Are you looking to sell your property and wondering what documents truly matter? Comprehensive documentation is the key to a swift and successful sale. Find out here how to compile your sales documents optimally and avoid common pitfalls.
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The topic briefly and concisely
A complete set of sales documentation is crucial for a quick, legally secure, and successful property sale.
Important documents include the land register excerpt, site plan, energy performance certificate, floor plans, living space calculation, and building file.
Missing documents, especially the energy performance certificate (fine up to €15,000), can lead to significant delays and costs.
The sale of a property is a significant step for many, often involving complex decisions and considerable effort. Carefully compiling the sales documents forms the foundation for a transparent and legally secure process. Missing or incorrect documents can not only lead to delays of up to several weeks but also diminish the trust of potential buyers or even result in legal consequences. This article guides you through the essential documents you need for a smooth sale and shows you how professional preparation can significantly influence the success of the sale. With a complete set of documents, you are well-prepared for all stages of the sales process.
Laying the Foundation: Essential Documents for Every Property
Let's start with the documents that are essential for almost every property sale. These documents form the backbone of your sales efforts and are routinely expected by buyers and solicitors. A current land registry extract, no older than three months, provides information about ownership and any encumbrances. The official cadastral map (also known as a property map) visualises the exact location and boundaries of the property.
The energy certificate is legally required and must be presented to prospective buyers at the latest during the viewing; failing to do so can result in fines of up to 15,000 euros. Detailed floor plans of all levels and a comprehensible calculation of living space are of great importance for the purchaser's assessment of the property. The complete building file, including planning permission and building description, completes the basic documentation. A careful compilation of these documents is the first step towards success.
Enhancing Transparency: Further Important Evidence and Certifications
In addition to the basic documents, there are other papers that can create transparency and speed up the sales process. An extract from the register of building charges provides information about any public-law obligations on the property. The current property tax notice and evidence of existing building insurance are relevant for buyers to calculate ongoing costs.
Have you carried out any modernisation or renovation work in recent years? If so, you should definitely gather the corresponding craftsmen’s invoices and receipts. These proofs can increase the value of your property and strengthen buyers' confidence in the condition of the property. For optimal documentation when selling a house, it is advisable to obtain these documents early. Preparing these documents demonstrates professionalism and can accelerate the sales process by up to 25%.
Special cases in focus: Additional documents for condominiums and rented properties
If you are selling a condominium, additional documents are required to regulate the relationship within the community of owners. These include:
The declaration of division, including the allocation plan, which defines the special and common property.
The minutes of the last three owners' meetings, which provide information about planned measures and resolutions.
The current business plan and the last service charge statements (at least from the past 3 years), which document ongoing costs and reserves.
If applicable, the administration contract and the house rules.
For rented properties, you must present the existing rental agreements as well as evidence of the current rental income and service charge statements for the last three years. This is crucial for investors to assess the profitability of the property. A clear preparation of these specific documents is particularly important here.
The Path to the Notary: Which Documents Are Required for Authentication
At the latest, by the time of the notary appointment, all relevant documents must be complete and correct, since the notary will notarise the purchase contract. In addition to the documents already mentioned, such as the land register extract, site plan, and energy certificate, the notary usually also requires the tax identification numbers of both the seller and the buyer. If there are encumbrances registered in the land register that need to be removed (e.g., an old mortgage), the corresponding deletion approvals from the creditors are required.
The notary checks the documents for completeness and legal validity to ensure a smooth transfer of ownership. Good preparation can shorten the processing time with the notary by up to 10%. Therefore, arrange for the complete compilation of all notary documents in advance. This avoids delays and additional costs.
Obtaining the documents: Where to get each document from
Compiling the sales documents can be time-consuming as various offices and institutions are responsible. Here is an overview of where to obtain the most important documents:
Land Register Extract: Available at the competent district court (land registry office). Costs are often between 10 and 20 euros.
Cadastral Map/Property Map: At the land registry or survey office. Fees vary, often between 15 and 60 euros.
Energy Certificate: From certified energy consultants, architects or partly online. Costs vary greatly depending on the effort (consumption vs. demand certificate), starting at around 50 euros.
Building File (Floor Plans, Building Permit, etc.): At the building regulations office of the respective municipality/city. File inspection is often possible by appointment, and copying costs may apply.
Excerpt from the Building Encumbrance Register: Also available at the building or land registry office.
Allow sufficient time for procurement, as processing times at offices can take several weeks. Early planning using a checklist helps to keep track of everything.
Digital assistants and professional support: Auctoa by your side
Digitisation today offers numerous opportunities to simplify the process of obtaining and managing documents. Some documents can already be applied for online. However, the compilation of sales documents remains a complex task that requires care and expertise. Especially for heirs or private property owners, who do not deal with these processes daily, this can pose a challenge.
This is where Auctoa can support you. With our expertise and digital tools, such as the Exposé Generator, we help you efficiently compile and professionally prepare all necessary documents. A neutral, AI-supported valuation of your property by Auctoa also provides a solid foundation for your pricing. Use our ImmoGPT chat for quick answers to your questions. This way, you minimise risks in house sales and save valuable time – often up to 40% of the usual effort.
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A complete and professionally prepared compilation of sales documents is not just a necessary evil, but a crucial factor for a successful property sale. It builds trust with potential buyers, accelerates the entire process by an average of 15-20%, and provides legal security. From the initial inquiry to the notary appointment – well-prepared documents are your best companion.
Do not underestimate the effort and start gathering all documents early. If you need support, experts like Auctoa are available to help make the process as smooth and efficient as possible for you. Careful preparation pays off – in the form of a quicker sale and a better sale price. Get in touch now with no obligation to maximise your sales opportunities.
Additional useful links
Destatis provides comprehensive information on construction prices and the property price index in Germany.
Destatis offers detailed tables on house and land prices in Germany.
Destatis publishes press releases highlighting recent developments in the real estate and construction sectors.
The Federal Ministry of Finance provides information about draft laws and regulations affecting the real estate sector, such as reporting obligations under the Money Laundering Act.
The German Energy Agency (dena) offers comprehensive information on the energy certificate.
The Consumer Advice Centre provides practical advice on how to obtain an energy certificate for your property.
The Federal Ministry of Justice and Consumer Protection provides the full text of the Land Registry Act (GBO) here.
The Federal Chamber of Notaries offers information sheets on purchasing a pre-owned property.
FAQ
Why is a current land register extract so important?
A current land register extract (not older than 3 months) proves the current ownership situation and reveals any encumbrances and restrictions. It is essential for the notary and the buyer's financing bank.
What role does the energy certificate play in the sale?
The energy performance certificate provides information about the energy efficiency of the property. It is required by law and must be presented to prospective buyers at the latest during the viewing. Failure to provide it can result in a fine of up to 15,000 euros.
Do I need different documents for a condominium than for a house?
Yes, in addition to the standard documents, you will need the partition declaration, minutes of the owners' meetings, the current financial plan, and the service charge statements for a condominium.
What is the Baulastenverzeichnis and why is it relevant?
The register of public charges lists the public-law obligations of a property owner (e.g. rights of way, building distance lines). An extract could be important for buyers to be informed about potential restrictions.
How can Auctoa assist in compiling the sales documents?
Auctoa provides expertise and digital tools to assist you in efficiently compiling and professionally preparing your sales documents. This can speed up the process and minimise risks.
What are the costs involved in obtaining the documents?
The costs vary. An extract from the land register costs about 10-20 euros, while a cadastral map costs about 15-60 euros. An energy performance certificate can cost between 50 and several hundred euros, depending on the type and provider. Additional copying costs may apply at government offices.
