The Ultimate Guide to Data Rooms in Real Estate and Due Diligence as Part of Law Meetings

Due Diligence

The real estate industry has taken a huge turn since the Covid-19 lockdowns halted almost all physical business operations. Those meetings with investors, buyers, and sellers, data presentations in physical rooms, and tours of properties were becoming impossible for real estate firms. Going to digital routes was the only solution, but platform security was a mighty concern.

Thanks to virtual data rooms, everything mentioned above became easily possible. Online data room software used to be employed by real estate companies even before Covid-19, but now, it has become a standard practice in the industry, especially when it comes to real estate due diligence.

Why did virtual data room software become so popular in real estate, and how does it tackle the challenges faced by realtors? You can get your answers here.

What is a real estate data room?

A real estate data room is a type of online data room software developed explicitly for secure data sharing or management during real estate transactions. Virtual data room software is a digital document storage place hosted by certified service providers, and it allows you to store, access, share, exchange, and manage your business documents.

Real estate firms specifically use the virtual data room for due diligence, portfolio management, data management, and virtual collaboration during real estate deals.

5 reasons why online data room software is effective for the real estate sector

Here is how virtual data rooms simplify real estate dealings.

1. Centralized data management

When your workforce operates from remote locations, the biggest problem for the company is to provide your employees with easy access to business documents. To do that, there must be a centralized data management system where you can keep all of your business documents.

A virtual data room can be used as a central data repository that will be accessible from anywhere, anytime. You can also go for dedicated data management software, but it will cost you way more than a virtual data room.

2. Enhanced security

When real estate businesses turn to digital methods of sharing data, security concerns arise. And in this case, not many online software solutions can offer the level of security a virtual data room provides. That’s because online data room software boasts some of the best security features in the digital world. 

These features include two-factor authorization, which protects your data room from unwanted entries. Another helpful feature is remote purge. Thanks to it, a device connected to the data room and found in suspicious activities can be easily removed, and all the data room files in it can be removed easily as well. 

Most importantly, you can get 100% control over your document during data sharing. Some of the most secure data room services on the market include iDeals, Merrill, Firmex, CapLinked, and DealRoom.

3. Faster due diligence

The biggest reason why realtors turn to virtual data rooms is that VDR streamlines the due diligence process during a real estate deal. 

Due diligence is a process in which the buyers or investors analyze and verify legal and other documents related to the asset. These documents may include structural designs, lease documents/matters, past tenants’ details, internal procedures and reporting, financial documents, acquisition documents, litigation, and zoning matters.

Here is how data rooms simplify due diligence in real estate.

  • Store documents in one place. During a real estate transaction, you can start by uploading all the above-mentioned documents to the data room. Best practices include creating a due diligence checklist and uploading documents according to that. Everyone linked to the transaction will be able to access documents remotely, and the administrator can decide who can access what.


  • Connect all parties in the data room. Once the documents are uploaded to the data room, you can invite everyone linked to the transaction into your data room. For example, you can add sellers, buyers, legal advisors, and investors and give them access to relevant documents.


  • Ensure communication between all parties. When everyone involved in the transaction is connected in one place, communication becomes safer and easier. Using virtual data room software, investors, buyers, sellers, and everyone else can communicate via different tools. Users in the data room can go for group conversations, video conferencing, live Q&A sessions, and one-to-one chats.

4. Visual tours

Buyers or investors from distant locations can request realtors to arrange video tours of the concerned property. Using virtual data rooms’ video calling tool, the mediators can arrange HD video tours, and the footage can be stored in the data room for future needs.

5. Online contract and agreement signing

Electronic signatures are one of the latest virtual data room features that can help realtors close deals within the data rooms. Once all parties reach an agreement, the formal document can be signed electronically, and the deal will come to a close.

Final words

The real estate sector is rapidly moving to digital platforms like virtual data rooms. Real estate companies use a data room for due diligence, data management, and real-time communication. 

On top of that, data rooms guarantee centralized data management, bank-grade security, faster and more efficient due diligence, ease of arranging real estate tours, and electronic contract signature. These features make data rooms an unbeatable solution for real estate deals.