What Documents Do You Need to Sell Your Home? Complete Checklist | Homemove

Mandatory Legal Documents

UK property law requires specific documents before and during the sales process. Failing to provide mandatory documentation can result in fines, transaction delays, or inability to complete sales. Understanding legal requirements ensures compliance and prevents avoidable obstacles during your property sale.

Energy Performance Certificate (EPC)

Energy Performance Certificates are legally required before marketing properties for sale or rent, with limited exceptions. EPCs assess property energy efficiency, rating buildings from A (most efficient) to G (least efficient), and provide recommendations for improving energy performance. Certificates remain valid for 10 years from issue date. Assessors evaluate insulation, heating systems, lighting, ventilation, and building fabric, producing standardized reports enabling buyers to compare running costs across different properties.

EPC costs range from £60-£120 for standard residential properties, with prices varying by property size, location, and assessor. Book assessments through estate agents, online comparison websites, or directly with accredited assessors found on the EPC register. Assessments typically take 30-60 minutes for standard homes. Certificates are uploaded to the national EPC register within 5 days of assessment, remaining accessible for the full 10-year validity period. Marketing properties without valid EPCs can result in fines up to £5,000, though enforcement is typically complaint-driven rather than proactive.

Proof of Identity & Anti-Money Laundering

Money laundering regulations require sellers to provide certified identity and address proof to conveyancing solicitors and estate agents. Acceptable identity documents include current passport, photocard driving license, or biometric residence permits for non-UK citizens. Address proof requires recent utility bills, council tax statements, bank statements, or official government correspondence dated within the last three months. Documents must be certified copies with verification stamps from solicitors, banks, or other authorized professionals.

Increasingly, electronic identity verification systems enable digital ID checking through secure online platforms accessing government databases and credit reference agencies. While faster and more convenient than traditional certified copies, some solicitors still require physical document verification. Both sellers named on property title must provide separate identity and address proof – joint owners cannot share documentation. Start identity verification early as some sellers (particularly overseas residents or those with unusual circumstances) face additional verification requirements causing delays.

Title Deeds & Proof of Ownership

Title deeds prove legal ownership and provide essential information about property boundaries, rights, restrictions, and ownership history. Most UK properties are now registered with Land Registry, making title deed access straightforward through official copies obtained online. However, some properties (particularly older rural homes) remain unregistered, requiring original historical title deeds to prove ownership chains. Understanding your property's registration status and gathering appropriate ownership documentation prevents conveyancing delays.

Registered Property Titles

Registered properties have official Land Registry entries documenting ownership, property description, title plan showing boundaries, and any charges, restrictions, or notices affecting the property. Your conveyancing solicitor obtains official copies directly from Land Registry (typically £3-£7 per document) during the sales process. However, sellers should obtain their own copies before marketing to verify information accuracy and identify any unexpected entries requiring clarification or resolution before accepting offers.

Check your Land Registry title documents for correct owner names and addresses, accurate property description matching the actual property, complete boundary information without significant discrepancies, and absence of unexpected restrictions, charges, or third-party rights. Common issues include outdated mortgage charges from redeemed loans, incorrectly spelled names, or restrictions from previous owners requiring removal. Resolving title issues before marketing prevents later complications and demonstrates transparency to prospective buyers.

Unregistered Property

Unregistered properties lack Land Registry entries, relying on historical paper deeds to prove ownership. These deeds trace ownership through previous transactions, creating "chains of title" demonstrating legitimate ownership succession. Unregistered property sales trigger compulsory first registration with Land Registry during the buyer's conveyancing process. Sellers must provide complete historical deed bundles enabling buyers' solicitors to verify ownership and register property with clear title.

Locating historical deeds depends on your property purchase circumstances. Mortgage lenders typically hold deeds as loan security, returning them upon mortgage redemption. Properties purchased without mortgages may have deeds stored with solicitors who handled the purchase, or in sellers' personal possession. Missing deeds create significant complications requiring statutory declarations, indemnity insurance, or extensive historical research establishing ownership. Always locate and verify deed completeness well before marketing unregistered properties to prevent sale delays or failures.

