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Random freezes, missing sound and display glitches usually trace back to one bad driver. Find and replace yours safely.Free scan · under a minuteThe safest home-purchase checklist is a jurisdiction-specific record of what the property is, who can sell it, which works are authorised, what condition and hazards have been disclosed, what ongoing obligations come with the tenure, and what must be completed before closing. It is not a universal legal list: requirements change by country, state or territory, local authority, property type and transaction structure.
Build the checklist around the six sections below, label every item as legally required, property-dependent or prudent due diligence, and keep the document or a reliable link beside each entry. Put the property address, parcel or lot identifier, tenure, and source jurisdiction at the top. Have a locally qualified conveyancer, solicitor or property lawyer resolve title, boundary, approval and contract questions before you become legally committed.
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Set the scope before collecting paperwork
Start a separate checklist for each property. A detached freehold house, a leasehold flat, a condominium, a strata unit, a new build and a building with extensions will not require the same records. Mark each row as one of three statuses:
- Legally required: a local law, contract rule or authority requires the document for this transaction or property.
- Property-dependent: it applies only when a defined feature exists, such as a lease, private septic system, listed-building status, alteration or shared ownership.
- Prudent due diligence: it is not necessarily mandatory, but helps you understand condition, risk, cost or future restrictions.
At the top of the file, record the full address, parcel or lot number, title or register reference, tenure, proposed buyer and seller, transaction jurisdiction, listing date, offer date and target completion date. Store the original file or a stable link beside each row, not just a note that somebody saw it.
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Use a consistent status vocabulary such as requested, received, reviewed, query raised, resolved and not applicable—reason recorded. A missing document should never disappear simply because someone says it is probably fine.
Use a master checklist with an audit trail
These are the fields that make the checklist useful to a buyer, lawyer, inspector and lender. Add one row per document, search, approval or issue rather than combining unrelated papers in a single line.
| Item or check | Applies to this property? | Required or recommended and local basis | Who supplies or obtains it | Date or version | What it establishes | Reviewed by | Open question or defect | Next action | Resolved date |
|---|---|---|---|---|---|---|---|---|---|
| Current title or land-register extract | Usually, subject to local system | Legal review; basis varies by jurisdiction | Seller, registry or conveyancer | Record issue date | Registered owner, tenure and interests | Local property lawyer | Names, charges or restrictions that do not match | Obtain explanation or corrective instrument | Record when closed |
| Title plan or parcel description | Where a plan or equivalent exists | Recommended for identity and boundaries | Land registry or seller | Plan date and scale | Parcel extent and access shown in the record | Lawyer and, if needed, surveyor | Fence, driveway or building appears outside the parcel | Order boundary advice or survey | Record when resolved |
| Seller identity and authority to sell | Every purchase | Transaction and anti-fraud requirement locally | Seller and conveyancer | Verification date | Who is contracting and why they can transfer ownership | Conveyancer or lawyer | Names differ from title or authority is unclear | Obtain probate, power of attorney or corporate authority as applicable | Record verification |
| Planning, zoning and building approvals | Altered, converted or regulated property | Required where local rules demand consent; prudent otherwise | Seller, planning or building authority | Approval and completion dates | Lawful use and authorised work | Lawyer and building professional | Actual work differs from approved plans | Ask authority or seller for regularisation and cost | Record authority response |
| Inspection, surveys and hazard searches | Risk and location dependent | Strongly recommended; local searches vary | Buyer, inspector or authority | Inspection date and report version | Observed condition and location-specific risks | Buyer and specialist | Defect, contamination, flood or access concern | Price repair, obtain specialist report or withdraw | Record decision |
| Lease, strata or association records | Flats, condominiums, strata and shared property | Required or prudent under the governing regime | Seller, managing agent or association | Current term, budget and rules | Rights, charges, restrictions and maintenance duties | Lawyer | Short term, arrears, planned works or unusual rule | Clarify liability before contract | Record written answer |
| Energy, safety and equipment certificates | Only where locally applicable or available | Check validity and legal scope | Seller or qualified contractor | Issue and expiry dates | Performance, inspection or installation evidence | Buyer, lawyer or inspector | Expired, absent or inconsistent certificate | Request renewal, test or explanation | Record result |
| Identity, address and source-of-funds evidence | Buyer side, every transaction subject to local checks | Required by conveyancer, lender or anti-money-laundering rules | Buyer | Document issue date | Who the buyer is and how funds are obtained | Conveyancer and lender | Name, address or funds trail mismatch | Supply acceptable replacement evidence | Record acceptance |
| Offer, contract, deposit, tax and completion records | Every purchase | Transaction documents; local forms differ | Buyer, seller, lawyer, lender and tax authority | Version and signing date | Price, conditions, money transfer and ownership handover | Lawyer | Condition, deadline or amount is unclear | Amend or explain before signing | Record completion |
Where a comparison value is not established for your jurisdiction, write “not stated” and name the authority you contacted. Do not use a blank cell to hide an unanswered question.
