A missing document is one of the biggest causes of stalled deals in real estate. Gathering the right paperwork from the start avoids delays, gives both parties security, and conveys professionalism. In this guide you have the complete list of documents to buy and sell a property, separated by buyer, seller, and property.

Note: this is general guidance. Required documents vary by property type, payment method, and local legislation. Always confirm with a lawyer or the relevant registry office.

Seller's documents (individual)

• Government-issued ID and tax number.
• Proof of marital status (birth or marriage certificate).
• Proof of address.
• Clearance certificates (depending on the buyer's or lender's requirements).

Buyer's documents (individual)

• Government-issued ID and tax number.
• Proof of marital status.
• Proof of address.
• Proof of income (essential in the case of financing).

Property documents

• Up-to-date title or deed for the property.
• Ownership and lien certificate, showing the owner and any debts or encumbrances.
• Property tax clearance and proof that taxes are paid.
• Proof that condominium fees are current (for apartments).
• Certificate of occupancy (for new properties).
• Floor plan or descriptive memorandum, where applicable.

Documents specific to financing

If the purchase is financed, the lender usually requires additional documentation, such as a property appraisal, detailed proof of income, and up-to-date certificates. The process is stricter, so organizing everything in advance avoids delays.

Tip: organize the paperwork for each deal

Wasting time looking for a scattered document or forgetting an expired certificate can let a deal go cold. Keeping the paperwork for each property and client organized is part of an agent's professional work.

With a real estate CRM like CRM49, you record the progress of each negotiation and keep property and client information centralized, which makes it easy to track what has already been handled and what is still missing.

Conclusion

Gathering the documents to buy and sell a property in advance is what ensures a smooth closing. Separate the buyer's, seller's, and property's paperwork, pay attention to certificates, and, in the case of financing, be ready for extra requirements. Organization is what turns bureaucracy into a secure, fast process.

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