Purpose #
Brokerage forms and document use are governed by Easy Realty requirements designed to ensure that Associates use current, authorized, and appropriate documents when conducting Brokerage business.
Easy Realty provides Associates with access to forms, agreements, disclosures, authorizations, templates, transaction documents, Brokerage-created materials, and other resources necessary to conduct authorized Brokerage business..
Some of these materials are created or owned by Easy Realty. Others may be made available through licenses, memberships, subscriptions, multiple listing services, professional associations, software providers, governmental entities, or other third parties.
Access to a document does not necessarily mean that the document may be copied, modified, redistributed, repurposed, or used outside the purpose for which access was provided.
This policy establishes the requirements governing the selection, access, use, modification, reproduction, distribution, storage, and outside use of Brokerage forms and other transaction documents.
Policy Statement #
Easy Realty forms, templates, transaction packages, internal documents, and other proprietary materials are provided for authorized Easy Realty Brokerage business.
Associates may use those materials only for their intended Brokerage purpose and in accordance with this policy, the live Office Policy Manual, applicable transaction requirements, and any instructions associated with the particular document.
Third-party forms and documents are subject to the rights, licenses, memberships, subscriptions, terms, restrictions, and other requirements established by their respective owners or licensors.
An Associate’s ability to access a form or document does not create ownership of that material or an unrestricted right to use, modify, reproduce, distribute, or repurpose it.
Brokerage Forms and Document Use in the Document Hub #
The Easy Realty Document Hub is the Brokerage’s central resource for transaction forms and related Brokerage documents.
Associates should obtain Easy Realty transaction forms and Brokerage-provided document templates from the Document Hub rather than relying upon previously downloaded, saved, emailed, printed, or otherwise retained copies.
The availability of a form in the Document Hub does not eliminate the Associate’s responsibility to determine that the form is appropriate for the transaction and to follow applicable Brokerage instructions concerning its use.
Where the Document Hub contains instructions, descriptions, prerequisites, or related resources for a document, Associates are responsible for reviewing those materials before using the document.
Current Versions #
Real estate forms, disclosures, agreements, addenda, authorizations, and other transaction documents may change over time.
Associates should not assume that a previously downloaded or saved document remains the current version.
Unless otherwise authorized or required, Associates should use the version currently provided or identified by Easy Realty for new Brokerage transactions.
An Associate should not begin a new transaction using an outdated version merely because the Associate has previously used the form, retained a copy, received it in another transaction, or saved it to a personal device or system.
Where there is uncertainty concerning which version should be used, the Associate should obtain the current document through the applicable Easy Realty resource or seek Brokerage guidance.
Easy Realty Proprietary Forms and Documents #
Documents created by or for Easy Realty may constitute proprietary Brokerage materials.
These may include, as applicable:
- Brokerage agreements;
- Brokerage disclosures;
- Authorizations;
- Transaction forms;
- Compensation documents;
- Commission-related documents;
- Service request forms;
- Listing-related documents;
- Transaction checklists;
- Internal templates;
- Brokerage notices;
- Client-facing Brokerage materials;
- Brokerage workflows;
- Document packages;
- Internal instructions; and
- Other materials identified or provided as Easy Realty resources.
Access is provided because of the Associate’s affiliation with Easy Realty and does not transfer ownership of the materials to the Associate.
Authorized Brokerage Forms and Document Use #
Easy Realty proprietary forms and documents may be used for authorized Easy Realty Brokerage business and for the purposes for which the documents were provided.
An Associate may not use Easy Realty proprietary documents for:
- Transactions conducted outside Easy Realty;
- Activities performed through another brokerage;
- A separate real estate business;
- An unaffiliated third party;
- Personal transactions being conducted solely outside the Brokerage;
- The business of a former Associate after affiliation with Easy Realty has ended; or
- Any other purpose not authorized by Easy Realty.
Where a particular document is limited to a particular transaction type, service, relationship, or circumstance, the Associate must not use the document for another purpose merely because the document can be downloaded or accessed.
No Removal of Brokerage Identity #
An Associate may not remove, obscure, replace, or alter Easy Realty branding, Brokerage identification, proprietary notices, copyright notices, document identifiers, revision information, disclaimers, or other identifying information for the purpose of converting a Brokerage document into a personal or independently owned document.
