Which documents should a property seller prepare?
Quick answer: Start with ownership records, plans, costs and use agreements. Identify missing documents separately and ask the notary what your particular sale requires.
Start with an accurate property description
Record the address, property type, floor area and the interest being sold. Distinguish the sale of a whole apartment from a share. If you have a floor plan, include it and explain whether the actual layout matches it. An initial offer does not require your entire personal archive: ask which files are useful for assessing your property.
Show the running costs
Gather recent summer and winter bills and explain what they include. For an apartment, information about the association’s loan, planned works and arrears can help. For a house, describe heating, water and maintenance. A single low summer bill does not show annual costs; explain if the property has been empty or used only occasionally.
Gather agreements affecting occupation
A lease, use agreement, loan information or inheritance paperwork may affect preparation. List existing agreements and ask which parts are needed before sending them. Do not replace a missing document with an assumption. Identify who can provide confirmation and allow a realistic amount of time for their response.
Describe the condition clearly
Add photographs and a separate list of known defects, such as damp, faulty heating or unfinished renovation. Record when work was done and whether invoices or warranties remain available. Before the appointment, compare the folder with the notary’s requirements: a general checklist does not replace a transaction-specific review. An organised folder helps reduce repeated questions.
Build a document register
Create a register with columns for the document, date, person to contact and availability. Separate ownership, building, cost and contract records. Keep the latest version clearly labelled so plans from different years are not confused. Give each missing item a next action, such as contacting the association, designer or notary. You can request an initial offer before the folder is complete, provided you identify the gaps rather than presenting unverified information as confirmed.
What to share at each stage
Start with the address, area, condition and photographs. Share records containing identity numbers, bank details or third-party information only after checking the recipient and purpose. Before drafting the contract, put the agreed terms in one message. For example, if storage is advertised but the right to use it is unclear, flag that separately. An unanswered question is preferable to an unsupported promise: the buyer needs to distinguish established facts from matters still requiring resolution.
Official information
This guide helps you prepare. Confirm the terms and required documents for your particular transaction with the notary.