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Current title or land-register extract
Obtain the current official register extract or its local equivalent. It should identify the registered owner, tenure, legal description and recorded charges, restrictions or other interests. A listing, tax bill or old deed is not a substitute for the current register. Ask a local lawyer to explain the legal effect of entries because registration systems differ.
Plan, parcel and boundaries
Keep the title plan or equivalent parcel description with the register. Compare it with the fences, walls, driveway, parking space, garden, outbuildings and access route you believe you are buying. A plan may identify a parcel without proving that every visible feature is inside it. If the physical occupation and plan conflict, record the conflict and obtain legal boundary advice or a survey before committing.
Seller authority, easements and covenants
Verify the seller’s identity against the title and contract. If an estate, trust, company, attorney or probate representative is selling, record the authority that permits the transfer. List easements, rights of way, covenants, restrictions, options, notices and charges, then ask how each affects your intended use, financing or future alterations. Do not assume a charge will be removed unless the contract and completion process provide for it.
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Contract and legal review
Keep the proposed contract, plan, fixtures list and every amendment in one version-controlled folder. The lawyer should explain conditions, deposit rules, completion obligations, included items, title warranties and remedies for default. In the UK, GOV.UK explains that exchange of contracts makes the agreement legally binding; the same page describes completion as the stage when money and ownership documents are transferred and keys are handed over. Other jurisdictions use different milestones, so label the local equivalent rather than importing UK terminology.
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2. Check planning, building work and lawful use
Planning or zoning records
Request the local planning or zoning history for the address. Check the authorised use, approved additions, subdivision or conversion, conditions, enforcement notices and any restrictions affecting future work. The applicable authority may be a council, municipality, planning department or building-control body.
Approvals for extensions and alterations
For every extension, loft conversion, basement, garage conversion, structural change, new bathroom, change of use or other material alteration, seek the relevant permit or consent, approved drawings, inspection or completion evidence and any builder warranty. Compare the approved drawings with the building as it stands: footprint, openings, roof form, drainage, stairs and fire separation are practical checks that often reveal differences.
Special controls and neighbour agreements
Ask for party-wall or neighbour agreements where work affected a shared wall or boundary. Request listed-building or conservation-area consent where those designations apply. For unusual risks, retain specialist records such as an asbestos survey or a Japanese knotweed management plan if one exists. These examples appear in GOV.UK’s seller guidance; they are UK examples, not a universal mandatory pack.
Unauthorised work
Singapore’s Urban Redevelopment Authority guidance specifically advises buyers of private residential property to check for unauthorised works and ask the seller for approved plans or obtain planning records. The same principle applies elsewhere: an agent’s statement that an alteration is “standard” does not establish approval. If records are missing, ask the authority whether a regularisation route exists, who must apply, likely costs, deadlines and whether the work must be removed.
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3. Investigate condition, hazards and disclosures
Seller disclosures and known defects
Collect the seller’s disclosure form or equivalent answers, then compare them with inspection findings and repair invoices. Record leaks, movement, damp, flooding, fire, infestation, insurance claims, disputes, notices and previous remedial work. Request guarantees, warranties and completion certificates for repairs; a guarantee is useful only if it identifies the work, property, provider, duration and transfer conditions.
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Independent building inspection
Arrange a pre-purchase inspection by a suitably qualified professional whose scope matches the property. The inspection should be separate from the lender’s valuation where possible. Ask what was inaccessible, not tested or outside scope, and preserve the full report, photographs and date. New Zealand Building Performance recommends a pre-purchase building inspection, legal advice on title and contract, and review of council property-file information in its house-buying guidance. Those recommendations are New Zealand-specific, but the risk-management logic is broadly useful.
