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How to track unrecorded utility easements in a CRM?

Tracking unrecorded utility easements in your CRM requires a dedicated field and a clear process for documenting discoveries. You should create a specific custom field for 'Unrecorded Easements' to flag these properties.

November 7, 2026 · 4 min read

Why track unrecorded utility easements?

Unrecorded easements are often surprises. They might grant a utility company access to a part of the property for maintenance, or allow neighbors to cross a driveway. These can affect property value, buildable area, or even complicate a flip if you plan renovations that infringe on the easement.

If an easement is not recorded, it won't show up on a standard title search. Discovering one late in the game can kill a deal or add unexpected costs. Proactive tracking in your CRM means you are better prepared.

For example, suppose you are looking at a property that has an old, unrecorded sewer line running across the backyard to a neighbor's property. If you plan to build an addition there, you have a problem. Knowing this upfront helps you adjust your offer or walk away.

Create a dedicated custom field in your CRM

The first step is to create a custom field in your CRM specifically for 'Unrecorded Easements'. This field should be a text field where you can provide a brief description of the easement, its location, and the impact it might have.

You can also add a checkbox field like 'Potential Easement Issue' to quickly flag leads that need deeper investigation during due diligence. This allows you to visually identify these properties in your pipeline and prioritize research.

Some CRMs allow for conditional logic, where if the 'Potential Easement Issue' box is checked, a task is automatically generated for your due diligence team to investigate.

Document discovery and details

When you discover a potential unrecorded easement, document everything immediately. This could come from a seller mentioning an old agreement, a neighbor pointing something out, or visual cues during a property visit. In the custom field, note the source of the information and any known details.

Include information like: what utility, who benefits, where it is located, and any known history. Attach any relevant photos, sketches, or notes to the property record in your CRM. The more detail you capture, the better equipped you will be later.

This documentation is crucial for making informed decisions. It helps you accurately assess the property's true value and potential liabilities. For more on CRM features, consider how you manage other property details, such as those related to /learn/why-most-seller-lists-go-stale.

Integrate with your due diligence workflow

Your CRM should integrate this information seamlessly into your due diligence workflow. If a property is flagged with a potential unrecorded easement, it should trigger specific steps in your process. This might include requesting old surveys, interviewing neighbors, or even hiring a surveyor.

Ensure that your team knows to check this field as part of their standard property analysis. It is easy for an unrecorded easement to be overlooked if it is not explicitly highlighted in your system. This is where a strong CRM setup proves its worth.

For instance, if a lead comes in for a property with a potential unrecorded easement, your CRM could automatically assign a task to a team member to research local utility maps or interview the seller for more information. This systematic approach reduces the chance of expensive surprises.

Regular review and follow-up

Regularly review your leads and properties for unrecorded easements. As you gather more information on a property, update the CRM entry. If you resolve an easement issue, document the resolution in the CRM, too.

This ongoing management keeps your data clean and actionable. It also allows you to learn from past experiences and refine your process for identifying these issues earlier. Your CRM is a living tool, and its effectiveness depends on consistent input and updates.

For example, during your weekly pipeline review, you could filter for all properties with the 'Potential Easement Issue' flag. This ensures no crucial detail gets missed as the deal progresses. If you're looking for alternatives to your current CRM, our /compare/resimpli-alternative article might offer some useful perspectives on different types of tools.

Questions people ask

How do you typically find out about an unrecorded easement?

Unrecorded easements are often discovered through conversations with the seller or neighbors, visual observation during a property visit (e.g., utility markers, worn paths), or by reviewing old surveys or property records that might mention them indirectly.

Can an unrecorded easement stop a deal from closing?

Yes, absolutely. If an unrecorded easement is discovered late in the process and significantly impacts the property's use or value, a buyer (including a transactional lender or cash buyer) may back out or demand its resolution before closing, leading to delays or cancellation.

Is tracking this worth the extra effort?

Yes. While identifying unrecorded easements requires diligence, the effort is worthwhile. Unresolved easements can lead to costly legal disputes, reduced property value, or unexpected construction delays, all of which cut into your profit.