Checklist for Property SellersDocuments, Preparation and Process
A professionally prepared sale saves time, avoids delays and builds trust with potential buyers. This checklist takes you through every step – from the first preparations to the handover of the keys.
This guide in one minute
The key points of this guide as a short video. All details and worked examples are in the text below.
No narration, background music only.
Inhalt dieser Seite (15)
- Phase 1: Before the Sale Begins
- Phase 2: Marketing
- Phase 3: Viewings and Negotiation
- Phase 4: Notary Appointment and Completion
- Where to Get Each Document
- Costs Borne by the Seller
- Timeline: What Should Be Done When
- Special Cases: Additional Points
- After the Sale
- Setting the Pricing Strategy
- Documents That Win Buyers Over
- The Handover: the Report
- Checklist for the Viewing Day
- What You Still Need to Do After the Notary Appointment
- Common Gaps in the Documents
Key points at a glance
- The key documents – land register extract, energy performance certificate, floor plans and living area calculation – should be ready before the first listing goes live.
- For flats, buyers also expect the declaration of division, the annual budget and the minutes of the last three owners' meetings.
- Settle before the sale: the speculation period, repayment of loans and the consent of all owners.
- Allow two to four weeks to obtain any missing documents.
- Tasks remain after the notary appointment: handover report, meter readings, cancellations and the tax return.
Phase 1: Before the Sale Begins
Gather the documents
Basic documents (for all property types):
- Current land register extract (Grundbuchauszug), no older than 3 months, available from the local court (Amtsgericht)
- Energy performance certificate (Energieausweis) – mandatory since 2014; it must be shown at viewings and its figures stated in the listing
- Living area calculation according to the Living Space Ordinance (Wohnflächenverordnung)
- Floor plans (to scale, ideally prepared digitally)
- Building specification / building plans
- Site plan / cadastral map (Flurkarte), from the surveying office
- Breakdown of running costs for the last 2–3 years
- Evidence of modernisation work carried out (invoices, photos)
- Proof of buildings insurance
Additionally for flats (Eigentumswohnungen):
- Declaration of division (Teilungserklärung) with community rules (Gemeinschaftsordnung)
- Current service charge statement (Hausgeldabrechnung)
- Annual budget (Wirtschaftsplan) for the current year
- Minutes of the last 3 owners' meetings
- Balance of the maintenance reserve (Instandhaltungsrücklage)
- Contact details of the property management company
- Resolutions on special levies (Sonderumlagen), if any
Additionally for let properties:
- Copy of the tenancy agreement
- Tenant list with current rents
- Confirmation of rent arrears (or of none)
- Proof of the deposit
- Latest service charge statement issued to the tenant
Points to settle before the sale
- Check the tax situation (speculation tax? → Speculation tax on property)
- Clean up the land register (have old land charges deleted)
- Check tenancies (notice periods, special termination rights)
- For a community of heirs: certificate of inheritance (Erbschein) or contract of inheritance, agreement of all heirs (→ Inheritance and property)
- Agree loan repayment with the bank (early repayment penalty – Vorfälligkeitsentschädigung?)
Phase 2: Marketing
- Obtain a property valuation (→ Free valuation)
- Set the asking price (in line with the market, not driven by emotion)
- Have professional photos taken
- Prepare a sales brochure (Exposé) (→ Exposé service)
- Publish on property portals
- Review the agency agreement (term, commission, exclusivity)
Phase 3: Viewings and Negotiation
- Tidy and clean the property (first impressions count)
- Carry out small repairs (dripping taps, broken switches)
- Look after the garden/outdoor areas
- Have documents ready for interested buyers
- Coordinate viewing appointments
- Review and negotiate offers
- Check (or have checked) the buyer's creditworthiness
Phase 4: Notary Appointment and Completion
- Review the draft purchase contract (→ Notary appointment)
- Attend the notary appointment
- Confirm receipt of the purchase price
- Hand over the keys with a handover report
- Read and record the meter readings
- Inform the utility companies (electricity, gas, water)
- Buildings insurance: it passes to the buyer with the change of ownership – inform the insurer
- Property tax (Grundsteuer): the change of ownership is reported via the notary and the land registry; cancel standing orders to the municipality at the right time
Where to Get Each Document
| Document | Office | Cost (approx.) | Time |
|---|---|---|---|
| Land register extract | Land registry at the local court | €10 (simple), €20 (certified) | a few days |
| Cadastral map | Office for Digitisation, Broadband and Surveying | from approx. €20 | a few days, often online |
| Energy performance certificate | Energy consultant, chimney sweep, architect | consumption-based certificate from approx. €100, demand-based certificate approx. €300–600 | 1–3 weeks |
| Building file, building permits, plans | Building authority of the municipality or district office (Landratsamt) | fee for file inspection and copies | 1–4 weeks |
| Living area calculation | Architect or surveyor, if not available | approx. €200–500 | 1–2 weeks |
| Declaration of division | Property management or land registry (land register file) | low | a few days |
| Minutes, annual budget, statement | Property management | usually free of charge for owners | a few days |
| Consent to delete old land charges (Löschungsbewilligung) | Bank | often free of charge | 1–3 weeks |
| Certificate of inheritance | Probate court (Nachlassgericht) | depends on the value of the estate | several weeks |
Missing documents are the most common reason for delays after an agreement with the buyer has been reached. If you instruct us, we obtain most documents with your power of attorney – see Energy certificate & property documents.
