Missing or incomplete sales documentation can delay the property sale by weeks and even incur fines. Find out here which documents you absolutely need and how to efficiently obtain them to optimise your sales process by up to 30%.
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The topic briefly and concisely
A current land register excerpt (not older than 3 months) and a cadastral map are essential for any property sale.
The energy certificate is required by law and must be available at the latest during the inspection; violations can cost up to 10,000 euros.
For condominiums, the declaration of division, minutes of owners' meetings, and service charge statements are essential.
Planning to sell your property? A thorough compilation of all necessary sales documentation is essential. Missing documents are not only a nuisance but can significantly slow down the entire process and, in the worst case, lead to legal issues – for instance, a missing energy certificate can be fined up to €15,000. This article provides you with a detailed overview of the most important sales documents, where to obtain them, and why they are crucial for a successful transaction. With a complete set of documents, you not only appear professional but also accelerate the sales process significantly.
The Foundation: Land Register Extract and Cadastral Map
The current land register excerpt is one of the most essential documents in property sales. It provides details about the exact ownership, registered encumbrances and restrictions in Section II (e.g., rights of way, residential rights), and liens such as mortgages or land charges in Section III. An excerpt should not be older than three months to ensure its relevance. You can obtain it from the responsible land registry office (district court), and the costs are approximately 10-20 euros.
The cadastral map, also known as a property map, is the official cartographic basis and accurately represents the property with its boundaries, buildings, and parcel number. It is available at the cadastral office and generally costs between 15 and 60 euros. This document is essential to prove the exact location and boundaries of the property to the buyer. A professional exposé creation visually integrates this information. The combination of these two documents forms the basis for any reputable sales transaction.
Energy Efficiency in Focus: The Energy Certificate
Since 2014, the Energy Performance Certificate has been a mandatory document when selling a property and must be presented to potential buyers without being asked, at the latest during viewings. Energy performance indicators such as the energy efficiency class and the final energy demand must already be stated in property advertisements. Breaches can lead to fines of up to 10,000 euros. There are two types: the consumption-based and the demand-based Energy Performance Certificate. The consumption-based certificate is based on the actual energy consumption over the past three years and is often cheaper (approx. 50-80 euros). The demand-based certificate (approx. 300 euros) is prepared based on a technical analysis of the building fabric and system technology and is often mandatory for buildings with fewer than five residential units constructed before the Thermal Insulation Ordinance of 1977. Issuers include qualified energy consultants, architects, or even chimney sweeps. A good marketing strategy emphasises positive energy ratings.
Details about the object: Construction documents and floor plans
For prospective buyers, detailed construction documents are of great value. These include, in particular, the building permit, architectural drawings, and the building description. These documents provide information about the approved use, construction, and the materials used. They are typically archived at the local building authority and can be viewed or copied there, often for a small fee of 10-15 euros.
A current and meaningful floor plan is essential for marketing. It allows potential buyers to visualise the room layout and possible uses. Often, older floor plans are outdated or confusing. It may be worthwhile to have a new, appealing floor plan created for around 100-250 euros, possibly even with 3D visualisations. These documents are not only important for the brochure but also for the subsequent optimal presentation of the property. The completeness of these documents builds trust and can speed up the decision-making process for potential buyers by up to 15%.
Special Case Condominium: Declaration of Division and Homeowners' Association Documents
When selling a condominium, additional documents are required. The declaration of division is the central document here. It determines which parts of the building are separate property (belonging to the respective apartment owner) and which are communal property (belonging to all owners collectively). It also includes the partition plan and often a community order. The declaration of division is filed with the land registry office.
The minutes of the last three owners' meetings.
The current service charge statements and the financial plan.
Proof of the amount of the maintenance reserve fund.
The house rules, if applicable.
These documents give the buyer an insight into the financial situation of the owners' association and upcoming decisions or renovations. A careful compilation is particularly important here. The absence of these specific documents can delay the sale of a condominium by an average of 2-4 weeks.
