05 Tracker · Property Essentials
Property Document Index Template
Index property documents and track what is missing.
Overview
A document checklist tells you what should exist. An index tells you what you actually have, and where it is.
This template records each document against the property it belongs to: its category, reference number, issue date, expiry where relevant, whether you hold the original or a copy, and physically where it is kept. Anything on the expected list that is not held shows up as a gap, with a note of who was asked for it and when.
It is the difference between believing your paperwork is in order and being able to demonstrate it in an afternoon.
What you end up with: A complete index with every gap identified and owned.
Who it is for
- Owners consolidating years of paperwork, sellers preparing a complete file, and buyers tracking what has been handed over.
Features
Everything this resource tracks, grouped the way it is laid out.
Index
- Document register Every document with name, category and reference number.
- Original or copy Whether you hold the original, a certified copy or a scan.
- Physical location Where the original is kept — locker, file, or with whom.
- Digital location Where the scan is stored and under what filename.
Dates
- Issue dates When each document was issued and by which authority.
- Expiry and renewal Documents that lapse, with their renewal dates.
- Review dates When the index itself was last reviewed and by whom.
Gaps
- Missing document tracker Expected documents not held, with request dates.
- Requested from Who was asked, when, and what they said.
- Priority Which gaps block a transaction and which are administrative.
Handover
- Handover pack list What to hand to a buyer, and confirmation of what was handed.
- Receipt acknowledgement Signed acknowledgement of documents transferred.
Included resources
Files delivered with this product.
- Xlsx Document Index The main index across categories, locations and references.
- Xlsx Missing Document Tracker Outstanding items with who was asked and when.
- Xlsx Handover Pack Checklist What transfers to a buyer, with acknowledgement.
- Guide Filing structure guide A folder and naming convention that survives a decade.
Questions about this product
An index records what you hold. It does not verify that a document is genuine, current or legally sufficient.
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