Documents needed to sell a property: a list to prepare before you start

Why start with the papers?

The broker needs them to sign the brokerage agreement with you and obtain the advertising licence. The buyer needs them for reassurance before paying a deposit. The buyer’s bank needs them to approve financing. The transfer authority needs them to move ownership. Every step of the sale depends on them.

Preparing them early gives you time to solve any problem calmly, rather than under pressure from a waiting buyer.

The deed

The deed is the key document. Check that the property is in your name or the names of all owners, that its details — area, boundaries and location — are correct, and that it is free of mortgage, hold or dispute. Modern electronic deeds make procedures easier.

If your deed is old or on paper, ask about updating it or converting it to an electronic deed — it may take time. If the deed’s details do not match reality, such as a different area or changed boundaries, deal with that before selling.

ID and power of attorney

You need your valid national ID or residence permit. If someone else will sell for you or attend the transfer, they need a valid power of attorney that expressly allows selling and transfer, ideally an electronic, notarised one.

Check the power of attorney has not expired and covers everything the agent needs: signing the brokerage agreement, receiving the deposit and price, and the transfer.

If the property is inherited

You need the deed of inheritance, transfer of ownership to the heirs or an updated deed if required, and the agreement of all heirs to the sale or a power of attorney from each for their representative. If a minor is among the heirs, permission from the relevant authority may be needed.

These steps can take time, so start well before marketing and agree who represents you to the broker and the buyer.

Building permit and plans

For villas and buildings: the building permit, approved plans and occupancy certificate if any. Buyers and banks use them to confirm the building is regular and its areas match what was permitted.

If the property has unpermitted extensions or annexes, ask the authorities about regularising them before selling — they can delay the buyer’s financing or the transfer. In any case, disclose them to the buyer.

For apartments: the unit deed and owners’ association

Selling an apartment usually requires a deed for the unit itself, not for the whole building. If the apartment has no separate deed, ask about the subdivision procedure before selling.

If the building has an owners’ association, prepare its details: service charges, any amounts due and the building rules. Buyers ask, and proof that dues are paid may be requested.

For land: the site sketch and use

For land: the approved site sketch or plan showing location, dimensions and streets, information on land use and building conditions, and proof that any fees due on the land are paid. Read checks before selling land.

If the property is mortgaged

If a bank or finance company holds a mortgage, you need a letter from the bank stating the outstanding amount and the release procedure. The mortgage is usually repaid before or at transfer, and this may be arranged with the buyer’s bank if they are financing.

Ask the bank early about timing, fees and how repayment works, so you can calculate your net proceeds accurately before accepting any offer.

If the property is let

Prepare the registered leases, their terms, the rent and the payment record. An investor wants to know the income they will receive and when the lease ends. The existing lease usually passes with the property, so inform the tenant under the rules.

If a company owns the property

You need the commercial registration and proof that the signatory is authorised to sell for the company, such as a resolution or mandate under the company’s articles. Confirm this before negotiating — the bank and the transfer authority will check it.

Helpful but not required

• Invoices for maintenance and refurbishments, with dates.
• Building, insulation or appliance warranties if any.
• Recent electricity and water bills.
• An earlier technical inspection report if any.
• An earlier certified valuation if any.

These reassure buyers, cut down their questions and can strengthen your negotiating position.

What the buyer’s bank asks for

If the buyer uses home financing, their bank usually asks for the deed, building permit and plans, and a valuation by a certified valuer the bank chooses. The valuer may visit, so make the visit easy. Any missing papers or a mismatch between deed and reality can delay approval.

When do you need each paper?

Before contacting brokers: the deed and ID, plus proof of the seller’s authority if you are not the sole owner. Before advertising: the signed brokerage agreement and the property details the broker needs for the advertising licence. Before accepting an offer: the building permit and plans, the bank letter if mortgaged, and leases if let.

Before transfer: a deed free of any hold, payment of the real estate transaction tax and any fees due, and all owners or their agents present or ready electronically.

Common paperwork mistakes

• Starting marketing before checking the deed is current and free of holds.
• An expired power of attorney, or one that does not expressly cover transfer.
• One heir who has not signed or does not attend on transfer day.
• Undisclosed unpermitted extensions that the bank’s valuer then finds.
• Leaving the mortgage release letter to the last minute.

Quick list by property type

Villa

Deed, ID or power of attorney, building permit, plans, occupancy certificate if any, and mortgage release letter if any.

Apartment

Unit deed, ID or power of attorney, owners’ association and service-charge details, and the lease if let.

Land

Deed, site sketch, use and services information, and proof that any fees are paid.

Inherited property

Deed of inheritance, updated deed, and the heirs’ agreement or powers of attorney.