An Associate may not take an Easy Realty document, remove the Easy Realty identity from it, and represent or use the resulting document as the Associate’s own form or template.
Modification of Brokerage Forms #
Associates may complete fields, make elections, insert transaction information, and otherwise use a document in the manner contemplated by the document.
An Associate may not materially rewrite, redesign, repurpose, or create a derivative version of an Easy Realty proprietary form without Brokerage authorization.
An Associate may not alter standardized language in a Brokerage document when such alteration would misrepresent the document as approved by Easy Realty.
If a transaction requires provisions that are not adequately addressed by available forms, the Associate should obtain appropriate Brokerage guidance and, where appropriate, recommend that the applicable party obtain legal advice.
No Creation of Unapproved “Easy Realty” Forms #
Associates may not independently create a contract, disclosure, addendum, authorization, agreement, notice, or other document and present it as an official Easy Realty form without authorization.
This includes documents created using:
- Microsoft Word;
- PDF editing software;
- Electronic signature platforms;
- Artificial intelligence tools;
- Online form builders;
- Transaction-management systems;
- Templates obtained from another organization; or
- Any other drafting or document-generation method.
The fact that a document contains the Easy Realty name or logo does not make it an approved Easy Realty document.
Associates may create appropriate ordinary business communications and materials in the normal course of conducting authorized Brokerage business, subject to applicable Brokerage policies. However, an Associate may not create or represent an unofficial transaction document as an approved Brokerage form.
AI-Generated Documents #
Artificial intelligence tools may assist with ordinary communications, explanations, organization, and other appropriate activities, but AI-generated content does not automatically become an approved Brokerage form.
An Associate may not use an AI system to recreate, imitate, substantially reproduce, modify, or generate a substitute for a proprietary or licensed form in order to avoid the requirements applicable to the original document.
An Associate may not represent an AI-generated contract, disclosure, addendum, authorization, or other legal or transaction document as approved by Easy Realty unless the Brokerage has expressly approved that document.
AI output should not be treated as a substitute for legal advice.
Third-Party Forms #
Easy Realty transactions may involve forms owned, licensed, created, or distributed by organizations other than Easy Realty.
These may include materials provided through:
- Florida Realtors;
- The Florida Bar or jointly developed Florida Realtors/Florida Bar resources;
- Multiple listing services;
- Realtor associations;
- Government agencies;
- Transaction-management systems;
- Form providers;
- Software providers;
- Title or closing providers; and
- Other third parties.
Use of these materials remains subject to the requirements established by their respective owners, licensors, providers, or applicable law.
Easy Realty does not grant an Associate greater rights in a third-party document than Easy Realty itself possesses.
Florida Realtors and Florida Realtors/Florida Bar Forms #
Access to Florida Realtors or Florida Realtors/Florida Bar forms through a Brokerage resource, membership, subscription, platform, system, or other licensed means does not transfer ownership of those forms to the Associate.
Associates may not assume that a form may be reproduced, redistributed, republished, modified, converted into another template, or used for an unrelated or outside purpose simply because the Associate has access to it.
Where Easy Realty provides or facilitates access under a membership, license, subscription, or other authorization, that access may be used only as permitted by the applicable authorization and Brokerage policy.
An Associate who independently maintains another lawful license, subscription, membership, or authorization to use a third-party document remains responsible for complying with the terms of that independent authorization.
Brokerage Access Does Not Become Personal Access #
Access provided because of affiliation with Easy Realty belongs to the Brokerage relationship and should not be treated as the Associate’s personal entitlement.
An Associate may not use Easy Realty’s:
- Accounts;
- Credentials;
- Memberships;
- Subscriptions;
- Software licenses;
- MLS access;
- Form libraries;
- Document systems; or
- Other Brokerage-provided access
to obtain documents for unauthorized outside business.
This requirement applies even when the Associate is technically capable of downloading or accessing the material.
Personal and Agent-Owned Transactions #
The availability of Brokerage forms does not authorize their use in a personal transaction being conducted outside Easy Realty.
If an Associate elects to conduct an eligible agent-owned transaction solely as a principal and outside Easy Realty, the Associate is responsible for independently obtaining appropriate transaction documents and lawful authority to use them.
Easy Realty forms and Brokerage-provided access to third-party forms are not provided for outside personal transactions.
