Key Takeaways
- Designated brokers must maintain a trust account (escrow account) at a Maine bank or credit union
- All client funds (earnest money, security deposits, rent) must be deposited into the trust account
- Commingling broker funds with client funds is prohibited
- Trust account records must be maintained for at least 6 years
- MREC has authority to audit trust accounts at any time
Maine Trust Account Requirements
Maine designated brokers must maintain trust accounts to hold client funds separate from their operating funds.
Trust Account Basics
What is a Trust Account?
A trust account (also called an escrow account) is a bank account where brokers hold funds belonging to others:
| Fund Type | Examples |
|---|---|
| Earnest money deposits | Buyer's good faith deposit |
| Security deposits | Tenant deposits on rentals |
| Rent collections | Collected on behalf of landlords |
| Other client funds | Closing proceeds pending disbursement |
Where to Open
Trust accounts must be at:
- A Maine-chartered bank
- A Maine credit union
- A federally-insured institution with Maine offices
Key Requirement: The account must clearly identify it as a trust or escrow account.
Trust Account Naming
The trust account must be properly titled:
| Element | Requirement |
|---|---|
| Broker name | Business name of brokerage |
| Designation | "Trust Account" or "Escrow Account" |
| Location | Maine financial institution |
Example: "ABC Realty Trust Account"
Deposit Requirements
Timeline
| Situation | Deposit Deadline |
|---|---|
| Earnest money | Per contract terms (typically within 3 business days of acceptance) |
| Security deposits | Per lease agreement |
| Rent | Per management agreement |
Proper Deposits
All client funds must be deposited into the broker's trust account—not:
- Salesperson's personal account
- Broker's operating account
- Any other non-trust account
Critical Rule: Salespersons cannot hold client funds. Only designated brokers maintain trust accounts.
Prohibited Practices
Commingling
Commingling is mixing client funds with broker's personal or business funds. It is strictly prohibited.
| Allowed | NOT Allowed |
|---|---|
| Client funds in trust account | Client funds in operating account |
| Small broker deposit to maintain account ($100-200) | Large broker funds in trust account |
| Interest earned (per agreement) | Using client funds for business expenses |
Conversion
Conversion is using client funds for unauthorized purposes. It is a serious violation that can result in:
- License revocation
- Criminal charges
- Civil liability
- Personal liability
Record Keeping
Required Records
Brokers must maintain:
| Record | Description |
|---|---|
| Bank statements | Monthly statements from financial institution |
| Deposit receipts | Documentation of each deposit |
| Check records | Documentation of each disbursement |
| Client ledgers | Individual records for each client |
| Transaction records | All transaction documentation |
| Reconciliation | Monthly bank reconciliation |
Retention Period
| Requirement | Duration |
|---|---|
| Trust account records | 6 years minimum |
| Transaction files | 6 years minimum |
Note: Maine's 6-year retention requirement is longer than many other states.
Trust Account Reconciliation
Brokers must reconcile trust accounts monthly:
Reconciliation Process
- Compare bank statement to checkbook/register
- Account for all outstanding checks
- Account for all deposits in transit
- Verify client ledgers match total
- Document reconciliation
Common Reconciliation Issues
| Issue | Consequence |
|---|---|
| Shortage of funds | Serious violation—potential revocation |
| Surplus of funds | Must identify source and correct |
| Unidentified funds | Must research and resolve |
| Bank errors | Document and resolve with bank |
MREC Audits
MREC has authority to:
- Audit trust accounts at any time without notice
- Review records during investigations
- Take disciplinary action for violations
Common Audit Findings
| Issue | Consequence |
|---|---|
| Shortage of funds | Serious violation—potential revocation |
| Poor record keeping | Warning to suspension |
| Late deposits | Warning to fine |
| Commingling | Fine to revocation |
| No reconciliation | Warning to suspension |
Who is authorized to maintain a trust account for client funds in Maine?
How long must Maine brokers maintain trust account records?
How often must a Maine broker reconcile their trust account?