Everything to Know About Documents for Selling a Property

Selling an apartment is an exciting process, as it often marks the end of one stage and the beginning of another. At the same time, it is an important financial decision that requires organization and preparation, as well as the best advice from professionals knowledgeable in the real estate sector, like the team at FORCADELL. In this process, one of the important aspects is having all the necessary documents for selling a property and ensuring they are in order, which will contribute to selling the asset in an efficient and satisfactory manner.

Documents for Selling a Property

• Valid Identification Document

One of the essential documents for signing the sale of a property is the valid DNI or NIE. It is crucial that both the buyer and the seller present their updated and valid identification document, as it is the primary way to verify their identity before the notary and guarantee the legality of the process.

• Simple Note from the Property Registry

This is a document that includes the owner’s details, the characteristics of the property, and any charges attached to the property, such as a mortgage. It must be requested from the Property Registry corresponding to the location of the property, and it usually takes between 24 to 48 hours to be processed. The information provided in the Simple Note will indicate the documentation required to carry out the sale.

• Cadastral Reference Value

It must be verified that the sale price exceeds the cadastral reference value. If it does not, the buyer should be informed that they will pay the Property Transfer Tax (ITP) based on the cadastral reference value.

• Certificate of Habitability

This document certifies that the property complies with the legal habitability requirements. It can be requested from a specialized technician who will conduct the analysis and send the data to the relevant authorities to obtain the certificate.

The habitability certificate is mandatory for sales in Catalonia, the Balearic Islands, and the Valencian Community, among other autonomous communities.

• Certificate of Debt from the Municipality

It is recommended to request a certificate of debt from the municipality. In most municipalities, the notary can obtain this document, which ensures that there are no outstanding debts.

Alternatively, the IBI receipt for at least the last 5 years can be used, which acts as proof of payment of property taxes. This certificate confirms that the tax payments are up to date.

• In the Case of a Mortgage:

1. Zero Debt Certificate

If the mortgage has been administratively canceled (paid off), but the registration cancellation has not yet been completed, this document must be obtained from the seller’s bank to confirm that the mortgage has been fully paid off and is pending registration cancellation.

2. Outstanding Balance Certificate

If the mortgage is still active and has not been canceled administratively, this required document issued by the seller’s bank certifies the exact remaining debt on the mortgage at the time of the public deed signing. With this document, the buyer will make the corresponding retention/provision of funds for the financial cancellation and subsequent registration cancellation.

• Property Title/Deed

The property deed is a notarized document that certifies the acquisition of a property, whether through purchase, donation, inheritance, etc.

• Building Inspection Certificate (ITE)

This certifies the condition of habitability of the building where the property is located. In Catalonia, it is mandatory for buildings older than 45 years, and it can be requested from a technician who will issue a report indicating any defects in the building. This document must be submitted during the sale. If the property does not have the ITE certificate, the buyer must exempt the seller from presenting it on the day of signing the public deed.

• Energy Efficiency Certificate

This is an official document that breaks down the technical specifications of a property. It indicates whether the property is energy efficient, to what degree, and what possible improvements could be made (if any). It is also mandatory for advertising the property.

• Certificate of No Debts with the Community

To ensure the buyer that the property is up to date with community payments, this certificate must be presented for the sale to take place.

Non-Obligatory but Recommended Documents

• Last Utility Bills

These include bills for water, electricity, and gas to verify that they have been fully paid. They can be requested from the utility company, and although they are not mandatory, providing these documents will make the buyer’s task easier and prevent them from having to pay the connection fees.

• The Last Three Community Meeting Minutes

It is also recommended to provide these documents, which can be obtained from the property administrator.

These are the most common documents, though depending on the case, other documents may be required. Therefore, to ensure that all the necessary documents for selling a property are in place and to facilitate the process without surprises, it is advisable to consult with a real estate agency like FORCADELL, which has proven experience and knowledge of the sector and the area.