real estate commission, and your brokerage's template library — your standard set lives in one of those three places.
Using the right version matters
Associations revise forms continuously. New Jersey REALTORS publishes a regular change log for its core contracts. After the 2024 NAR settlement, buyer-broker compensation disclosure language was added across many state form sets — files using the prior version were instantly out of date.
Operational answer: pull every form from a current, version-controlled template library, never from an agent's desktop. Your file should make it obvious which version was used and when.
Keeping forms organized across a brokerage or team
The brokerages that pass audits cleanly do four things:
- Use a current template library; archive outdated forms so nobody can reach for them by accident.
- Run each file through a standardized checklist that names every required form.
- Capture document review history — who looked at which form and when.
- Keep a full audit trail so the file's story is exportable, not reconstructed.
This is the kind of work transaction management software does in the background. See real estate audit trail for the underlying record, and the document compliance feature for how the review piece works.
Frequently asked questions
What are the most common real estate forms?
The listing agreement, purchase agreement, agency and property disclosures, financing/inspection/appraisal contingencies, addenda, the Closing Disclosure, the settlement statement, the deed, and the commission disbursement authorization.
How do I get real estate forms?
Through your state or local REALTOR association (often delivered via zipForm or FormSimplicity), your brokerage's template library, or your state real estate commission. Most current forms are gated to members or licensees of the relevant state.
Why are real estate forms different in every state?
Real estate is regulated state by state. State REALTOR associations and state real estate commissions author forms to fit local law, custom, and MLS rules. NAR confirms forms are state-specific and points licensees to their state or local association.
Who fills out real estate transaction forms?
It is shared. Agents prepare and route most forms; clients sign disclosures, agreements, and addenda; transaction coordinators assemble and track the file; brokers review and sign off; title/escrow and the lender produce closing documents.
What happens if you use the wrong or outdated form?
It creates compliance and audit risk and can delay or undo a deal. Associations revise forms continuously - the 2024 NAR settlement, for example, required new buyer-broker compensation disclosure language. Version control is part of the job.
Do transaction coordinators handle the forms?
Yes. TCs commonly assemble each file, route forms for signature, track contingency and closing deadlines, and confirm every required form is present and correctly executed against the brokerage's checklist.