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Yes! You can use AI to fill out MLS® Data Information Form - Freehold - Sale (Form 290)

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MLS® Data Information Form - Freehold - Sale (Form 290), page 1
Very Complex · 93/100Form Complexity Index

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What this form asks for

The AI fills all of it, from your answers or your documents.

The MLS® Data Information Form - Freehold - Sale, also known as Form 290, is a critical document for real estate agents to compile exhaustive details about a freehold property for sale. It covers everything from the property's legal description, physical attributes, and financial details to showing instructions and brokerage information, ensuring accuracy for the MLS® listing. Today, this form can be filled out quickly and accurately using AI-powered services like Instafill.ai, which can also convert non-fillable PDF versions into interactive fillable forms.
Fillable fields1244
Pages11
Sections181
Tables and lists9
Questions that depend on earlier answers358
Form Complexity IndexVery Complex, 93/100

The AI checks your answers before you download

14 checks built for this form, so a wrong date or a missing answer is caught before anyone else sees it.

Possession Information Completeness

Ensures that at least one of the 'Possession Date' or 'Possession Remarks' fields is completed, as specified by the form rule 'ONE OF POSSESSION DATE OR POSSESSION REMARKS IS MANDATORY'. This is crucial for legal clarity in the listing agreement, as it defines when the new owner can take possession. If neither field is provided, the form submission will fail, prompting the user to complete the required information.

Expiry Date Logical Consistency

This check validates that the 'Expiry Date' is chronologically later than the 'Contract Commencement Date'. A listing agreement cannot expire before it officially begins, so this rule prevents logical errors and ensures the contract term is valid. If the expiry date is on or before the commencement date, the system will display an error and require the user to correct the dates before proceeding.

Parking Space Totals Consistency

This validation confirms that the value entered in 'Total Parking Spaces' is greater than or equal to the sum of 'Garage Parking Spaces' and 'Drive Parking Spaces'. This check ensures data accuracy and prevents misleading information about the property's actual parking capacity. A discrepancy would trigger a warning, prompting the agent to review and correct the parking numbers to ensure consistency.

Conditional Waterfront Details Mandate

Based on the rule '*MANDATORY IF WATERFRONT YES/NO FIELD IS CHECKED “YES”', this check enforces that sections like 'Access to Property', 'Shoreline', and 'Body of Water Name' are filled out when the 'Waterfront' field is 'Yes'. Waterfront details are a major selling point and require specific disclosures for accuracy. If 'Waterfront' is 'Yes' and these dependent fields are empty, the submission will be blocked until the required information is provided.

Postal Code Format Validation

This validation ensures the 'Postal Code' field entry conforms to the standard Canadian format of Letter-Number-Letter-space-Number-Letter-Number (e.g., M5V 2L9). Correct formatting is essential for geolocation services, mail delivery, and data integrity across the MLS® system. An invalid format will result in a validation error, requiring the user to re-enter the postal code correctly.

POTL Fees Conditional Requirement

The form indicates that 'POTL MONTHLY FEES' is mandatory if the property is a 'Parcel of Tied Land (POTL)'. This check verifies that if 'Parcel of Tied Land (POTL)' is marked 'Yes', the 'POTL Monthly Fees' field must contain a valid monetary value. This is a critical financial detail for potential buyers, and its absence would be a significant omission. Failure to provide the fee when required will prevent form submission.

And 8 more checks
  • Year Built and Age Range Correlation
  • Garage Details Dependency Logic
  • URL Validity for Internet Distribution
  • Lot Dimension Mandate for Non-Mobile Homes
  • Multi-Select Field Constraint Enforcement
  • Tax and Assessment Year Validity
  • Fireplace Details Conditional Logic
  • Conditional Display of Internet Options

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How to Fill Out Form 290 Online for Free in 2026

What the AI walks you through.

  1. Navigate to Instafill.ai and upload or select the MLS® Data Information Form (Form 290).
  2. Use the AI assistant to automatically populate initial property details like address, legal description, and PIN from public records.
  3. Systematically complete all sections, including Location, Property Type, Exterior/Interior features, and room details, by checking boxes and filling in text fields.
  4. Enter all financial data, such as list price, taxes, and contract dates, allowing the AI to ensure correct formatting.
  5. Provide brokerage, salesperson information, commission details, and specific showing instructions in the relevant sections.
  6. Review all entered information across the multi-page form for accuracy, make any necessary edits, and have the seller(s) provide their digital initials on each page.
  7. Securely sign the document electronically and download the completed Form 290, ready for submission to the MLS®.

Common Mistakes in Completing Form 290

The ones the AI is built to catch.

