There’s a lot to consider when selling your home, and a lot of documentation is needed.
If you would like to put your house up for sale, you will need to know more about what documents are involved. You can get some of these documents yourself; others, however, will need to be provided and explained by professionals.
In this blog, we give an overview of the documents you will need to sell your home.
Summary of Paperwork Required to Sell Your Home
Here’s a summary of the main documents you’ll need when selling a home in the United States:
Ownership and Title Documents
- Original deed
- Title report/title search
- Mortgage payoff statement
- HOA documents–
Disclosure Forms
- Seller’s Disclosure Statement
- Lead-based paint disclosure
- Natural hazard disclosure
Property and Inspection Documents
- Survey
- Plot/plat map
Certificates and Compliance
- Certificate of Occupancy (CO)
- Permits and completion records
- Warranties
- Pest/termite inspection certificate
Financial Documents
- Recent mortgage statement
- Property tax records
- HOA financial statements
At Closing
- Settlement statement (ALTA/HUD-1)
- Deed of conveyance signed over to the buyer at closing
- Bill of Sale for any personal property included in the sale
- Government-issued photo ID
Pre-Listing Documents
Before putting your home on the market, track down the paperwork related to your ownership as well as any changes you made to the property while living there.
Ownership and Purchase Documents
Original closing documents and deed– your starting point for any sale, confirming legal ownership and the terms under which you originally bought the home
Homeowners insurance policy- keep a copy handy throughout the transaction, and make sure coverage stays active right up until closing
Preliminary title check– similar to a vehicle history report, a title search helps both you and your agent understand what’s owed on the property and whether any liens or issues could hold up the sale or affect its value
HOA Documents
If your home is in a homeowners association, gather all relevant documents, such as CC&Rs and dues schedules, to disclose to the buyer.
The title company will also order a review of the HOA’s financials as part of the transaction.
Property History and Condition
Major home improvement, maintenance, and repair records– these help buyers understand the upkeep and improvements made to the home and can also be used to more accurately support your asking price or dispute a low appraisal.
Manuals and warranties- not a legal requirement, but it’s customary to hand over manuals for the home’s major appliances and systems, along with any active warranty documentation.
Pre-listing inspection report– if you want to know what repairs a buyer might ask you to make, consider paying for a pre-listing inspection.
Pest/termite inspection certificate– lenders require this before approving a buyer’s mortgage. It gives buyers peace of mind that the property is free from infestation or related damage.
Pricing and Agent Documents
Listing agreement- if you’re working with a real estate agent, you’ll need to sign a listing contract before the home goes on the market.
Comparative market analysis (CMA)– a licensed agent prepares a report of sold, pending, and active listings in your area to give you a sense of fair market value for your property.
Seller net sheet– sometimes called the seller’s estimated costs, this document breaks down all the expenses associated with the sale and shows what you stand to profit when everything is finalized.
Disclosure and Financial Documents
Seller’s disclosure form– a mandatory document in most states that informs buyers of any known significant issues or defects with the property; requirements vary by state.
Mortgage payoff statement: Your closing agent will request this from your lender to confirm the exact amount needed to settle your mortgage at closing.
Recent mortgage statement- A good document to have on file, as it helps confirm your outstanding loan balance.
Property tax records– Buyers and their lenders will want to review recent property tax records to get a clear picture of the ongoing costs associated with the home.
Certificate of Occupancy (CO)– This certifies that your home meets local building codes and is legally fit to live in.
If you haven’t already, it’s also worth thinking about how to prepare your house for sale. Getting both your home and your documents ready at the same time will keep things moving smoothly.
Listing Documents
When putting your home on the market, most sellers sign a listing agreement with their real estate agent. This is the formal contract between you and your agent and covers:
- The home’s listing price
- The date the property will go live on the market
- The listing agent’s commission
Once offers come in, you’ll receive the buyer’s proposed purchase agreement.
It will also include contingency release dates for the investigation and review of the property.
If a home appraisal was completed recently before listing, share that documentation with the buyer. Otherwise, the home appraisal report will be provided during this stage of the process.
Closing Documents
At closing, you will work with a title company and escrow officer to finalize the sale of your property. Both parties will review and sign the legal and financial documents needed to transfer ownership, and the title company ensures funds are distributed correctly once everything is recorded.
Closing documents typically include:
- Final purchase and sale agreement
- Deed (transferring ownership to the buyer)
- ALTA/HUD-1 settlement statement (itemising all credits, debits, and fees)
- Mortgage payoff statement (if applicable)
- Bill of sale (for personal property included in the sale)
- Transfer tax declarations
- Seller’s affidavit of title
- 1099-S form (for IRS reporting of the sale proceeds)
If you still have a mortgage on the property, your lender will provide a payoff statement confirming the exact amount needed to clear the loan. The escrow officer will handle that payoff directly from your sale proceeds before disbursing your net funds — you don’t need to make a separate payment.
Ready to Sell? Let’s Make the Process Simple
As mentioned above, there’s a lot of paperwork and documentation involved in selling your house. We understand that it may feel overwhelming, but you should know that it is all manageable.
The key is simply knowing what you need and getting organized early.
At Smith Realty, we can guide sellers through the process. If you’re thinking about selling and want to know where to start, we’d love to help.
Get in touch with our team today – no pressure, just a friendly conversation about what’s next for you.
Frequently Asked Questions
What happens if I have lost documents for selling my home?
Just because you have lost your documents, it does not mean that the sale of your house will not go ahead. Your solicitor or conveyancer can get replacement copies or suggest alternative solutions, such as indemnity insurance.
However, missing paperwork for items such as title deeds, building regulations, or FENSA certificates could cause delays while the information is recovered.
Do I need all of these documents?
Not every document is legally required to sell your home, but it’s probably best to have all the correct paperwork.
Documents, such as boiler certificates, FENSA certificates, warranties, planning permissions, and guarantees, may not always be required but are usually requested by solicitors.
Not including these documents can still cause delays.
How long does it take to gather the documents?
The time it takes depends on how organised your paperwork is and whether you need replacement copies. Some documents can be found quickly, while others may take longer to get.
Do I need planning permission when selling my home?
If you have made structural changes or major renovations, buyers will ask for planning permission and building regulations certificates to make sure that the work was completed legally.
What paperwork is needed for a leasehold property sale?
Leasehold sales require additional paperwork, including a copy of the lease, ground rent information, service charge statements, building insurance details, and management company documents.