If an Associate wants to use Easy Realty’s transaction documents, Brokerage systems, professional resources, licensed activities, or transaction infrastructure, the transaction must be submitted to and accepted by Easy Realty in accordance with applicable Brokerage policy.
Agent-owned transactions remain subject to the separate Agent-Owned Property Transactions Policy.
Documents Received From Another Party #
Transactions routinely involve documents prepared or supplied by sellers, buyers, listing brokers, cooperating brokers, attorneys, title companies, closing agents, lenders, associations, governmental entities, and other transaction participants.
Receipt of such a document does not automatically make the document an Easy Realty-approved template for future transactions.
An Associate may use documents supplied for the applicable transaction when appropriate, but may not automatically retain, reproduce, or repurpose another party’s proprietary document as a reusable Easy Realty form.
If an Associate wishes to reuse a document obtained from another transaction, the Associate must have lawful authority to do so and must not represent the document as an Easy Realty form unless authorized by the Brokerage.
Forms Obtained From the Internet or Other Sources #
Associates should not assume that a contract, disclosure, addendum, agreement, authorization, or other form found online is appropriate, current, legally sufficient, licensed for use, or approved by Easy Realty.
The fact that a document can be downloaded without charge does not establish that it may be lawfully reproduced, modified, distributed, or used for an Easy Realty transaction.
Associates should use Brokerage-provided or Brokerage-authorized resources wherever applicable.
Electronic Signatures and Digital Documents #
Electronic completion or signature of a form does not alter the requirements governing the underlying document.
Associates may not upload an unauthorized, obsolete, improperly modified, or otherwise inappropriate document to an electronic signature platform and treat the resulting signed document as Brokerage-approved merely because the parties electronically signed it.
Electronic signature systems are methods for processing documents. They do not independently determine whether the underlying document is appropriate or authorized.
Copies Provided to Clients and Transaction Parties #
Nothing in this policy prohibits providing properly executed transaction documents to persons entitled to receive them.
Associates should provide copies of executed documents and disclosures as required by applicable law, contract, Brokerage policy, or transaction procedure.
The restrictions on copying and redistribution in this policy are not intended to interfere with the legitimate delivery, exchange, retention, or submission of transaction documents in connection with the Easy Realty transaction for which they were properly used.
Sharing Forms With Other Agents #
Associates may share Easy Realty documents with another Easy Realty Associate when reasonably necessary for authorized Brokerage business and when the recipient is authorized to use the document.
Associates may not establish independent libraries, repositories, websites, shared drives, public links, social media archives, or other distribution channels for Easy Realty proprietary forms without authorization.
Associates should direct other Easy Realty agents to the Document Hub when practical so that Associates obtain the current Brokerage-provided version rather than a saved copy.
Sharing With Outside Brokerages or Third Parties #
Easy Realty proprietary forms, internal templates, checklists, workflows, and other Brokerage resources may not be distributed to another brokerage, unaffiliated licensee, vendor, business, organization, or member of the public unless the material is intended for such distribution or Easy Realty has authorized it.
Documents that are intended to be delivered to clients, customers, transaction parties, service providers, governmental entities, MLS organizations, or other recipients in the ordinary course of an authorized transaction may be provided for that intended purpose.
Former Associates #
An Associate’s authority to access and use Easy Realty proprietary forms and internal document resources ends when the applicable Brokerage affiliation ends, except to the extent otherwise required or expressly authorized for pending transactions, recordkeeping, legal obligations, or another legitimate Brokerage purpose.
A former Associate may retain copies of transaction records the former Associate is lawfully entitled or required to retain, but may not continue using Easy Realty proprietary forms or Brokerage-provided resources to conduct new business after affiliation has ended.
Termination of affiliation does not transfer ownership of or continuing rights to Brokerage intellectual property.
Archived and Superseded Forms #
A superseded or archived form may remain part of the record of a transaction in which that version was properly used.
The fact that an older form remains in a transaction file, email account, computer, cloud folder, archive, or other record does not mean that the form remains approved for new transactions.
Associates should not copy a form from an old transaction for use in a new one when a current version is available through the Document Hub or another authorized source.
Document Accuracy and Completion #
Associates are responsible for accurately completing documents used in their transactions.
Forms should not be signed with material blanks left incomplete when completion is required.
Associates should review names, property information, dates, monetary amounts, elections, checkboxes, attachments, addenda, signatures, initials, and other transaction-specific information for accuracy before submission or execution.