Inconsistent Parking and Garage Information
Users often create contradictions between related parking fields. For example, they might select 'No' for the 'Garage' field but then enter a number in the 'Garage Parking Spaces' field, or the sum of 'Garage Parking Spaces' and 'Drive Parking Spaces' does not equal the 'Total Parking Spaces'. This happens due to oversight when filling out the different sections. These inconsistencies confuse potential buyers and other agents, and can lead to misinterpretations about the property's features. To avoid this, carefully review all parking-related fields together to ensure they are logical and consistent.
Ignoring Conditional Mandatory Fields
The form contains numerous fields that are mandatory only under certain conditions, indicated by footnotes like '* MANDATORY IF WATERFRONT YES/NO FIELD IS CHECKED “YES”'. Users frequently overlook these footnotes on the dense form, leading to incomplete data for specific property types like waterfront, farms, or vacant land. This results in a less effective listing that may be filtered out of relevant searches and requires follow-up to correct. Always read the fine print associated with each section, especially when describing non-standard properties.
Incorrect or Inconsistent Lot Size and Acreage Data
The form has multiple ways to describe the property's size: 'Lot Front/Depth' in feet/metres, an 'Acreage' range checkbox, and a 'Lot Size Area' field. A common mistake is entering conflicting information, such as providing specific dimensions that don't align with the selected acreage range. This often stems from using different data sources (e.g., tax records vs. a survey) without reconciliation. Inaccurate lot size information can mislead buyers and potentially lead to legal issues. It is crucial to use a single, verified source for all lot dimensions and ensure consistency across all related fields.
Vague or Incomplete 'Inclusions' and 'Exclusions' Lists
The free-text fields for 'Inclusions' and 'Exclusions' are critical but often filled out with ambiguous terms like 'all appliances' or 'drapes'. Sellers may forget to exclude sentimental items like a specific chandelier, leading to disputes at closing. To prevent this, list each included or excluded item specifically, using model numbers for appliances when possible. Clearly distinguishing between items that are 'Lease To Own' or 'Under Contract' in their respective sections is also essential to avoid confusion and legal complications.
Errors in Legal Descriptions and Identification Numbers
Fields such as 'Assessment Roll # (ARN)', 'PIN #', and 'Legal Description' require perfect accuracy, as they are used for legal and tax purposes. Simple typos or transposing numbers when copying from a source document are common mistakes. Such errors can cause significant delays in the transaction, problems with title transfer, and issues with municipal records. Always double-check these numbers against official documents like a property tax bill or deed. AI-powered tools like Instafill.ai can help by validating formats and cross-referencing data to minimize these critical errors.
Improperly Filling Out the 'Rooms / Details' Grid
This detailed grid is prone to multiple errors, including mixing up length and width, using incorrect units (e.g., feet instead of the specified metres), or using room descriptions not found in the form's provided list. These mistakes occur due to the table's complexity and the need for precise data entry. The consequence is inaccurate room information and reduced searchability if non-standard terms are used. To avoid this, carefully follow the provided list of room names and descriptions and double-check all measurements and units before entry.
Exceeding Character Limits in Text Fields
Many descriptive fields, such as 'Directions' (250 characters) and 'Possession Remarks' (75 characters), have strict character limits. Users often type detailed explanations without regard for these limits, especially when working on a draft outside the system. When the data is entered, important details can be truncated, resulting in incomplete or nonsensical information on the final listing. Be mindful of the character counts indicated on the form and write concisely. If the form is a non-fillable PDF, tools like Instafill.ai can convert it to a fillable version with fields that enforce these limits.
Contradictory Square Footage Information
This form asks for square footage in multiple ways: an 'Approximate Square Footage' range, and specific 'Above Grade' and 'Below Grade' finished square footage values. A frequent error is selecting a range that contradicts the specific values entered (e.g., entering 2,200 sqft but checking the '1500-2000' box). Forgetting to indicate the 'Source' for the measurement (e.g., MPAC, Builder, Owner) is another common omission that reduces data credibility. Ensure all square footage figures are consistent and always cite the source to provide clarity and build trust.
Incorrect Date Formatting and Logic
The form requires several dates (Contract Commencement, Expiry, Possession) to be entered in a specific MM/DD/YYYY format. Users may default to their local format (like DD/MM/YYYY) or enter logically impossible dates, such as an expiry date that occurs before the commencement date. Additionally, the instruction 'ONE OF POSSESSION DATE OR POSSESSION REMARKS IS MANDATORY' is easily missed, leading to incomplete possession terms. Using a calendar picker or a tool like Instafill.ai can help auto-format dates correctly and prevent such errors.
Mismanaging Internet Distribution Permissions
The section for online marketing has several dependent options. A common mistake is selecting 'No' for 'Distribute to Internet' but then filling out the URL fields, which will not be used. Conversely, a user might select 'Yes' but then fail to make selections for crucial sub-options like 'Display Address on Internet' or 'Distribute to DDF/IDX', leading to a less effective online presence for the listing. It is vital to review this entire section as a whole, ensuring the permissions align with the seller's marketing wishes.

