Documents for selling a house: the owner's checklist
A practical list of what to gather before putting your house on the market, to avoid delays between the promissory contract and the deed of sale.
Why start with the documents
Many sales are delayed not for lack of a buyer, but because a document is missing. Gathering your documents before advertising lets you see whether there is any problem to resolve, and it reassures the buyer and their bank. Below is a list you can adapt to your situation, which you should confirm with your estate agent or notary.
Owner's documents
Prepare the Citizen Card (Cartão de Cidadão) and NIF of every owner. If you are married, state your matrimonial property regime and keep your marriage certificate to hand, because under certain regimes both spouses must take part in the sale. If the property was inherited, you will need documentation proving the division of the estate and who the heirs are.
If someone is selling on the owner's behalf, a power of attorney with the appropriate powers is required. If the owner is a company, you will need documents proving that it exists and the powers of the person representing it.
Property documents
The essentials are the property tax record (caderneta predial) and the permanent land registry certificate (certidão permanente do registo predial). Next comes the occupancy licence (licença de utilização), which proves that the property may be used for its intended purpose; older buildings may be subject to specific rules, so please seek guidance. The housing technical data sheet (ficha técnica da habitação) is required for homes built after a certain year, and the energy certificate is mandatory for a sale and must be shown as early as the advertising stage.
If available, also include the floor plan of the property, the title of acquisition (the previous deed), proof of IMI payment and any other documents relating to building works and licences obtained.
Condominium and debts
If the property is a unit in a building, ask the condominium administrator for a statement showing the monthly fee and whether there are any fees in arrears or approved works with future costs. Gather the condominium rules and the most recent minutes, in case the buyer asks for them.
If there is a mortgage loan, ask your bank for the outstanding amount needed to cancel the mortgage, and agree with them how payment will be made at the signing of the deed. The mortgage is an encumbrance that appears on the land registry certificate, and the buyer will want to know how it will be resolved.
Before signing the promissory contract
Check that the documents are consistent with one another: names, areas, property tax registration number (artigo matricial), description. If you find a discrepancy, start correcting it straight away, as this can take time. Check whether there are any entries in the land register you are not aware of, such as attachments or third-party rights.
When you receive an offer, keep the dates in mind: documents with an expiry date must be valid on the day the deed is signed. If you would like to obtain your tax documents without moving between portals, Titus Docs can do it on your behalf, with your authorisation; and should you have any legal questions, please speak to a lawyer or a solicitor.