Introduction
Selling a home involves much more than finding a buyer and agreeing on a price. One of the most important parts of a smooth, stress-free sale is having your paperwork in order. Missing or incomplete documents can cause delays, reduce buyer confidence, or even cause a deal to fall through. This guide walks you through the key documents you need to sell your home, why they matter, and how to prepare them.
1. Proof of Ownership and Mortgage Information
Deed to the Property
The deed is the legal document that proves you own the property. At closing, ownership is transferred from you to the buyer via a new deed, but your current deed verifies your legal right to sell.
What to do:
- Locate the original or a certified copy from when you bought the home.
- If you can’t find it, contact the county recorder or your title company to obtain a copy.
Mortgage Payoff Statement
If you have a mortgage, lenders will require an accurate payoff amount to ensure your loan is fully settled at closing.
What to do:
- Request a payoff statement from your lender with a specific “good through” date.
- Provide this to your real estate agent or closing agent so it can be included in the settlement statement.
Homeowners Association (HOA) Documents (If Applicable)
If your home is part of an HOA, buyers will want to know the rules, fees, and any restrictions that come with the property.
Key items include:
- HOA bylaws, rules, and regulations
- Fee schedule and payment history
- Minutes from recent HOA meetings (if requested)
- Resale or disclosure certificates required by the HOA
2. Legal and Disclosure Documents
Seller’s Property Disclosure Statement
Most states require sellers to complete a property disclosure form. This document informs buyers of known issues with the home, such as leaks, structural problems, past flooding, or pest infestations.
Why it matters:
- Helps protect you from future legal claims that you hid defects.
- Builds trust with buyers by providing transparency.
What to do: Obtain the correct disclosure form for your state (often via your agent or state real estate commission) and fill it out accurately and honestly.
Lead-Based Paint Disclosure (for Homes Built Before 1978)
Federal law requires a lead-based paint disclosure for homes built before 1978. You must inform buyers of any known lead-based paint or hazards and provide them with the EPA booklet on lead safety.
What to do:
- Complete the standard lead-based paint disclosure form.
- Provide any test results or records if you’ve had the home inspected for lead.
State- or Local-Specific Disclosures
Beyond general property disclosures, your state or city may require additional forms regarding:
- Natural hazards (flood zones, wildfire risk, earthquake zones)
- Radon, mold, or asbestos
- Well and septic systems
- Smoking, cannabis use, or other local issues
What to do: Ask your real estate agent or attorney to provide a checklist of required disclosures in your area and make sure each required form is completed before listing.
3. Financial and Tax Documents
Property Tax Records
Buyers and lenders will often review your property tax history to understand ongoing costs and confirm there are no unpaid taxes.
What to do:
- Gather property tax bills for the past 1–2 years.
- Confirm with your local tax office that there are no outstanding balances or liens.
Utility Bills and Operating Costs
While not always mandatory, recent utility bills help buyers estimate their monthly costs. This can make your home more attractive and reduce buyer uncertainty.
Consider providing:
- Electric, gas, water, and sewer bills for the last 6–12 months
- Average monthly costs or seasonal variations
Capital Improvements and Expense Records
Records of major improvements, such as a new roof, HVAC system, or addition, can support your asking price and may affect your tax situation.
What to do:
- Organize receipts, invoices, and contracts for major work done on the property.
- Note the date, contractor, and cost for each improvement.
- Keep records handy for your tax preparer to help calculate potential capital gains exclusions or liabilities.
4. Property Information and Condition Reports
Recent Home Inspection Reports (If Available)
Although buyers typically arrange their own inspection, providing a recent report can build trust and sometimes speed up negotiations.
Pros of sharing:
- Demonstrates you have nothing to hide about the home’s condition.
- Helps you identify and fix issues before listing.
If you’ve had a pre-listing inspection, make sure you also have documentation of any repairs you’ve completed in response.
Appraisal Reports and Comparative Market Analyses
While not strictly required, professional valuations support your list price and help justify it to buyers and their agents.
- Appraisal report: Formal valuation typically done by a licensed appraiser.
- Comparative Market Analysis (CMA): Prepared by a real estate agent using recent sales of similar homes.
Keep these documents accessible for serious buyers who may request more information on how you arrived at your asking price.
Warranties, Manuals, and Service Records
Buyers appreciate evidence that a home has been well maintained. Organized records can set your home apart from others on the market.
Gather:
- Appliance and system warranties (roof, HVAC, water heater, etc.).
- Service and maintenance logs (furnace tune-ups, chimney cleanings, pest treatments).
- User manuals for appliances, smart home devices, and security systems.
5. Contracts and Closing Documents
Listing Agreement with Your Real Estate Agent
If you’re working with an agent, you’ll sign a listing agreement that outlines the terms of your relationship, including commission, listing period, and marketing plan.
What to review carefully:
- Commission rate and when it’s earned.
- Length of the agreement.
- Cancellation terms and any additional fees.
Purchase Agreement (Sales Contract)
The purchase agreement is the core contract between you and the buyer, detailing the purchase price, contingencies, timelines, and conditions of the sale.
Key elements include:
- Final sale price and earnest money deposit
- Contingencies (financing, appraisal, inspection, sale of buyer’s current home)
- Items included or excluded (appliances, fixtures, window treatments)
- Target closing date and occupancy terms
Most sellers use a standard contract form supplied by their agent, attorney, or local real estate association.
Closing Statement (Settlement Statement)
Before closing, you’ll receive a settlement statement (often called an ALTA statement or closing disclosure) that itemizes all money changing hands in the transaction.
It typically lists:
- Sale price
- Loan payoffs
- Prorated taxes and HOA dues
- Closing costs and commissions
- Final amount due to you at closing
Review this document carefully to ensure everything is accurate before you sign.
Government-Issued ID and Final Signatures
At closing, you’ll need valid, government-issued photo identification for notarization and verification. You’ll also sign the new deed transferring ownership and various affidavits and declarations required by your state or lender.
Conclusion
Being organized with your paperwork can make selling your home faster, smoother, and less stressful. Start gathering these documents as early as possible—ideally before you list—so you’re ready when serious buyers come along. If you’re unsure which forms are required in your area, consult a trusted real estate agent or real estate attorney to make sure you’re fully prepared for a successful sale.