Authority and location searches
Choose searches according to location and risk rather than ordering every possible product. Potential subjects include flood, contamination, drainage, mining, infrastructure, road access, development proposals, environmental constraints and local-authority files. Record the search boundary, search date, exclusions and whether the result is informational or legally conclusive.
Specialist investigations
Escalate when the general inspection identifies a material concern. Examples include structural engineering for movement, a drainage survey for repeated blockages, an electrical inspection for unsafe wiring, an environmental assessment for contamination, or a specialist timber, roof, damp or asbestos survey. Put the trigger, professional, fee, report date and decision deadline in the checklist.
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Freehold, leasehold and local equivalents
Record the tenure exactly as the local register defines it. For a lease, capture the original term, remaining term, renewal provisions, permitted use, alteration consent, assignment rules, repair obligations, insurance responsibility and any forfeiture or termination provisions. A short remaining term or consent requirement can affect lending, resale and construction plans.
Service charges, strata or association records
For a flat, condominium, strata lot or owners-association property, request the governing instrument, current budget, recent accounts, service-charge or levy statements, arrears, reserve or sinking-fund information, insurance schedule, meeting minutes, planned major works, disputes and rules. Confirm who maintains roofs, windows, balconies, services, structure and common areas. Do not transfer a UK leasehold checklist directly to another country’s condominium or strata regime.
Tenancy and occupancy arrangements
Obtain every current tenancy, licence, occupancy agreement and notice affecting possession. Check deposit handling, end dates, renewal rights and whether the contract promises vacant possession. If the buyer will occupy the home, make the handover condition and date explicit.
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5. Check energy, safety and building records
Energy performance
Include an energy performance certificate, label or equivalent only when the jurisdiction requires or recognises one, and record its issue and expiry dates. In England and Wales, GOV.UK says a seller must have a valid EPC for a property being considered for purchase. The government guide states, “An EPC is valid for 10 years and can be reused as many times as required within that period,” and explains that this guidance covers England and Wales: EPC guide. Do not apply that ten-year rule to another jurisdiction without checking its authority.
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Gas, electrical and equipment records
Depending on local law and the home’s systems, request gas safety checks, electrical-condition reports or competent-person certificates, window installation certificates, boiler or heat-pump service records, solar documentation, smoke and carbon-monoxide compliance records, and warranties. UK seller guidance lists gas checks, electrical records and FENSA or CERTASS window certificates as examples. Record the installer, property address, test scope, issue date and expiry or next-service date.
Building warranties and guarantees
For a new build or recent alteration, obtain the builder’s warranty, structural warranty, completion certificate, manuals and transferable guarantees. Confirm what is covered, exclusions, notification deadlines and whether the warranty transfers automatically or requires registration.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.6. Assemble the buyer and transaction file
Identity, address and source of funds
Keep buyer-side evidence separate from seller property documents so a missing identity item does not look like a defect in the building. In the UK, GOV.UK buyer guidance says identity, address and source-of-funds checks can be required and that missing identification may slow the transaction. Examples include a passport or driving licence, recent bank or utility records, payslips, a P60 and tax records, depending on circumstances. Your conveyancer or lender may require different documents or certified copies.
Finance and offer records
Save the mortgage offer or other financing approval, valuation conditions, gifted-deposit evidence, insurance requirements and lender deadlines. Record whether the offer is conditional on survey, finance, sale of another property or approval of a specific alteration. A lender’s valuation is not a full building inspection.
Contract, tax, deposit and completion
Track the signed offer, sale contract, deposit receipt, transfer or registration forms, tax declarations, settlement statement, completion statement, keys, meter readings, manuals and handover inventory. Write down who holds each original, when funds must arrive and what happens if a deadline is missed. Keep proof of registration after completion rather than treating the signed contract as the final title record.
