Selling a property: Which documents do I need? The checklist

Anyone selling a property needs considerably more than just a good price: Without complete documents, neither the buyer’s bank nor the notary will proceed to completion. Missing documents are one of the most common reasons why a sale is delayed or falls through entirely. In this overview, we show you which documents you need to compile, when you need them and where to obtain them – as a checklist to tick off.

Why complete documents are so important

Buying a property is the largest purchase of their lives for most people – accordingly, buyers and banks examine everything thoroughly. The land register extract clarifies ownership and encumbrances, the living-area calculation provides the basis for the price, and the energy performance certificate documents the property’s energy condition. A financing bank will only release the loan once it has received the key property documents. And the notary needs up-to-date land register data to notarise the purchase agreement in the first place (§ 311b BGB).

The second reason is legal in nature: As the seller, you must provide information about essential characteristics and defects of the property. Anyone who submits the documents completely and honestly protects themselves against later disputes and claims for damages.

These documents are always required

For almost every sale – whether of a house or apartment – you will need the following documents. We present each one in detail in separate guides; here is an initial overview:

• Current land register extract: shows the owners, land charges, mortgages, as well as rights of way and rights of residence. You can obtain it from the land registry office of the competent local court (§ 12 GBO); our guide Applying for a land register extract explains how to proceed. Buyers and banks generally only accept extracts that are no more than three to six months old.
• Cadastral map (real estate map): the official site plan showing the exact property boundaries, available from the cadastral or surveying office.
• Floor plan and living-area calculation: show the room layout and the exact living area – one of the most important bases for the purchase price.
• Building description, building plans and building permit: document the construction method, year of construction and approved condition. These documents are held by the building authority or building records archive.
• Energy performance certificate: required by law. You must present it at the latest during the viewing and hand it over to the buyer after conclusion of the contract (Section 80 GEG); certain energy performance indicators are already mandatory in the listing (Section 87 GEG). Our guide Energy Performance Certificate: Required When Selling Property explains exactly when the obligation applies.
• Property tax notice: proves the ongoing property tax. The reformed property tax has applied since 2025 – therefore, make sure you have the current notice.
• Proof of modernizations and renovations: invoices and tradespeople’s receipts for a new heating system, roof, windows, or bathroom increase trust and value.
• Documents relating to residential building insurance: By law, the insurance transfers to the buyer upon sale (Section 95 VVG); the buyer may then cancel it within one month.

Additional documents for condominiums

If you are selling a condominium, the documents of the condominium owners’ association (WEG) are also required. Buyers and banks attach particular importance to these because they disclose the association’s financial situation:

• Declaration of division with community rules: defines separate and common property as well as the rights and obligations of the owners (Section 8 WEG).
• Minutes of owners’ meetings: usually covering the last three years. They show approved and upcoming renovations as well as possible conflicts.
• Financial plan and service charge statements: document the ongoing costs and the monthly service charges.
• Amount of the maintenance reserve: the association’s reserve for maintenance – formerly called the maintenance reserve (Section 19 WEG).
• Property management agreement and contact details of the property management company: The management company will provide you with many of these documents.

Documents for special cases

Not every property is a standard case. Depending on the situation, you will need additional documents:

• Rented property: current tenancy agreement, the last operating and ancillary cost statements, and information on the deposit.
• Heritable building right: the Hereditary building right agreement with details of the term and ground rent.
• Monument protection: Notices and conditions issued by the responsible monument protection authority.
• Building encumbrances: an extract from the building encumbrances register held by the building supervisory authority (in Bavaria and Brandenburg, building encumbrances are instead recorded in the land register).
• Development: Notices concerning paid or still outstanding development and adjoining-owner contributions.

When you need which documents

Not everything is due at the same time. This order has proven effective:

1. For the exposé and listing: floor plan, living space, year of construction, and the mandatory energy ratings from the energy performance certificate.
2. For the viewing: the energy performance certificate for presentation, as well as informative floor plans.
3. For prospective buyers and their bank: land register extract, cadastral map, living-space calculation and – for apartments – the condominium owners’ association documents.
4. For the notary appointment: a current land register extract and your identity card or passport.
5. At handover: the energy performance certificate for delivery, insurance documents, operating manuals and a handover report with meter readings.

Where to obtain the documents

Most documents come from authorities or are already kept at home:

• Land Registry Office (local court): land register extract
• Cadastral or surveying office: cadastral map and site plan
• Building department or building records archive: building plans, building description, building permit
• Property management: declaration of division, minutes, budget plan, reserve balance
• Energy consultant or authorized issuers: energy performance certificate
• Personal files: insurance policy, modernization invoices, property tax notice

Allow several weeks to obtain the documents – authorities and property managers in particular often need time. If you want to organize the entire sale yourself, our guide Selling a property without an estate agent can also help.

FAQ about the sales documents

Which documents are legally required?

The energy performance certificate is the main mandatory document: you must present it no later than at the viewing and hand it over to the buyer after the sale (Section 80 GEG). If the energy ratings are already missing from the property listing, fines of up to 10,000 euros may be imposed under Section 108 of the Building Energy Act. Although all other documents are not individually required by law, in practice but indispensable – no notary will notarize without a land register extract.

How old may the land register extract be?

The law does not prescribe a fixed maximum age. However, banks and notaries usually require a current extract that is no older than three to six months.

Do I also need an energy certificate for an older property?

Yes. The obligation applies regardless of the year of construction. The certificate is valid for ten years; an existing certificate that is still valid is sufficient. With the amended EU Buildings Directive, energy certificates will become more standardized across Europe by 2026 – however, a valid German certificate retains its period of validity.

Which documents does the notary need?

The notary primarily needs a current land register extract and your identification details. For condominiums, the declaration of division is also required. On this basis, the notary drafts the purchase agreement and, after notarization, arranges registration in the land register.

How much does obtaining the documents cost?

The fees are manageable: Depending on the format, a land register extract costs from a few euros up to around 20 euros; a cadastral extract costs a similar amount. The largest expense is the energy certificate, whose price depends on the type of certificate – consumption-based or demand-based – and the property.

Which additional documents do I need for a condominium?

The standard documents are supplemented by the condominium owners’ association documents: declaration of division, the minutes of the last meetings, financial plan, service charge statements, and the balance of the maintenance reserve. You can obtain these from the property management company.

Conclusion: Collecting documents early pays off

The documents are the foundation of every real estate sale. Anyone who starts compiling them early sells faster, appears more credible, and avoids unpleasant surprises shortly before the notary appointment. Use this checklist as a starting point and work through the individual topics – from the land register extract to the energy certificate – step by step. This way, you will have all the documents together before the first serious prospective buyer asks.