What Paperwork Is Needed to Sell a House?

Posted 2025-06-26 04:59:18

Selling a house is more than just finding the right buyer. One of the most important—and often overlooked—parts of the process is handling the paperwork. From preparing legal documents to closing the sale, having the correct paperwork ensures a smooth transaction and helps avoid delays or disputes.

In this guide, we’ll break down all the essential paperwork needed to sell a house, whether you're working with an agent or going the For Sale By Owner (FSBO) route.

1. Original Sales Contract

This is the agreement you signed when you bought the home. It contains details like:

Price you paid
Conditions of the purchase
Any disclosures from the original owner

Why it’s needed: It helps prove your ownership and may provide helpful details for resale.

2. Property Title and Deed

The deed is the legal document that shows ownership of the property. You’ll need it to officially transfer ownership to the buyer.

Types of deeds:

Warranty Deed (common)
Quitclaim Deed
Special Purpose Deed

Make sure your name is on the deed and matches your ID.

3. Mortgage Payoff Statement

If you still owe money on your mortgage, your lender will provide a payoff statement. This shows:

The exact amount due
Interest owed
Payoff date

Why it’s needed: It helps determine the net proceeds from your sale after the loan is paid off.

4. Property Tax Documents

Buyers will want to know about property taxes. Gather the last 1–2 years of property tax statements.

What to include:

Payment records
Assessment notices
Any exemptions or disputes

This gives buyers confidence that there are no tax issues tied to the home.

5. Homeowners Association (HOA) Documents

If your home is in a community governed by an HOA, you'll need to provide:

CC&Rs (Covenants, Conditions, and Restrictions)
HOA financials
Meeting minutes
Transfer fees

Buyers want to know the rules and costs involved.

6. Repair and Maintenance Records

Keeping a record of repairs and upgrades is a big plus. These may include:

HVAC servicing
Roof replacements
Plumbing or electrical work
Appliance warranties

Why it’s important: It shows the home was well-maintained and adds value during negotiation.

7. Disclosure Forms

One of the most crucial documents when selling a house is the Seller’s Disclosure.

This includes:

Structural issues
Water damage or mold
Past pest infestations
Renovations without permits

Full disclosure protects you from legal action later.

8. Preliminary Title Report

Usually handled by a title company or real estate attorney, this report shows:

Any liens
Judgments
Ownership history

This report ensures there are no legal issues that could delay or cancel the sale.

9. Listing Agreement (If Using an Agent)

This is a contract between you and your real estate agent. It outlines:

Commission rate
Listing price
Duration of the agreement
Duties of the agent

Make sure you read and understand it before signing.

10. Purchase Agreement

Once a buyer is interested, you’ll need to create or sign a purchase agreement. It includes:

Agreed sale price
Closing date
Contingencies (like financing or home inspection)
Items included in the sale (appliances, fixtures, etc.)

This is the official agreement that binds both parties until closing.

11. Inspection Reports

If a buyer requests a home inspection (which most do), you may be asked to provide or review reports for:

General home condition
Pest inspections
Radon or mold testing
Lead paint (if built before 1978)

It’s smart to get a pre-inspection done to avoid surprises.

12. Closing Statement (Settlement Statement)

Also called a HUD-1 or ALTA Statement, this document outlines all the financials of the transaction, including:

Sale price
Agent commissions
Property taxes
Closing costs

It is usually prepared by the closing agent or attorney.

13. Bill of Sale

This document lists any personal property included in the home sale, such as:

Appliances
Furniture
Outdoor equipment

It's not required in every state, but it’s useful to avoid confusion.

14. Government-Issued ID

Simple but essential. At the closing table, you’ll need a valid form of ID to confirm your identity. Bring:

Driver’s license
Passport
State-issued photo ID

This protects against fraud and ensures a legal sale.

Optional but Helpful Documents

These aren’t always required, but they can be useful:

Energy bills (to show efficiency)
Utility provider info
Floor plan or survey
Home warranty details (if transferable)

The more information you can provide, the more attractive your home is to potential buyers.

Final Tip: Check Local and State Requirements

Real estate laws vary by state or even by city. Some places require additional forms, such as:

Smoke detector compliance
Flood zone disclosures
Septic system inspection

It’s wise to consult with a real estate attorney or licensed agent in your area to ensure nothing is missed.

Conclusion

Selling a house takes more than just finding a buyer. Having all the correct paperwork in order is key to a fast, legal, and stress-free transaction. Whether you’re selling on your own or with the help of a real estate agent, make sure you prepare these documents ahead of time.

Start early, stay organized, and don’t hesitate to ask for professional help if needed. With the right documents in hand, you’ll be ready for a successful sale from listing to closing.