Documents needed to sell a home
Selling a home involves much more than finding a buyer and agreeing a price. Before completing the transaction, it is important to prepare the documents needed to establish ownership, the property’s administrative status and energy performance, and any charges or debts affecting it.
Having these documents ready in advance helps avoid delays, issues during the sale and problems when signing before a notary.
Below, we review the documents most commonly needed when preparing to sell a home in Catalonia.
The property’s title deed
The title deed establishes who legally owns the property.
This is normally the public deed of sale, acceptance of inheritance, gift or other legal title through which the home was acquired.
These documents allow checks that the seller is legally entitled to sell and that the home’s details match those recorded at the Land Registry.
Land Registry extract (nota simple)
The nota simple is an information document showing the property’s registered status.
Among other details, it identifies the owner and any registered charges, mortgages, attachments, restrictions or other rights that could affect the sale.
It is particularly advisable to obtain an up-to-date extract before marketing begins, as it allows potential issues to be identified early.
Occupancy certificate (cèdula d’habitabilitat)
The occupancy certificate confirms that a home meets the minimum conditions required for residential use.
In Catalonia, subject to the exceptions provided by the regulations, it is required when transferring a home through sale, letting or assignment of use. It is also needed to activate certain utility services.
For an existing home without a current certificate, a qualified professional will usually need to inspect the property and arrange the relevant certification.
Energy performance certificate
The energy performance certificate is another document to prepare when selling a home.
It assesses the property’s energy performance and assigns a rating based on energy consumption and emissions.
The owner must have the certificate and corresponding energy label available to provide during the sale process.
The latest IBI property tax receipt
Impuesto sobre Bienes Inmuebles, commonly known as IBI, is a municipal tax associated with property ownership.
It is usual to have the latest paid receipt available for a sale, as it helps establish the home’s tax status and identify details such as its cadastral reference.
It is also worth checking that there are no outstanding debts for this tax.
Owners’ association certificate
If the home belongs to an owners’ association, check that the seller is up to date with community charges.
A certificate issued by the association’s administrator or secretary is usually requested to confirm that there are no outstanding debts.
It can also be useful to check for approved special assessments, planned works or other association decisions that could have financial implications for the future owner.
Information about the building’s technical inspection
Certain buildings, particularly depending on their age, may be required to have undergone a technical building inspection (Inspecció Tècnica de l’Edifici).
Where applicable, have the inspection documents and, if relevant, the building’s fitness certificate available.
This information helps establish the building’s general condition and whether maintenance or refurbishment work remains outstanding.
Mortgage documents, if applicable
If a mortgage is still registered against the home, this situation will also need to be addressed before or during the sale.
It is important to know the outstanding capital and coordinate repayment of the loan with the lender.
Where applicable, cancellation of the mortgage at the Land Registry will then need to be arranged so it no longer appears as a charge against the property.
Cadastral reference and Cadastre information
The cadastral reference uniquely identifies each property within the Cadastre.
It usually appears on documents such as the IBI receipt, the deed or the home’s cadastral information.
Check that Land Registry and Cadastre details are consistent with the property’s physical reality, particularly its area, layout and any extensions.
Floor plans and other property documents
Although not always essential for the sale of an existing home, floor plans can make marketing considerably easier.
It is also useful to retain documents relating to renovations, building permits, installations and any other significant work carried out on the property.
The clearer the available information, the easier it will be to answer prospective buyers’ questions during the process.
Utility bills and information
It is also worth locating details of the home’s utility supplies, such as electricity, water and gas.
These documents can later make changing the contract holder easier and help check for problems or outstanding amounts.
What happens if a document is missing?
Not having every document from the outset does not necessarily mean the home cannot be sold.
Many documents can be requested, renewed or recovered while preparing the sale. The important thing is to identify what is missing early and start the formalities before a buyer is ready to complete the transaction.
For example, you may need to renew the occupancy certificate, obtain a new energy certificate, request an updated Land Registry extract or arrange cancellation of a registered charge.
Prepare the documents before putting the home on the market
One of the most common mistakes is waiting until a buyer appears before gathering the documents.
Reviewing the documents before advertising the property helps identify possible problems and approach marketing with greater confidence.
It also helps the process move more smoothly towards the deposit agreement and subsequent signing of the public deed once a suitable offer arrives.
Want to sell your home?
Every property transaction is different. The documents required can vary depending on the property, its registered status, an existing mortgage and other circumstances.
At On Urbe, we support you throughout the sale, from valuing and preparing the home to marketing, document management and completing the transaction.
If you are considering selling your home, we can help prepare the whole process for a smoother, safer and more transparent sale.