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1Fix the driver behind crashes, sound loss and screen glitches2Repair Windows errors before they cause bigger problems3Scan for outdated or missing drivers - takes under a minuteGet the complete contract file before you sign, not just a brochure or reservation form. At minimum, request the purchase agreement and every attachment, the project and condominium disclosures, the specifications and inclusions schedule, deposit and payment terms, occupancy or closing-date addenda, title and approved-plan information where available, and the builder’s warranty documents. Before possession, add the inspection and handover records, occupancy approval, defect list, possession certificate and final closing records.
The exact document names, legal effect and delivery deadlines depend on your country, state or province, whether the apartment is in a condominium, and whether you are buying before construction is complete. Alberta, Ontario, Singapore and Miami-Dade County use different forms and procedures. Treat the checklists below as a document-request framework, then have a local real-estate lawyer or conveyancer confirm what is mandatory for your transaction.
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Why the document list changes by location and purchase stage
A completed apartment and a pre-construction apartment create different risks. With a completed unit, you can usually inspect the actual space and ask for evidence that it is approved for occupancy. With a pre-construction unit, the contract, plans, disclosure statements and date provisions describe something that may still change. Title may not be ready to transfer, condominium registration may be pending, and the builder may have contractual extension rights.
Condominium ownership also includes shared property. Your file should therefore cover bylaws, budgets or common-expense information, management arrangements, insurance and maintenance responsibilities where those records are available. A list focused only on paint colours and appliances can miss restrictions and costs that apply to the whole building.
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Do not assume that an official form from one jurisdiction is required in another. For example, Ontario’s statutory forms are not a universal package, and Singapore’s approved-plan process is different from Alberta’s. Ask the local regulator or your conveyancer for the jurisdiction-specific names and deadlines.
Documents to obtain before signing
1. The purchase agreement and every attachment
Ask for the proposed agreement in full, including schedules, amendments, disclosure statements, condominium documents and any incorporated plans. Read the attachments with the main contract; a sales summary may omit terms that control your rights.
- Unit identity: unit number, level, legal description, parking space, storage locker and any exclusive-use areas.
- Price and deposits: purchase price, taxes or other charges identified in the agreement, deposit amount, who holds the deposit, payment milestones and the conditions for releasing or returning it.
- Dates: estimated and firm closing or occupancy dates, notice requirements, permitted extensions and the latest date on which either party can terminate.
- Delay and cancellation terms: construction-delay notices, force-majeure language, compensation or carrying-cost provisions, and events that allow the buyer or developer to cancel.
- Included items: fixtures, appliances, finishes, heating and cooling equipment, parking, storage, landscaping and access to amenities.
- Changes and substitutions: the circumstances in which the builder can change plans, materials, layouts or amenities, and the remedy if a change is material.
Alberta guidance describes a standard purchase contract as including terms such as the deposit and purchase price and notes that a lawyer can review it. Have a qualified professional explain provisions you do not understand before you sign or pay a non-refundable amount.
2. Project-specific and pre-construction disclosures
For a new or pre-construction condominium, request the disclosure package required in your jurisdiction. It may describe the project’s ownership, phasing, construction status, risks, common expenses, restrictions and expected dates.
Ontario provides a useful example of how a package can be structured. The Condominium Authority identifies an Information Sheet for Buyers of Pre-Construction Condominium Homes, a Condominium Home Addendum and a Tarion Warranty Information Sheet. The information sheet addresses risks, estimated occupancy and construction status; the addendum addresses expected occupancy timing. Ontario’s requirements apply within their defined scope and should not be presented as a rule for buyers elsewhere.
3. Occupancy and closing-date statements
Find the page that sets out tentative dates, firm dates, extension periods and the latest permitted date. Compare those dates with the builder’s marketing estimate. In Ontario, the Statement of Critical Dates in the condominium addendum records expected completion and the latest permitted extension dates. Elsewhere, the same information may be in the contract or a separate notice.
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Check how much notice the builder must give, whether you can terminate after a long delay, and whether financing, rent, storage or moving costs are addressed. Keep every date notice and acknowledgement with the agreement.
4. Statutory information sheets and addenda
Some jurisdictions prescribe a particular first page or addendum. Ontario’s Home Construction Regulatory Authority says its Condominium Information Sheet must be attached as the first page of agreements for new or pre-construction condominium homes within the directive’s scope. The sheet highlights potential project risks, land-title restrictions and expected occupancy.
Ask your local regulator whether a similar document exists, when it must be delivered and what happens if it is missing or incomplete. Do not sign a package with a blank statutory form or an unexplained replacement.
