The right document list depends on the transaction. Start with the parties, property and agreement, then add the evidence required by the funding, ownership and representation route. Treat a list as preparation guidance until the actual file requirements are confirmed.
| Category | What to organise | What to check |
|---|---|---|
| Parties | Current identity details for buyer, seller and relevant signatories | Legal names, document validity and who must attend |
| Property | Current title or applicable registration record | Unit, project, owner and reference details |
| Agreement | The agreed sale or transfer documents | Parties, property, price or basis of change, and conditions |
| Developer | Required NOC and clearance information | Correct property, outstanding requirements and usability |
| Finance | Relevant lender instructions and outputs | Funding, liability, settlement or release status |
| Authority | Required representation or corporate evidence | Scope, signatory, attestation and acceptance questions |
Keep the original records unchanged. If two documents disagree, record the discrepancy and seek the correct update from the issuer.
For a cash-to-cash sale, concentrate on the core file, developer clearance, payment arrangements and attendance. A buyer mortgage adds lender conditions and funding instructions. A seller mortgage adds liability, settlement and release dependencies. A corporate owner adds entity and signing-authority evidence. A gift adds the evidence supporting the proposed relationship and ownership change.
Use the service-route directory to identify the correct route before treating any optional category as irrelevant.
Create a row for each required item with its issuer, person responsible, current version, issue or expiry details, and status. Use “received”, “missing”, “needs correction” and “not yet confirmed”. A tick should mean that the item has actually been checked for the purpose in question.
For example, a title record received by email may still need its unit reference reconciled with the agreement. Record both facts: received, identifier check outstanding. This avoids treating the arrival of a document as completion of the task.
Prepare a side-by-side list of the exact differences and supporting records. Do not type a preferred spelling into every form and assume the discrepancy has disappeared. Use the name-mismatch guide to identify the issuer or authority question.
Confirm which originals are required, who must attend, the accepted authority arrangements, current document usability and payment instructions. A preparation checklist does not replace the trustee’s requirements for the actual transaction.
The document checklist gives you a route-based preparation list and print view. It asks about the transaction, not for document uploads. Use the appointed service’s agreed secure intake when private records are required.
Create my preparation checklist · Check my transfer readiness
Check service-charge clearance alongside the required developer evidence so an outstanding balance is identified early.
Reviewed for operational accuracy by Jan Baluyut Director, Property Affairs at Cendale.
