What documents does the real estate agent need for the sale?

The Dossier of Truth: Analysis and Facts

1. The absolute must: Official documents

The core of all documents for a real estate sale consists of official records. Nothing is possible without them. First and foremost is the land register extract . It's your property's identification card. It shows who owns the house, the size of the plot, and – very importantly – what encumbrances and easements exist. Is there a right of way for the neighbor? Is there a right of residence registered for your grandmother ? These facts are essential for the valuation. The extract should be up-to-date (usually no more than 6-12 months old).

This includes the cadastral map (site plan). It shows the property boundaries and the building's shape from a bird's-eye view. You can obtain these documents for property sales from the local surveyor or municipality. They are essential so that the buyer can see where their land ends and their neighbor's begins.

2. The building structure: plans and technology

In order for the real estate agent to calculate the living space and show prospective buyers the potential of the rooms, floor plans are an essential part of the documents for a real estate sale .

• Floor plans: Ideally at a scale of 1:100 for all floors.
• Sectional and facade plans: These show the room heights and the exterior view . If these documents are missing for a property sale , the real estate agent often has to have them remeasured and redrawn at considerable expense.

A critical point is safety. In Switzerland, a safety certificate (SiNa) for the electrical installations must be provided with every change of ownership (if the last inspection was more than 5 years ago). This certificate is a mandatory part of the property sale documentation . It confirms that the sockets and wiring are safe.

Energy efficiency is also becoming increasingly important. While the GEAK (Building Energy Certificate of the Cantons) is not mandatory for sales in all cantons, it does increase the property's value. Include it in the property sale documents , if available, along with a summary of heating and utility costs for the last three years. Transparency regarding operating costs builds trust.

3. Financial and legal aspects

Important documents for selling real estate include the building insurance policy (GVZ, GVB, etc.). This policy provides information about the insured value (current value and replacement value) of the building's volume. Banks often use this value as a primary reference point .

Also helpful for the property sale documents is the most recent tax assessment regarding the imputed rental value or the official assessed value. This helps the buyer estimate their future tax burden. Have you renovated in recent years? Collect all invoices for the bathroom, kitchen, or roof. These investment records are valuable documents for the property sale , as they not only document the condition but can also be deducted later as value-enhancing investments when calculating capital gains tax.

4. The special case: Condominium ownership (apartment)

When you sell an apartment, the amount of paperwork required for a real estate sale explodes . You're not just selling four walls, but a share in a community. The buyer needs to know what they're getting into. Here are the mandatory documents for a real estate sale :

• Establishing Act and Regulations: The “Constitution” of the Condominium Owners Association (STWEG).
• Minutes from the last 3 meetings: Are there any disputes within the building? Were expensive renovations approved? These documents can serve as warning signs or reassurances for buyers of real estate.
• Renewal fund statement: How much money is set aside for the new elevator? The amount of the share in the fund must be shown in the property sale documents .
• Utility bill statements: How much is the monthly service charge?

Without these specific documents, no bank will grant a mortgage for a condominium, as the risk to the community would be incalculable.

5. Why completeness drives up the price

Why do real estate agents insist so much on property sales documents ? Because time is money. When a prospective buyer says "yes," they want to get to the notary quickly. If the property registration document (SiNa) or the land registry extract is missing, the process has to be stopped. During this waiting period, buyers often back out. Complete property sales documents also allow the agent to answer questions immediately. "How old is the heating system?" – A quick look at the property sales documents (service agreement) is all it takes. A complete dossier looks professional and justifies a higher price. If property sales documents are provided only reluctantly or incompletely, it raises suspicions that the owner has something to hide.

6. Procurement: Who does what?

many of these property sale documents readily available. A good real estate agent will often handle the paperwork for you – usually with a power of attorney. They'll order the land registry extract, contact the property management company for the condominium owners' association meeting minutes, and arrange for an electrician for the safety inspection. However, you'll still need to find your own personal property sale documents, such as investment calculations or old purchase agreements, in the basement or basement. The better you provide the real estate agent with the necessary documents , the faster the sale can begin.

7. Digital or paper?

Today, real estate sales documents are almost exclusively provided digitally in data rooms. Scan your documents in high quality. Crumpled copies make a poor impression. The real estate agent will then upload them to a password-protected area for serious prospective buyers and banks.

Conclusion

Compiling the documents for selling your property is the unspectacular but crucial part of the preparation. It forms the basis for the valuation, marketing, and financing through the buyer's bank. Don't underestimate the time it takes to obtain a missing land registry extract or a lost security deposit. Start reviewing your files early. The more complete and transparent your property sale documents are, the smoother the sale will proceed and the greater the buyer's confidence will be. Don't view the property sale documents as bureaucracy, but rather as a key driver of your property's value.

Do you want to ensure your dossier is complete and all documents are managed securely, digitally, and in a structured manner, without losing track of anything? Loft offers you the digital platform to organize your property sale documents simply and efficiently and prepare them for sale.

Glossary

• Land register extract: The most important document for a real estate sale . An official register that documents ownership, liens, and easements (rights of way, etc.).
• SiNa (Safety Certificate): A document confirming the safety of electrical installations. Often mandatory during changes of ownership and part of the technical documentation for property sales .
• Condominium ownership (STWEG): A form of ownership (mostly apartments) where special documents such as regulations and meeting minutes are required for real estate sales.
• GEAK (Building Energy Certificate): A document that assesses the energy efficiency of a building. Increasingly important as part of the documentation for property sales, particularly for valuation purposes.
• Cadastral map: An official site plan showing boundaries and building locations. Essential document . Real estate sale to Identification of the property .