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Compare the checklist to the actual purchase scenario
Use these decision axes to add or remove rows without assuming that one country’s process applies everywhere.
| Scenario | Rows that usually need emphasis | Typical escalation |
|---|---|---|
| Existing detached house | Title, boundaries, alterations, inspection, hazards, utilities and seller disclosures | Lawyer, building inspector and specialist survey when defects appear |
| Flat, condominium or strata | Lease or governing instrument, term, charges, minutes, insurance, common repairs and rules | Lawyer reviews liability for current and planned common works |
| New build | Planning and building approvals, completion or occupancy evidence, warranty, snagging and handover manuals | Independent inspection and written defects schedule |
| Heavily altered or converted building | Approved plans, permits, completion records, lawful-use evidence, structural and fire documentation | Building-control or planning authority and qualified designer or engineer |
| Historic, listed or conservation property | Heritage designation, consents, materials, restrictions and specialist maintenance records | Heritage or conservation professional and local authority |
| High-risk location or private services | Flood, contamination, access, drainage, septic, well, mining or infrastructure searches | Relevant authority and environmental, drainage or engineering specialist |
Run the checklist in a controlled sequence
- Open the file: enter the address, parcel reference, tenure, jurisdiction, parties and target dates.
- Secure identity and title: obtain the current register, plan, seller authority and contract draft before relying on listing information.
- Map the building history: list every extension, conversion, structural change and unusual installation visible or disclosed.
- Match approvals to reality: collect permits, approved plans, completion or occupancy evidence and warranties, then compare dimensions and use.
- Commission condition checks: arrange the building inspection and any location or specialist searches indicated by the property.
- Review tenure obligations: obtain leases, association or strata records, charges, insurance, rules and planned works where applicable.
- Validate dated certificates: check energy, gas, electrical, windows and equipment records for correct address, scope and validity.
- Complete the buyer file: supply identity, address, source-of-funds and financing evidence to the lawyer and lender.
- Close every issue: assign each missing or inconsistent item to a named person with a written deadline before contract commitment or completion.
- Archive completion evidence: retain the signed contract, money transfer, registration, keys, manuals, guarantees and final inspection records.
What to do when a document is missing or inconsistent
Do not mark an item “complete” because the seller says it exists. Change the status to query raised and write a precise question: which approval number, which plan revision, which part of the building, and which authority can confirm it? Name the person responsible, set a date tied to exchange, signing or completion, and record the answer in writing.
- Title or boundary issue: pause legal commitment and obtain advice from a conveyancer, solicitor or property lawyer; use a surveyor when physical evidence is needed.
- Unapproved alteration: ask the planning or building authority whether records exist, whether retrospective approval is possible and who bears removal or compliance costs.
- Material defect: obtain a scoped specialist report, revise the price or contract protection, require repair evidence, or withdraw if risk cannot be accepted.
- Expired certificate: ask whether renewal is legally required, who must arrange it, what testing standard applies and whether the result affects insurance or lending.
- Lease or association arrears: obtain an up-to-date statement and contract allocation before signing; clarify planned major works and contribution liability.
- Identity or funds delay: ask the conveyancer or lender which replacement evidence is acceptable rather than sending unverified documents.
A checklist helps you control evidence; it does not create an approval, certify construction quality, replace an inspection or give a legal opinion.
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GOV.UK’s home-selling guidance gives UK examples including title documents, gas checks, electrical records, window certificates, building-regulation completion and builder-guarantee certificates, subsidence and damp guarantees, party-wall agreements, heritage consents, Japanese knotweed plans and asbestos surveys. Treat the list as a prompt for questions, not as a mandatory checklist for every country.
For New Zealand purchases, the Building Performance guidance at building.govt.nz directs buyers toward professional advice, a pre-purchase inspection, council property-file review and legal advice on title and contract. For Singapore private residential property, the URA material at ura.gov.sg highlights approved plans and unauthorised works. Label each item with the authority and jurisdiction that make it relevant.
Keep the system usable after completion
Use a numbered folder structure that mirrors the six sections, with filenames containing the property address, document type, issue date and version. Keep a change log for replacement plans, amended contracts and updated searches. A physical expanding file or general-purpose document organiser can make collection easier, but it is only a convenience; it does not prove compliance or replace professional review.
Before you commit, the checklist should show a clear owner and resolution date for every open item. The final review is complete only when title and authority are understood, the building matches its approvals, condition and hazards have been investigated, tenure obligations are costed, certificates are valid where required, and the lawyer confirms that the contract and completion steps are ready for your jurisdiction.
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