Under state law, how long must a broker typically retain transaction records and documents?

Record retention: Brokers must retain transaction records for a state-specified period — commonly ranging from about 3 to 7 years (varies by state) after the transaction closes or the listing expires.

Records to retain: Purchase contracts and addenda; listing agreements; agency disclosure forms; property condition disclosures; trust account records (deposits, disbursements, reconciliations); closing statements; correspondence; advertising records; any documents related to the transaction.

Format: Many states allow electronic record-keeping if records are accessible and reproducible.

Accessibility: Records must be available for inspection by the state commission upon request (audits/investigations).

Responsibility: The BROKER is responsible for maintaining the brokerage's records (including those of affiliated salespeople).

Purpose: Allows audits, investigation of complaints, and verification of compliance; protects the broker by documenting transactions.

Consequences: Failure to maintain required records is a license law violation.

State-specific: The exact retention period and requirements vary by state — brokers must know their state's rule; the obligation to retain complete transaction records for the required period is a key broker office-management responsibility tested on the state exam.