Other relevant documents and evidence
Depending on the property and situation, additional documents may be relevant. This includes, for example, an extract from the Register of Encumbrances, which records public-law obligations of a property (e.g., rights of way for neighbours, distance areas). This register is usually maintained by the city or district. Although not always mandatory, buyers often request access.
Proof of listed building status (if applicable).
Heritable building rights contract (for properties on leased land).
Current property tax assessment notice.
Proof of completed renovation and modernisation measures (invoices, warranties).
For rented properties: tenancy agreements and proof of rental income.
Insurance certificates (especially building insurance).
A complete sales documentation, covering these aspects, can streamline negotiations by up to 10%. For an initial assessment of which documents are crucial in your specific case, the Auctoa ImmoGPT chat can be a valuable resource.
The role of the notary and the preparation of the contract appointment
At the latest, all relevant documents must be available for the appointment with the notary. The notary requires them to prepare the purchase contract and to ensure a smooth process. These generally include the current land register extract (no older than three months), the site plan, floor plans, the energy certificate, and for condominiums, the declaration of division. Missing documents can delay the notary appointment by several days.
The seller must also have their tax identification number ready. Buyers typically bring documents proving their bank's financing confirmation. Good preparation and the early submission of all documents to the notary's office can reduce the time until the contract signing by up to a week. The checklist for selling land helps to ensure nothing is forgotten. An AI-supported valuation from Auctoa can also give you confidence about the achievable price, making negotiations with the buyer easier.
wichtige-verkaufsunterlagen-im-uberblick
The compilation of the important sales documents at a glance may initially seem time-consuming, but it is a crucial factor for a successful and quick property sale. A complete and accurate document file not only builds trust with potential buyers but also prevents delays and potential legal pitfalls that can cost up to €15,000. Therefore, plan ample time for acquiring them—often several weeks. Use digital helpers like the Auctoa ImmoGPT-Chat for initial questions or consult experts to optimise the process. Investing in complete documents pays off through a faster sale and a better price.
Additional useful links
Wikipedia offers a comprehensive overview of property law in Germany.
The Federal Statistical Office (Destatis) provides extensive statistics on housing in Germany.
The Deutsche Bundesbank offers indicators and analyses of the residential real estate market.
The Consumer Advice Centre provides information on who is required to have an energy certificate for properties.
The Federal Chamber of Notaries provides an information sheet on purchasing a used property.
The Stiftung Warentest explains how you can view the land register when buying property.
FAQ
Why is a complete set of sales documents so important?
Comprehensive sales documentation creates transparency and trust with potential buyers, significantly speeds up the sales process (by up to 30%), prevents legal issues, and is often a prerequisite for the buyer's bank to approve financing.
What exactly is the role of the energy certificate?
The energy certificate provides information about the energy efficiency of a building. It is legally required and must be presented to potential buyers no later than the viewing. Missing or incorrect information can be penalized with fines of up to €15,000.
What is the difference between individual ownership and common property?
'Sondereigentum' refers to the parts of a property that belong exclusively to one owner (e.g. the flat itself). 'Gemeinschaftseigentum' includes areas used by all owners (e.g. staircase, roof). The exact division is specified in the partition declaration.
Can Auctoa assist me with compiling the documents?
Auctoa offers the ImmoGPT-Chat as a first point of contact for any questions regarding your sales documents. Our experts are available for a comprehensive assessment and strategy consultation, which also takes the necessary documents into account. An AI-supported evaluation can also provide clarity about the value of your property.
How long does it take to obtain all the necessary documents?
The procurement of all documents can take several weeks, depending on which documents are already available and how quickly the respective offices and institutions work. Early planning is therefore essential.
What documents does the notary require?
The notary requires at least a current land register extract, the cadastral map, the energy performance certificate, personal identification documents of the contracting parties, and in the case of condominiums, the declaration of division as well as the last three minutes of the owners' meeting for the preparation of the purchase contract.
