Document Management & Transaction Records Submission for Estate Agents

Helps estate agents and real estate salespersons to manage property transaction-related documents and submit transaction records to the Council for Estate Agencies (CEA) efficiently.

Please review all requirements. Your solution must meet all 🔴 mandatory requirements to qualify.

S/No.	Requirements
	Document Management
4.01🔴	Can your solution allow for cloud based, mobile based and/or web-based usage?
4.02🔴	Does your solution support the central storage and retention of the property transaction-related documents listed in Para 7(1) of the Code of Practice for Estate Agents under the Second Schedule of the Estate Agents (Estate Agency Work) Regulations 2010 (COPEA) in digital format?
4.03🔴	Does your solution support the retention of the property transaction-related documents in electronic format for at least five years, in accordance with Para 7(1) of the COPEA?
4.04	Does your solution support estate agents and salespersons in digitally filling out the following contract templates published at the webpage <www.cea.gov.sg/professionals/agreements_and_checklists>: (a) the eight prescribed Estate Agency Agreements (also set out in the Third Schedule of the Estate Agents (Estate Agency Work) Regulations 2010), (b) the Tenancy Agreement (for HDB flat rental transactions), (c) the Tenancy Agreement (for private residential property transactions), (d) the Option to Purchase (for private residential property transactions), and (e) the Agreement for the Sale and Purchase of Private Residential Property (for private residential property transactions)?
4.05	Does your solution support estate agents in digitally filling out the Option to Purchase and Sale and Purchase Agreement in the sale of units in uncompleted private residential properties, as prescribed under the Housing Developer Rules (Rev Ed 2008)?
4.06	Does your solution support the auto-population of fields in the property transaction-related documents (e.g. using data from MyInfo, or porting over from other documents/CRM systems)?
4.07	Does your solution support the electronic signing of the eight prescribed Estate Agency Agreements?
4.08	Does your solution manage commission receipts and payouts?
4.09	Does your solution track whether the estate agent or salesperson had obtained the vendor client's written consent for them to advertise the property before the advertisement is posted?
4.10	Does your solution monitor ongoing changes to regulatory requirements, and address those changes?
4.11	If your solution comes with the following - Collect Personal Identifiable Information and/or - Sensitive Personal Information (SPI) Has your company engaged a qualified 3rd party to conduct a security vulnerability assessment of your solution in the last 12 months? If you are a reseller of the solution, please verify with your product principal that they have conducted a security vulnerability assessment of their solution by a qualified 3rd party in the last 12 months. If Yes, please indicate the name of the 3rd party assessor and date of the assessment test in the comment field, and also submit the assessment test report as supporting document. Note: [1] Qualified 3rd party include assessors appointed under IMDA GoSecure Programme; Cybersecurity companies accredited under Accreditation@SGD Programme; and CREST-Certified companies or companies with equivalent certifications
	Transaction Records Submission
4.12🔴	Can your solution allow for cloud based, mobile based and/or web-based usage?
4.13🔴	Does your solution support estate agents in digitally submitting their salespersons’ property transactions, completed by clients of the estate agent, to CEA in accordance with CEA's requirements (e.g. monthly submission using CEA’s template, covering residential property transactions)?
4.14	Does your solution monitor ongoing changes to regulatory requirements, and address those changes?
4.15	If your solution comes with the following - Collect Personal Identifiable Information and/or - Sensitive Personal Information (SPI) Has your company engaged a qualified 3rd party to conduct a security vulnerability assessment of your solution in the last 12 months? If you are a reseller of the solution, please verify with your product principal that they have conducted a security vulnerability assessment of their solution by a qualified 3rd party in the last 12 months. If Yes, please indicate the name of the 3rd party assessor and date of the assessment test in the comment field, and also submit the assessment test report as supporting document. Note: [1] Qualified 3rd party include assessors appointed under IMDA GoSecure Programme; Cybersecurity companies accredited under Accreditation@SGD Programme; and CREST-Certified companies or companies with equivalent certifications

Preparing for submission?

Your submission should contain screenshots and write-ups that clearly demonstrate compliance with each mandatory requirement sub-point. Contact us if you need help.