Frequently Asked Questions About Form 290

 

Is it really free for 7 days?
Yes. You pay $0 today. Cancel before Nov 5 and you are never charged. Keep it, and it is $19.99 a month for 5 fills of your Form 290.
Can I fill other forms too?
This plan is for your Form 290: your own AI agent fills it as often as 5 times a month. To fill other forms and upload your own, choose a Professional plan from your account.
How do I cancel?
From your account, in two clicks, any time. No email, no call.
How does the AI fill out Form 290?
You answer a few questions in plain words, or upload a document you already have. The AI reads what you give it and puts each answer into the right field of Form 290, on every page, in seconds. It checks the answers against the form's own rules, and you review and change anything before you download, print or sign.
What happens to my information?
It is encrypted in transit and at rest, and it is never used to train AI.
How complex is Form 290 to fill out?
Form 290 has a Form Complexity Index of 93 out of 100, in the very complex tier: 1244 fillable fields across 11 pages. Instafill.ai's AI fills it in under a minute, with every field there for you to review before you download.
What is the purpose of the MLS® Data Information Form (Form 290)?
This form is used by real estate professionals to gather detailed information about a freehold property being listed for sale. The data collected is then entered into the Multiple Listing Service (MLS®) to create the official public listing.
Who is responsible for filling out this form?
The listing salesperson typically completes the form in collaboration with the property seller. The seller must provide accurate information and initial each page to verify the details before the property is listed.
What do the asterisks (*) and other symbols on the form mean?
These symbols highlight mandatory fields that must be completed for the listing to be accepted. Different symbols can indicate that a field is always mandatory, or only required for specific property types like detached homes or waterfront properties.
Where can I find the Assessment Roll # (ARN) and Legal Description?
This information is typically found on your property tax bill, the original deed of sale, or through a property search on services like MPAC or GeoWarehouse. Your real estate agent can also help you locate these details.
What is the difference between 'Inclusions' and 'Exclusions'?
Inclusions are items that are included with the sale of the property, such as appliances or specific light fixtures. Exclusions are items that the seller will remove and are not part of the sale, like a family heirloom chandelier.
What does 'Parcel of Tied Land (POTL)' mean?
A POTL is a freehold property that is also part of a common elements condominium corporation, which manages shared areas like private roads or parks. If your property is a POTL, you will likely pay a monthly fee for this maintenance.
The form says one of 'Possession Date' or 'Possession Remarks' is mandatory. What should I enter?
You must provide either a specific calendar date for possession or use the 'Possession Remarks' field to describe the terms. For example, you could write '60 days after closing' or 'Flexible' in the remarks section if a fixed date isn't set.
Do I have to fill out the 'Waterfront / Rural' section for a city property?
No, you only need to complete the 'Waterfront / Rural' section if your property is waterfront or has specific rural characteristics. Most fields in this section are only mandatory if you have selected 'Yes' for the waterfront field.
What is the 'REALTOR ONLY REMARKS' section for?
This section is for confidential notes intended only for other real estate agents viewing the listing on the MLS® system. It often contains information about showing instructions, offer presentation times, or other professional-to-professional communication.
Can AI tools help me fill out this detailed form?
Yes, services like Instafill.ai use AI to accurately auto-fill many fields on complex forms like this one, saving significant time and reducing errors. The AI can pull data from various sources to complete property details, addresses, and other information.
How can I fill out Form 290 online?
You can use a service like Instafill.ai to easily complete this form online. Simply upload the PDF, and the platform will make it interactive, allowing you to type directly into the fields and use AI-powered suggestions.
What should I do if my PDF copy of this form is not fillable?
If you have a non-fillable or 'flat' PDF, you can upload it to a platform like Instafill.ai. Their technology can convert it into an interactive, fillable form that you can complete and sign digitally.
What is the difference between a 'Branded' and 'Unbranded' virtual tour URL?
A branded virtual tour can include the listing agent's or brokerage's name, logo, and contact information. An unbranded tour is a neutral version with no branding, which is required for certain MLS® distribution channels.
Why do I need to provide dimensions for every room?
Providing accurate room dimensions is crucial for the MLS® listing as it gives potential buyers a clear and detailed understanding of the property's layout and size. This information helps buyers determine if the space meets their needs before they even visit.
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