Property Information Form (TA6)

The Property Information Form (TA6 in England and Wales, TA10 in Scotland) represents the most comprehensive document sellers complete, covering property history, alterations, services, boundaries, disputes, and any issues affecting value or saleability. Accurate, honest completion is crucial as buyers rely on this information for purchase decisions and can pursue misrepresentation claims if sellers provide false or misleading answers. The form typically contains 20-30 pages of detailed questions requiring careful consideration and, where necessary, investigation to ensure accurate responses.

Key TA6 sections include boundaries and boundary disputes with neighbors, property alterations including extensions, conversions, and structural changes, guarantees and warranties for building work, damp proofing, or timber treatment, notices received from councils or authorities about planning, highways, or environmental matters, disputes with neighbors or third parties, environmental issues including flooding, contamination, or subsidence, services and utilities including drainage systems, insurance history including claims and coverage issues, occupiers and arrangements for vacant possession, and any other matters affecting property value or buyer enjoyment.

Taking Time to Complete TA6 Properly

Allow adequate time for TA6 completion – rushed answers often contain errors or omissions causing later problems. Review historical correspondence about the property, check any warranties or guarantees in your possession, consult utility providers about drainage connections if uncertain, speak with neighbors about boundary histories if relevant, and review building control or planning records if you've completed works. Your conveyancing solicitor provides guidance on complex questions and can advise whether particular circumstances require disclosure.

When uncertain about answers, consider obtaining professional assessments before completing forms. Drainage surveys clarify drainage systems and connections (£200-£500), boundary surveys establish accurate boundary positions (£400-£800), and Japanese knotweed surveys identify invasive plant presence (£100-£300). While these surveys cost money, they provide definitive answers preventing later disputes and demonstrate thorough due diligence to buyers. Full disclosure with supporting professional evidence inspires buyer confidence more than uncertain or evasive responses.

Fixtures & Fittings Form (TA10)

The Fixtures and Fittings Form (TA10) lists all items in and around the property, indicating whether each item is included in the sale, excluded (seller removes), or available by separate negotiation. This document prevents completion day disputes about which items remain with the property and which sellers take to new homes. Common contentious items include light fittings, curtains and blinds, carpets and flooring, garden plants and shrubs, outdoor buildings and sheds, satellite dishes and television aerials, and integrated kitchen appliances.

Understanding legal definitions helps accurate TA10 completion. Fixtures are items attached to property becoming part of the land, typically included in sales unless specifically excluded. Examples include fitted kitchens, bathroom suites, built-in wardrobes, and items screwed or cemented to walls or floors. Chattels are moveable items not forming part of the property, excluded from sales unless specifically included. Examples include freestanding furniture, curtains, and removable appliances. The distinction isn't always clear – for instance, expensive curtains or high-quality integrated appliances might reasonably be excluded if disclosed appropriately.

Negotiating Fixtures & Fittings

Fixtures and fittings occasionally become negotiation points during sales. Buyers might request inclusion of items initially excluded, offer additional payment for expensive items marked for separate negotiation, or challenge exclusion of items they consider fixtures that should remain. Handle these negotiations flexibly but firmly – don't feel obligated to include valuable items you wish to keep, but consider whether small concessions (like leaving garden furniture) might smooth transactions worth hundreds of thousands of pounds.

If buyers request expensive items like integrated appliances or custom window treatments, consider reasonable additional charges reflecting replacement costs. Conversely, removing every light fitting, curtain rail, and garden plant appears petty and sours relationships. Most sellers adopt balanced approaches, including standard fixtures and reasonable fittings while excluding high-value personal items or things needed in new homes. Clear early communication about fixture intentions prevents completion day disputes and facilitates smooth key handovers.

Building Work Documentation

Properties with alterations, extensions, or significant improvements require documentation proving regulatory compliance. Building regulation certificates confirm structural works meet safety and construction standards. Planning permissions demonstrate local authority approval for changes affecting property external appearance or use. Missing documentation creates significant buyer concerns, mortgage lending obstacles, and potential legal liabilities requiring resolution before or during sales.

