Real Estate Blog

Why Real Estate Needs Virtual Data Rooms

Virtual data rooms are necessary for a variety of services and industries that involve large document uploads and require extensive security for confidential data – real estate is undeniably one of them. From communication with clients to collaborating with boards, a VDR provides the necessary tools for real estate professionals to facilitate smooth transactions and close on large and important deals quickly and with ease. There seems to be a heavy emphasis on the M&A industry as the predominant user of VDRs, however, in this article we will discuss why a secure and easy to use virtual space is just as necessary for the due diligence before buying and selling of property as well as mergers and acquisitions


The primary reason why any company would seek out a virtual data room for their document sharing purposes is for the excellent security providers strive to offer their clients. When it comes to sharing the information of clients looking to sell or buy property as well as any information from lawyers, ensuring that you find a provider with the necessary security compliances is crucial. A client or business is entrusting their information with a real estate agency that is working closely with them to share this information with third parties for review. The legitimacy and professionalism of an agency is at stake if they opt for a generic document sharing platform that isn’t complaint with vital acts and legislation.

Once this information is shared, a provider’s encryption should be working to protect both data at rest and in transit as you and your clients progress through a deal. There should not be any confusion or concealment of where these documents are going once they have been uploaded onto the virtual data room, nor should a client have to deal with the repercussions of insufficient security that has allowed their data become intercepted and leaked. The responsibility of choosing an effective document sharing service is in the hands of the real estate agency and can be detrimental to a deal if not correctly chosen.

Asset Management

Keeping track of the beginning to end history of a property can be tedious and difficult when you aren’t equipped with the right software. Virtual data rooms help make the real estate business that much easier by allowing agents to upload and store large amounts of data at a given time. Whether it is regarding financial matters, lease and tenant information, or acquisition documents, a VDR is prepared to house this data for as long as necessary and make it easy to view the life cycle of a property during a transaction or deal. Furthermore, certain features within the virtual data room make the process of sharing, downloading and updating this information for administrators and third parties easy and effective for various types of transactions.


When dealing with clients and board members, transparency is key during a deal or transaction that you are trying to complete. Virtual data rooms specialize in allowing administrators to remain transparent while still secure with the information they upload and the feature implemented to maintain the utmost control over their documents. Working with multiple parties necessitates that everyone remains on the same page with the information being exchanged so that any issues or delays in a transaction can be avoided. The Q&A feature offered by many VDR providers is a great addition to the software as a means of communication within the platform to ensure that any questions or concerns can be addressed diligently, so that all parties are informed and aware.

Streamlining Processes

Much like the aforementioned Q&A feature, virtual data rooms implement other features that are also meant to streamline processes and promote efficiency all on one platform. The real estate industry handles multiple important matters, such as zoning, litigation, insurance, etc, so the ability to manage all of them in one specific space has a noticeable impact on an agency’s ability to provide the best service to their clients. With features such as versioning, new and old versions of documents are stored on the platform so that all information remains available to interested parties. A VDR also makes the auditing process much easier since anything that pertains to a deal is stored on one space, easily accessed and downloaded whenever needed.

Ease of Use

Managing the buying or selling of a property is a grueling enough process without having to consider whether or not the software you are using is also as tedious. Complex permission and control settings afforded to a user in a virtual data room allow the platform to be adjusted easily and data to be shared at the administrator’s discretion. Its purpose is to facilitate smooth deals with an intuitive interface so that any unfamiliar users can understand its intricacies as quickly as possible. With large amounts of documents being constantly shared and uploaded, simplicity is key – a successful VDR works skillfully with a small learning curve so that anyone can feel comfortable within it.


The most important factor of any project that involves multiple parties is strong and constant communication with one another. As real estate agents work with their clients they must ensure that no one is left out and no information is forgotten as they push forward with a deal. A VDR offers real time communication within the room via features such as Q&A, and also provides reports for the documents that are shared on the platform. With these, clients as well as agents, can view how much interest and attention certain documents are garnering over others and understand what buyers or auditors are interested in seeing more of.

This knowledge allows the entire team to coordinate their process effectively and with concerns or questions of other parties involved kept in mind. Open communication is vital for any professional relationship and project to succeed, so finding the right virtual data room for you and your client’s needs can completely transform and elevate the process in order to reach desired results.  

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