---
title: What is required vs optional in a transaction file?
description: Understand which transaction documents are required versus optional and how to determine what must be included to stay compliant with Easy Realty and Florida law.
---
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1. [Easy Realty Knowledge Base](https://kb.easy.realty/?hsLang=en-us)
2. [Transactions and Compliance](https://kb.easy.realty/transactions-and-compliance?hsLang=en-us)
3. [Transaction Files and Record Retention](https://kb.easy.realty/transactions-and-compliance?hsLang=en-us#transaction-files-and-record-retention)
September 28, 2026
# What is required vs optional in a transaction file?
## Short answer: Required documents are anything that affects the terms, agency, disclosures, or compliance of the transaction. Optional documents are materials that do not materially impact the deal.
Every Easy Realty transaction file must include all documents that explain, support, or evidence the transaction — covering what happened, how the parties were represented, and how the deal was executed. Any document that affects price, terms, agency, disclosures, compensation, or legal compliance is required and must be uploaded regardless of transaction outcome.
### What documents are considered required?
Required documents include anything that affects price, terms, agency, disclosures, compensation, or legal compliance. These documents must be uploaded regardless of transaction outcome. Common required documents include fully executed contracts, amendments or addenda, agency and disclosure forms, listing or buyer representation agreements, closing statements, commission or compensation agreements, and referral agreements when applicable.
### What documents are considered optional?
Optional documents are materials that do not impact the transaction terms or compliance requirements. These documents are not required for brokerage record retention. Examples may include marketing drafts, internal notes that do not affect the transaction, duplicate communications already reflected elsewhere in the file, and working documents that were never executed or delivered.
## How should an agent decide whether a document belongs in the file?
If a document affected the transaction in any meaningful way, it should be uploaded. This includes documents that explain decisions, show consent, modify terms, or confirm disclosures. Files should be complete enough that a third party could understand the transaction without additional explanation.
## What are common document omission errors agents should avoid?
Agents often omit executed amendments, termination documents, referral agreements, or written disclosures because they seem minor or duplicative. These documents are frequently required and should always be included if they played a role in the transaction.
### Rule of thumb
If a document explains, modifies, supports, or evidences the transaction, it is required and should be uploaded. When uncertain, upload the document.
## What regulatory authority governs these requirements?
This guidance is based on Florida Statute § 475.5015 (verify the current version with a licensed attorney or the Florida Division of Real Estate) and Easy Realty’s internal compliance standards, including record retention requirements for real estate transactions.
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