Building Regulation Certificates

Building regulations govern construction work ensuring safety, energy efficiency, and structural integrity. Works requiring building regulation approval include structural alterations, loft conversions, extensions, conservatories, replacement windows and doors, new bathrooms or kitchen installations involving plumbing or electrical work, boiler replacements, and underpinning or foundation work. Upon completion, local authorities issue Building Regulation Completion Certificates confirming work complies with regulations.

Certificates should be obtained at the time works complete, but many homeowners neglect this requirement or complete works without proper notification. Missing certificates for post-2000 works cause significant buyer and lender concerns. Solutions include applying for retrospective certificates through regularization procedures requiring local authority inspection confirming work complies (fees £200-£500 plus inspection costs), obtaining indemnity insurance protecting buyers against enforcement action (£20-£200 depending on work type and age), or accepting reduced offers reflecting buyer risk and future sale complications. Regularization is preferable when works clearly comply with regulations.

Planning Permission

Planning permission governs property external appearance and use changes. Works requiring planning permission include extensions beyond permitted development limits, external material or design changes in conservation areas or on listed buildings, change of use like converting homes to holiday lets, dormer windows or roof alterations, and outbuildings exceeding permitted development sizes. Planning approval comprises decision notice granting permission and approved plans showing what was permitted.

Completed works must match approved plans – variations require retrospective applications or risk enforcement action. Buyers' solicitors carefully compare approved plans against actual construction, raising enquiries about any discrepancies. Works completed under permitted development (which doesn't require planning permission) should still comply with relevant permitted development criteria. Consider obtaining Certificates of Lawful Development confirming permitted development compliance if buyers express concerns about works completed without planning permission.

Leasehold Property Documents

Leasehold properties require extensive additional documentation beyond freehold requirements. Buyers need comprehensive information about lease terms, service charges, ground rents, management arrangements, and building insurance to make informed purchase decisions and obtain mortgage financing. Incomplete leasehold documentation causes significant transaction delays and sometimes prevents mortgage lending entirely.

Essential Leasehold Documentation

Core leasehold documents include the property lease showing term length, ground rent, service charge provisions, maintenance responsibilities, and restrictions on property use or alterations. Most leases run 99-999 years from grant dates. Leases under 80 years cause mortgage lending difficulties and require extension consideration. Service charge accounts for the past 3 years demonstrate financial management quality and identify major expenditure trends. Recent years' invoices and receipts provide detailed charge breakdowns.

Ground rent demands and payment history confirm ongoing financial obligations. Buildings insurance documentation covering the entire building (arranged by freeholders or management companies) with adequate coverage levels and schedule entries for your specific flat. Management company contact details including company registration numbers and regulated management agent information. Details of any planned major works including scope, timing, and leaseholder contributions required. Share certificates for share-of-freehold properties demonstrating your ownership stake in the freehold company.

Obtaining Leasehold Information Packs

Management companies or freeholders provide leasehold information packs (also called LPE1 forms) containing required documentation. Request these packs early in the sales process as preparation can take 2-4 weeks. Management companies typically charge £200-£400 for information packs – these costs are seller responsibilities though some contracts attempt passing costs to buyers. Challenge excessive pack fees and consider switching management companies if costs are unreasonable relative to services provided.

Review information packs carefully before providing to buyers, identifying any concerning issues requiring explanation or resolution. High or rapidly increasing service charges concern buyers and affect property value. Planned major works requiring substantial leaseholder contributions significantly impact buyer affordability and may necessitate price adjustments. Short remaining lease terms (under 80 years) require lease extension consideration or substantial purchase price reductions reflecting extension costs buyers will face.

Warranties & Guarantees

Property improvement warranties and guarantees provide buyers with valuable peace of mind about completed works' quality and longevity. While not legally mandatory, providing available warranties substantially enhances buyer confidence and can justify premium pricing for recently improved properties. Important warranties include NHBC or similar new-build warranties (typically 10 years structural guarantee), damp proofing guarantees (usually 20-30 years with insurance backing), timber treatment warranties for woodworm or rot treatment, cavity wall insulation or external wall insulation guarantees, replacement window and door warranties (typically 10-15 years), boiler and central heating system guarantees, and roof repair or replacement warranties.