Costs Borne by the Seller
| Item | Typical amount |
|---|---|
| Energy performance certificate | €100–600 |
| Deletion of your own land charges (notary and land register) | usually 0.2–0.5% of the land charge amount |
| Early repayment penalty for repaying a loan early | depending on the remaining term and interest rate, possibly €0 |
| Agent's commission, seller's share | usually 3.57% for residential property |
| Documents obtained | €50–500 |
| Speculation tax, if applicable | only if the sale is taxable |
The costs of the purchase contract itself, the land transfer tax (Grunderwerbsteuer) and the transfer of ownership are usually paid by the buyer. More on this under Agent's commission in Bavaria and Purchase costs in Bavaria.
Timeline: What Should Be Done When
| When | Tasks |
|---|---|
| 6–8 weeks before the start | Clarify goals, valuation, tax question, contact the bank about loan repayment |
| 4–6 weeks before the start | Request documents, commission the energy certificate, choose an agent |
| 2–4 weeks before the start | Prepare the property, small repairs, photos, brochure |
| Start | Direct approach to registered buyers, listings, viewings |
| After agreement | Send data to the notary, check the buyer's financing confirmation |
| 2 weeks after the draft | Notary appointment |
| After payment of the purchase price | Handover, cancellations, documents to the buyer |
The full process is described in our guide Selling a property: the process in 10 steps. Tips on presentation can be found under Preparing a property for sale.
Special Cases: Additional Points
Inheritance:
- Certificate of inheritance or notarised will with the record of its opening
- Agreement of all co-heirs on the price and the distribution of the proceeds
- Check the deceased's holding period (the speculation period continues to run)
- Clear the household contents, winterproof the house, inform the insurer
Separation or divorce:
- Consent of both owners to the sale
- Agreement on who bears the costs until the sale
- Agreement on the distribution of the proceeds and the repayment of the loan
- more on this under Property in a divorce
Commercial and investment property:
- Complete tenant list with lease terms and indexation clauses
- All leases with addenda
- Clarify VAT status and any input tax adjustment (Vorsteuerberichtigung)
- Data room for the buyer's due diligence
- more on this under Valuing commercial property
After the Sale
- Check that the full purchase price has been received
- Have the bank confirm repayment of the loan and release of the land charge
- Cancel or transfer electricity, gas, water, internet and the broadcasting fee (Rundfunkbeitrag)
- Inform the waste collection service and the chimney sweep (for houses)
- For flats: inform the property management of the change of ownership
- Income tax return: declare the capital gain if the sale is taxable
- Hand over documents (invoices, plans, maintenance records) to the buyer
We are there for you after the notary appointment too – see After-sale service.
Setting the Pricing Strategy
Your documents are complete – now it is about the price. Three strategies are common:
| Strategy | Approach | Suitable for |
|---|---|---|
| Market price | Asking price close to the expected sale price | most residential properties |
| Negotiation buffer | 3–5% above the expected price | properties with many interested buyers |
| Bidding process | Minimum price, interested parties submit bids | highly sought-after properties, apartment buildings |
Avoid a clearly inflated starting price "just to test the market". The first two to three weeks on the market bring the most enquiries; if you are too expensive then, you waste that opportunity. More under Determining property value.
