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Must‑Have Paperwork to Sell Your Home
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When you decide to sell a property, the paperwork can feel like a maze.
Every document you submit not only supports your claim of ownership, but also protects you from future disputes and speeds up the closing process.
This guide outlines the essential documents you’ll need from listing to the moment the keys change hands.
Evidence of Ownership
The cornerstone of any real‑estate transaction is evidence that you actually own the property.
This is usually the deed, but if you have a trust or a joint ownership arrangement, you may need additional documentation such as a trust agreement or a copy of the joint ownership contract.
Having a clear chain of title is crucial; any gaps or disputes can halt a sale or reduce the sale price.
Title and Title Insurance Details
Title searches, typically by a title company or attorney, ensure the title is free of liens, easements, or other encumbrances.
Even if you already have title insurance, you should provide a copy of the policy and the most recent title report.
It gives the buyer confidence that the property can be transferred smoothly.
Current Survey or Property Boundary Map
Most buyers will want to confirm that the boundaries on the deed match the actual property lines.
A recent survey, best within two years, verifies this.
If you don’t have a survey, it’s a good idea to commission one before listing.
In certain areas, a survey is legally required for all residential sales.
Disclosure Statements
Sellers must legally reveal known material defects.
The disclosure package usually includes:
A general property condition form
- Detailed disclosures about structural issues, roof condition, plumbing, electrical, HVAC, and any known environmental hazards (e.g., mold, radon, lead paint)
- A copy of the latest home inspection report, if a professional inspector was hired.
In numerous states, the disclosure must be signed and notarized.
Not disclosing material defects can trigger lawsuits after the sale.
Home Inspection Report
Even if you’re not required to provide one, a recent professional inspection can boost buyer confidence.
The report should cover the roof, foundation, windows, doors, HVAC, plumbing, electrical, and any potential pest issues.
Keep the report handy and be ready to negotiate any findings.
Past Utility Bills and Service Contracts
Buyers often want to see a sense of the property’s operating costs.
Provide the last 12–24 months of utility bills (electric, gas, water, sewer, trash, internet).
If you have service contracts, such as for HVAC maintenance, pest control, or smart home devices, include copies.
This transparency helps buyers estimate future costs.
Mortgage Payoff Information
If you still owe on the property, obtain an official payoff statement from the lender.
The document displays the exact amount needed to clear the mortgage at closing.
It also enables calculation of the sale’s net proceeds.
HOA Records
For properties in a homeowners association, the buyer will need to see:
HOA bylaws and covenants
- The most recent financial statements and budget
- A list of current assessments or special fees
HOA minutes for the previous year
Providing these documents will help the buyer understand ongoing obligations and any upcoming projects that might affect the property.
Property Tax Records
Buyers require knowledge of the current tax status.
Offer the most recent tax bill and any past payment or delinquency records.
If tax liens are pending, disclose and explain how they’ll be settled at closing.
Insurance Papers
Give proof of homeowner’s insurance and the post‑closing policy if you’re transferring it.
Buyers might also wish to view policy limits, deductibles, and endorsements for particular risks.
Resale Sale Papers
If this is not your first time selling the property, include copies of the previous sale contract, settlement statement, and any amendments.
They assist buyers in assessing price history and previously resolved issues.
Permits and Renovation Records
If upgrades like a new roof, kitchen remodel, additions, or energy‑efficient windows were made, provide the permits.
This demonstrates that the work was done to code and can protect the buyer from future liability.
Legal Docs (If Needed)
If a lien, easement, 名古屋市東区 空き家 売却 or litigation affects the property, provide these documents.
If the property is part of a trust or a limited liability company, provide the relevant trust agreement or operating agreement.
Digital Copies for Closing Agent
Many title firms and attorneys prefer electronic docs.
Scan all paperwork in high resolution and save them in a secure cloud folder.
Label each file clearly (e.g., "Deed_Tuesday_2025.pdf") so the closing agent can access them quickly.
Personal Checklist
Maintain a master checklist tracking each document.
Check items off as you gather them and note outstanding items.
This habit lessens last‑minute surprises.
Why All of This Matters
Collecting these documents early saves time, eases stress, and builds buyer confidence.
Missing paperwork can stall a sale, lower the final price, or even void the contract.
In certain areas, failing to provide required disclosures can lead to fines or civil liability.
Being thorough now safeguards you and smooths the transaction for all parties.
Final Thoughts
Selling a property goes beyond putting a sign in the yard.
It’s a legal process that requires careful documentation.
Begin early, stay organized, and consider a real‑estate attorney or title company to verify all bases.
Once paperwork is ready, you’ll enjoy fewer delays and focus on securing the best price.
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