Brokerage review does not transfer responsibility for the Associate’s preparation or use of a document to the Broker.
Unauthorized Practice of Law #
Nothing in an Easy Realty form, template, system, or policy authorizes an Associate to provide legal advice or perform activities constituting the unauthorized practice of law.
Associates should not represent that a Brokerage form resolves every legal issue that may arise in a transaction.
Where a party requires legal advice, custom legal provisions, interpretation of legal rights, or documents beyond the appropriate scope of the Associate’s licensed real estate activities, the Associate should recommend consultation with an appropriately licensed attorney.
Questions About a Form #
Questions about brokerage forms and document use should be resolved before the document is used, modified, distributed, or presented.
This includes situations where an Associate does not know:
- Which form applies;
- Whether a particular form is current;
- Whether Easy Realty authorizes the form;
- Whether a document may be modified;
- Whether another party’s form may be used;
- Whether a third-party form may be copied or redistributed; or
- Whether a proposed document requires legal advice,
the Associate should obtain guidance before using, modifying, distributing, or presenting the document.
Uncertainty should be resolved before execution whenever reasonably possible rather than after a document has created a contractual, compliance, or legal issue.
No Circumvention #
An Associate may not circumvent this policy by:
- Removing a logo;
- Recreating a form in another format;
- Retyping proprietary language;
- Converting a PDF to Word;
- Taking screenshots;
- Copying content into an electronic form;
- Using artificial intelligence to recreate a document;
- Asking another person to obtain the document;
- Using another account or membership; or
- Making minor changes and treating the resulting document as a new work.
Changing the format or appearance of a document does not necessarily change the applicable ownership, licensing, authorization, or Brokerage-use requirements.
Broker Authority #
Easy Realty retains authority to determine which Brokerage forms, templates, agreements, disclosures, packages, systems, and resources are approved for use in Easy Realty Brokerage business.
Easy Realty may:
- Introduce new forms;
- Revise existing forms;
- Retire forms;
- Replace forms;
- Restrict a form to specific circumstances;
- Require supplemental documentation;
- Require Broker approval;
- Correct unauthorized usage; and
- Require Associates to discontinue using an obsolete or unauthorized document.
An Associate may not override a Brokerage form requirement merely because the Associate prefers another form or has previously used a different document.
Violations #
Unauthorized use, alteration, reproduction, distribution, misrepresentation, or misuse of Brokerage or third-party forms may result in corrective action consistent with the live Office Policy Manual and other governing agreements.
Where unauthorized document use affects an active transaction, Easy Realty may require correction, replacement, additional documentation, disclosure, legal review, or other appropriate action.
Nothing in this policy limits any rights or remedies belonging to the owner or licensor of third-party intellectual property.
Relationship to Other Policies #
This policy supplements the live Easy Realty Office Policy Manual and other applicable Brokerage policies.
Depending upon the circumstances, document use may also be governed by policies concerning:
- Agent-Owned Property Transactions;
- Transaction document submission and retention;
- Email and electronic communications;
- Listing Coordination;
- Transaction Coordination;
- MLS participation;
- Advertising and marketing;
- Information security and confidentiality; and
- Other transaction-specific requirements.
Compliance with this policy does not eliminate an Associate’s responsibility to comply with another policy applicable to the document or transaction.
Authoritative Policy Source #
The current version of this policy published in the Easy Realty Policy Hub is the authoritative version of the Brokerage Forms & Document Use Policy.
The Document Hub is the operational source for current Easy Realty transaction forms and Brokerage-provided document resources.
EasyBot, Knowledge Hub articles, training materials, email, Slack, support communications, FAQs, meetings, prior transactions, previously downloaded documents, and other informational resources may assist Associates but do not amend this policy or make an obsolete or unauthorized document current.
Where a discrepancy exists concerning Brokerage policy, the current Policy Hub version controls, subject to applicable law and the governing documents identified in the live Easy Realty Office Policy Manual.
Policy Changes #
Easy Realty may amend this policy and may add, revise, replace, restrict, or retire Brokerage forms as necessary to reflect changes in law, transaction practices, Brokerage operations, insurance requirements, MLS requirements, technology, services, forms, licensing arrangements, or risk-management standards.
Unless a controlling requirement provides otherwise, the version currently published in the Easy Realty Policy Hub is the current Brokerage policy.