Documents That Win Buyers Over
In addition to the mandatory documents, these extra papers build trust and speed up the decision:
- Invoices and guarantees for modernisation work over the last 15 years
- Maintenance records for the heating, fireplace and ventilation
- Consumption statements for electricity, heating and water for the last three years
- Chimney sweep notice and fireplace inspection (Feuerstättenschau)
- Renovation roadmap (Sanierungsfahrplan) or cost estimate for upcoming work
- Photos from other seasons (the garden in summer)
- List of items included in the sale, with their value
The Handover: the Report
A handover report protects both sides. It should include:
- Date, time, people present
- Meter readings (electricity, gas, water, heat meter) with meter numbers
- Number and type of keys, garage door openers and codes handed over
- Condition of the rooms, known defects, photos
- Items included in the sale
- Documents handed over (plans, operating instructions, guarantees)
- Signatures of both parties
We take care of the entire handover for our clients, even if you are no longer on site – see After-sale service.
Checklist for the Viewing Day
On the day of a viewing, the first impression often decides. This short list helps you forget nothing:
- All rooms aired, pleasantly heated, lights switched on
- Curtains and shutters open
- Beds made, dishes put away, bathroom wiped dry
- Personal documents, medicines and valuables safely stored
- Pets looked after or out of the house
- Document folder ready for interested buyers (floor plan, energy certificate, modernisations)
- Access to the cellar, loft, boiler room and garage clear
- Parking kept free for interested buyers
Let the agent lead the tour. Many interested buyers ask more openly when the owner is not standing next to them – and you do not have to take criticism of your home personally.
What You Still Need to Do After the Notary Appointment
Between the notary appointment and the handover, a few weeks usually pass. During this time you should:
- Plan the move and book dates with a removal company or helpers
- Sign a tenancy agreement or purchase for your new home
- Cancel or transfer contracts with utility providers as of the handover date
- Set up mail forwarding with the post office
- Hand over the house swept clean and cleared, unless otherwise agreed
- Collect spare keys from neighbours or relatives
The whole process in context is described in Selling a property: the process in 10 steps.
Common Gaps in the Documents
In our experience, the items most often missing at the start of a sale are: up-to-date floor plans after alterations, the living area calculation, evidence of modernisation work, the permit for an extension or a converted loft and, for flats, the minutes of the owners' meetings. The earlier these gaps are noticed, the easier they are to close – for example through a new survey, enquiries at the building authority or with the property manager. Nothing delays a notary appointment as much as a document that is only searched for shortly beforehand.
FrankenImmo – Results-driven brokerage
Phone: 0151 58363197 | Book a consultation
Frequently asked questions
Can I sell the property while it is still let?
Yes. The tenancy agreement passes to the buyer. For the sale you will also need the tenancy agreement, the tenant list, service charge statements and proof of the deposit. Viewings must be arranged with the tenant.
How long does it take to gather all the documents?
Usually two to four weeks. The energy certificate, documents from the building file and, for flats, the documents from the property management often take the longest. With a power of attorney, we obtain most documents for you.
Do I have to renovate the house before the handover?
No. You hand over the property in the condition in which it was viewed and sold – swept clean and cleared, unless otherwise agreed. If you cause new damage after the notary appointment, for example when moving out, you must repair it.
What happens to my buildings insurance?
It passes to the buyer automatically with the change of ownership. The buyer can cancel it within one month of being entered in the land register. Inform your insurer of the sale; premiums are settled pro rata.
How recent does the land register extract need to be?
For the brochure and discussions with buyers, an extract no older than about three months is sufficient. For the purchase contract, the notary will in any case pull a same-day extract from the electronic land register.
What happens if building permits for an extension are missing?
You should clarify this before the sale. If a permit is missing, the buyer may later have problems with the building authority – and you may be liable if you knew about it. A retrospective permit can often be applied for. At the very least, the buyer must be informed openly.
Do I need all the documents before I start marketing?
The energy certificate, yes, because its figures belong in every advertisement. The land register extract, floor plans and living area should also be available. Other documents can be obtained in parallel, but must be ready at the latest when there is serious interest from a buyer.
Sources & further reading
- justiz.bayern.de – Land registry offices in Bavaria – applying for a land register extract
- ldbv.bayern.de – Bavarian State Office for Digitisation, Broadband and Surveying – cadastral maps
- gesetze-im-internet.de – Living Space Ordinance (Wohnflächenverordnung, WoFlV)
- gesetze-im-internet.de – § 80 GEG – energy performance certificate when selling
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