Check whether warranties are insurance-backed (providing coverage even if original contractors cease trading) and transferable to new owners (essential for warranties to benefit buyers). Some warranties require transfer notification within specific timeframes – investigate requirements and inform buyers about transfer procedures. Gather all available warranty documents and provide copies to your conveyancing solicitor and buyers. Missing warranties for significant recent works may reduce buyer confidence or property value, though absence doesn't prevent sales unless mortgage lenders require specific guarantees.

Management Information Packs

Properties in managed developments, retirement complexes, or mixed-use buildings require comprehensive management information packs beyond standard leasehold documentation. These packs detail building management arrangements, shared facilities and maintenance, residents' associations or management companies, service charge allocations among different property types, and any development-specific rules or regulations affecting resident behavior. Buyers need complete management information to understand ongoing commitments and assess whether management arrangements suit their circumstances and expectations.

Retirement properties involve particular complexity with age restrictions, resale assignment processes, and additional management charges for facilities like communal lounges, guest suites, and care services. Event fees (fees payable to developers or management companies upon resale) can significantly reduce net sale proceeds – disclose these clearly to buyers to prevent late transaction surprises. Mixed-use developments with residential and commercial elements require clear explanation of service charge apportionment between different uses and any implications for residents from commercial activities.

Gathering Your Documents Efficiently

Start document gathering before instructing estate agents to accelerate sale progression once offers are accepted. Create systematic checklists based on your property type (freehold/leasehold, altered/unaltered, registered/unregistered) ensuring nothing is missed. Contact your mortgage lender for redemption statements if you have outstanding mortgages. Request Land Registry title documents online or through your conveyancing solicitor. Book EPC assessments immediately if certificates have expired or you've completed energy efficiency improvements since the last assessment.

Locate historical building work documentation including planning permissions, building regulation certificates, contractor invoices, and warranty documents. Check lofts, garages, or storage areas where previous owners might have left documentation. Contact contractors who completed recent works requesting copies of certificates. Gather utility bills, council tax statements, and service charge invoices for the past 12 months demonstrating running costs. Compile insurance documentation including current buildings insurance and any specialist coverage for flooding, subsidence, or listed building status.

Dealing with Missing Documentation

Missing documentation represents one of the most common causes of property sale delays and failures. However, solutions exist for most documentation gaps. Missing EPCs simply require new assessments – book immediately upon discovering expiry. Lost title deeds for registered properties are easily replaced through Land Registry official copies. Unregistered property missing deeds requires more complex solutions including statutory declarations, indemnity insurance, or historical research reconstructing ownership chains.

Missing building regulation certificates for older works (pre-2000) are often addressed through indemnity insurance costing £20-£200, though mortgage lenders increasingly resist this approach for significant recent works. Regularization applications provide proper certification if works comply with regulations, though costs can reach £500-£1,000 including inspection fees. Works clearly not complying with regulations may require remedial action, price reductions reflecting buyer risk, or in extreme cases, sale withdrawal until works are rectified or removed.

Indemnity Insurance Limitations

Indemnity insurance provides limited protection against enforcement action or claims arising from missing documentation, but doesn't guarantee work quality or regulatory compliance. Insurance typically costs £20-£200 for single issues, covering legal defense costs and compensation if councils pursue enforcement action or defects emerge. However, insurance doesn't apply if councils already know about issues, buyers discover problems during ownership, or major structural defects exist regardless of certificate presence.

Mortgage lenders increasingly resist indemnity insurance for significant recent works, preferring proper building regulation certificates. Buyers understandably prefer certificates proving work quality over insurance merely covering enforcement risks. Consider indemnity insurance as last resort for older works where regularization is impractical or disproportionately expensive, but pursue proper certification wherever possible for recent significant building works.