01 Checklist · Property Essentials
Property Document Checklist
Organise property documents before a transaction or review.
Overview
Most property problems are not discovered late because the paperwork was complicated. They are discovered late because nobody had one list of what should exist.
This checklist gives you that list. It walks through property identity, ownership and title-chain records, approvals, tax and utility status, encumbrances and the registration process, and gives you somewhere to record what you have seen, what you have been promised and what is still outstanding.
It is an organising tool. It tells you what to ask for and where the gaps are, so that the professionals you engage spend their time on judgement rather than on chasing a folder.
What you end up with: One organised document file, and a written list of what is still missing.
Who it is for
- Buyers reviewing a property before committing, sellers preparing a complete file, and owners bringing an old property record up to date.
Features
Everything this resource tracks, grouped the way it is laid out.
Property identity
- Address and location Full address, locality, city, state and pincode as they appear on record.
- Unit or plot number The unit, plot or survey number, with any alternate references in use.
- Project or building Project name, builder or developer, and the phase or block.
- Property type Apartment, villa, plot, commercial or office, and the land classification.
Parties
- Owner and seller identification Names as they appear on the title documents, with identity references.
- Power of attorney Whether a POA is in use, who holds it, and its scope and date.
- Succession and inheritance Where ownership passed by succession, the records that establish it.
Title
- Ownership and title-chain records The chain of ownership documents and the period each one covers.
- Previous documents Prior sale deeds, allotment letters and agreements held by the seller.
- Mutation and revenue records Mutation entries, revenue records and municipal record extracts.
Approvals
- Sanctioned plans Approved building or layout plans and any revisions to them.
- Building approvals Commencement and building permissions issued by the local authority.
- Occupancy and completion Occupancy certificate and completion certificate where issued.
- RERA registration RERA registration number and portal reference where applicable.
Possession
- Possession and handover Possession letter, handover date and the condition recorded at handover.
- Society or association records Membership, share certificate, dues status and no-dues confirmation.
Financial
- Property tax Latest assessment, receipts and the assessment number in use.
- Utilities Electricity, water and gas connections, meter numbers and dues status.
- Loans and charges Existing loans, mortgages and any charge registered against the property.
- Payment milestones Agreed payment schedule and what has been paid against it.
Process
- Originals to inspect Which originals to see in person, and when they were sighted.
- Registration and stamp duty The registration steps, stamp duty position and appointment record.
- Missing documents A running list of what has been requested and not yet received.
- Open questions Questions raised with the seller, broker or your advisers, and answers received.
What the checklist covers
A preview of the structure, section by section.
01 Property identity
- Property identity and internal reference
- Full address
- Unit or plot number
- Project or building name
- Property type
02 Parties
- Owner or seller identification records
- Power of attorney, succession or inheritance records
03 Ownership and title chain
- Ownership and title-chain records
- Previous documents in the chain
- Mutation, revenue and municipal records
- Possession and handover records
- Society or association records
04 Approvals
- Sanctioned plans
- Building approvals
- Occupancy or completion certificate
- RERA registration where applicable
05 Dues and charges
- Property tax records
- Utility accounts and dues
- Loans and charges on the property
- Payment milestones
06 Process and gaps
- Originals to inspect
- Registration and stamp-duty process
- Missing documents
- Open questions
This resource is not proof of title or legal verification. It helps you organise and track documents. Any legal opinion on title, encumbrance or marketability must come from a qualified professional.
Included resources
Files delivered with this product.
- Xlsx Property Document Checklist The full checklist across all sections, with status and notes columns.
- Xlsx Missing Documents Tracker A filtered view of everything outstanding, with who was asked and when.
- Xlsx Originals Inspection Log Record of which originals were sighted, on what date and in whose presence.
- Pdf Printable Site Copy A print-ready version to carry to a meeting or inspection.
- Guide How to use this checklist Short guide on sequencing the checklist and what to do with gaps.
Questions about this product
This resource is not proof of title or legal verification. It is an information-management checklist. Title, encumbrance and statutory verification must be carried out by a qualified legal professional.
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