Anyone selling a property must provide more than attractive photos. Prospective buyers, their bank and the notary require reliable documentation – from the land register extract to the energy performance certificate. If these are missing, the sale stalls or the notary appointment may even fall through. We show you which documents you should compile in 2026 and where to obtain them.
What You Need the Sales Documents For
The sales documents are different from the exposé. The exposé generates interest and summarizes the advantages of your property; the sales documents provide the evidence behind them. Three parties access them:
- Prospective buyers want to check the floor plan, living space, energy performance data and land register status before making an offer.
- The buyer’s financing bank requires complete property documents before approving a loan. If anything is missing, the financing approval is delayed.
- The notary needs a current land register extract and – for condominiums – the declaration of division to draft the purchase agreement; notarization itself is mandatory in any event (§ 311b BGB).
The more complete your documents are, the more reputable you appear – and the faster the sale is completed.
The Most Important Documents and Where to Obtain Them
Land Register Extract
The land register extract documents the owners, the size of the property, third-party rights (Section II, such as rights of way or rights of residence) and encumbrances such as land charges (Section III). When selling, it should not be more than three months old. You apply for it at the land registry of the competent local court. A simple extract costs around 10 euros, while a certified one costs 20 euros. As the registered owner, you have the required legitimate interest under § 12 GBO; third parties may inspect it only for a legitimate factual reason.
Cadastral Map, Site Plan and Cadastral Documents
The cadastral map – also known as the official real estate map – shows the layout and location of your property in the cadastre. You can obtain it from the cadastral or surveying office, or online via the states’ geoportals. The bank and buyer use it to understand boundaries and development.
Energy Performance Certificate
The energy performance certificate is mandatory when selling. It is available as a consumption certificate (based on actual energy consumption) or as aConsumption certificate (based on a technical analysis of the building); it is valid for ten years. Under Section 80 GEG, you must present it to prospective buyers no later than during the viewing and hand it over after conclusion of the purchase agreement.
Five details are already mandatory in the property advertisement: type of certificate, final energy value, primary energy source for the heating system, year of construction, and energy efficiency class (Section 87 GEG). Omitting these details constitutes an administrative offense that may be punished under Section 108 GEG with a fine of up to 10,000 euros. A new certificate is issued by a qualified issuer.
Floor Plan and Living Area Calculation
A true-to-scale floor plan and a comprehensible living area calculation are among the most frequently requested documents. As a rule, you determine the living area in accordance with the Living Space Ordinance (WoFlV): rooms with a height of more than two meters count in full; areas under sloping roofs between one and two meters count at half, and areas below that do not count at all. Balconies, loggias, and terraces are usually included at one quarter, and at most one half. You can find the floor plans in the building documents; if none are available, an architect or specialist service provider can measure them again.
Building, Renovation, and Modernization Documents
These include the building permit, building description, floor plans of all floors, structural calculations, and documentation of modernizations—such as a new heating system, windows, roof, or insulation. Invoices and documentation from tradespeople substantiate the condition and justify your price. Missing building plans can often be obtained as a copy from the building control office, which maintains the building file.
Register of Public Building Encumbrances and Development Documentation
An extract from the register of public building encumbrances shows obligations under public law that are not recorded in the land register—for example, setback areas or access rights. You apply for it from the lower building supervisory authority. Bavaria is an exception: there is no separate register of public building encumbrances there; corresponding encumbrances are recorded in Section II of the land register. In addition, development or adjacent-owner certificates from the municipality are useful, as they rule out outstanding contributions.
Additional Documents for Condominiums
When selling a condominium, the documents of the condominium owners’ association (WEG) are also required. Your The property management company provides most of these:
- declaration of division with division plan and community rules
- the minutes of the last three owners’ meetings, including the resolutions register
- current budget plan as well as the last annual statements (service charges)
- amount of the maintenance reserve and a current service-charge certificate
- evidence of approved or upcoming renovations to the common property
These documents are important not only for buyers, but are also regularly requested by their bank. Allow some lead time, as the management company needs time to compile them and may charge a fee for this.
Checklist: All sales documents at a glance
For most sales, you should have the following documents ready:
- current land register extract (no more than three months old)
- cadastral map and site plan
- energy performance certificate
- floor plan and calculation of living space
- building permit, building specification and other construction documents
- evidence of modernizations and renovations
- extract from the register of public easements
- proof of building insurance and a breakdown of ongoing ancillary costs
- for condominiums: declaration of division, condominium owners’ association minutes, budget plan and reserve
Complete documentation: The benefits of preparation
Compiling the documents early takes some time, but pays off for both sides:
- For you as the seller: You appear professional, answer questions immediately and avoid the buyer’s bank delaying the closing.
- For the buyer: They can check the condition, rights and costs and obtain financing approval more quickly.
- The risk of gaps: Missing or outdated documents prolong the sale, reduce the price and can – for example in the case of the energy performance certificate – result in fines.
FAQ on sales documents
Which documents are legally mandatory?
The energy performance certificate is mandatory: It must be available no later than at the viewing and must appear in the listing with the mandatory information. A current land register extract is also indispensable for the notary appointment. The other documents are not legally required in every case, but are essential in practice.
How old may a land register extract be?
For the sale, it should be as recent as possible and no more than three months old. Banks and notaries often insist on a current extract because encumbrances can change at short notice.
Who issues the energy performance certificate?
A valid energy performance certificate is issued by qualified issuers – such as energy consultants as well as certain architects and engineers. The authorization to issue certificates for residential buildings is regulated in the German Building Energy Act.
How much does obtaining the documents cost?
The land register extract costs around 10 to 20 euros, a consumption-based certificate usually less than 100 euros, while a demand-based certificate costs more. Small official fees apply for the cadastral map and encumbrance register extract. The largest expense is generally newly measured floor plans.
Who obtains the condominium association documents?
For condominiums, request the declaration of division, minutes, financial plan and reserve balance from your property management company. Allow several days for processing and a possible processing fee.
Conclusion: Documents first, then the sale
Complete sales documents are the foundation of a smooth real estate sale. Anyone who has the land register extract, energy performance certificate, floor plan, living area calculation and – for condominiums – the condominium association documents ready early will convince prospective buyers, speed up financing and reach the notary appointment without obstacles. Compile the documents before listing your property on TraumImmo – this way, you will present your offer completely from the outset.