5. Specifications, plans and inclusions schedule
Keep the dated specification schedule, floor plan, site plan and any colour or finish selections. The schedule should identify what is included in the apartment and what is an upgrade.
- Kitchen and laundry appliances, brands or performance specifications.
- Cabinetry, counters, flooring, plumbing fixtures, lighting and hardware.
- Heating, cooling, ventilation, windows, doors and energy equipment.
- Balconies, terraces, parking, lockers and storage areas.
- Shared amenities, landscaping, elevators and security systems.
Ask whether dimensions are approximate and whether the builder can substitute products. If an item matters to your decision, have its description appear in the contract or an incorporated schedule rather than relying on a salesperson’s statement.
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Request the condominium plan, declaration or equivalent, bylaws and rules, management agreement, phased-development disclosure and available warranty information. Ask what financial, insurance, maintenance and common-expense records can legally be supplied for a new condominium corporation.
Read restrictions on leasing, pets, alterations, parking, smoking, noise and use of amenities. Confirm how common expenses are allocated, which areas are exclusive-use, and whether the project will be built in phases that could leave construction beside the building after you move in.
Alberta lists condominium technical documents such as the condominium plan, bylaws, management agreement, phased-development disclosure and warranty material as documents a buyer may have reviewed. The names and availability of equivalent records vary by jurisdiction.
7. Title, land and approved plans
Ask your conveyancer to verify who owns the land, the developer’s authority to sell, the legal description and how and when title to your unit will transfer. Request searches for registered interests, restrictions and easements that affect the apartment or common property.
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Where the local authority makes them available, compare the approved plans and permissions with the sales material. Singapore’s Urban Redevelopment Authority advises buyers to ask for approved plans or request them from the URA and to check for unauthorized works. That is a Singapore-specific process, but the underlying question—whether the built or promised unit matches lawful approvals—is useful everywhere.
8. Builder registration and warranty coverage
Identify the builder’s legal entity, registration or licence status and the organization administering the new-home warranty. Obtain the warranty booklet before signing if possible.
- What parts of the unit are covered, and for how long?
- Are common elements covered separately from the private unit?
- When does coverage start: contract date, occupancy, completion, registration or another event?
- Which defects are excluded or subject to tolerances?
- How must a claim be submitted, and what notice or inspection deadline applies?
- Who is responsible for appliances and other manufacturer warranties?
Alberta distinguishes warranty protection for condominium units and common property, whose coverage start points may differ. Ontario’s pre-construction guidance directs buyers to its Tarion warranty information sheet. In every jurisdiction, keep the administrator’s contact details and claim instructions with your closing file.
Documents to obtain before and at handover
1. Occupancy permission or completion approval
Before moving in, obtain the locally applicable occupancy certificate, permit, completion certificate or other approval. Ask the building authority or conveyancer what the document establishes and whether it covers the whole building or only your unit.
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Alberta explains that an occupancy permit is typically issued when a completed home appears safe to live in. The terminology and legal effect are local; an occupancy document does not necessarily mean every cosmetic item is finished or every warranty claim has been resolved.
2. Pre-delivery inspection or walk-through record
Attend the inspection at the time allowed by the contract or warranty program. Bring the specification schedule and a way to photograph and note each item.
- Check walls, ceilings, floors, glazing, doors, cabinets, counters, balconies and visible finishes in good light.
- Operate accessible taps, toilets, drains, appliances, switches, heating, cooling, ventilation, intercoms and safety devices.
- Compare installed items with the contract schedule, selected upgrades and approved plans.
- Record each defect, incomplete item, damaged surface and missing manual or key.
- Obtain a signed copy of the inspection form and confirm how added items will be corrected and re-inspected.
Ontario regulations describe a pre-delivery inspection form and a completion and possession certificate that records surface defects and unfinished work. Miami-Dade County’s new-construction checklist likewise emphasizes a walk-through. Those examples support the practice of documenting conditions; your local form may have a different name.
3. Completion and possession certificate
Keep the signed record showing the possession date, builder identity and outstanding work. In Ontario’s warranty system, the completion and possession certificate is part of the required documentation, and combined completion/possession and warranty material is delivered on possession. Elsewhere, equivalent information may appear in a settlement statement, handover certificate or warranty enrolment record.
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At handover, collect the warranty certificate, administrator information, appliance certificates, operating manuals, maintenance instructions and the procedure for reporting defects. Ask whether an independent inspection or form is required before a claim is accepted.
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Submit defects promptly and keep dated photographs, emails, inspection reports and repair appointments. Do not assume that mentioning a problem verbally during the walk-through preserves a claim; follow the written notice process and retain proof of delivery.
5. Final transaction and access records
Your closing file should include:
- The executed agreement and every amendment or change order.
- Deposit receipts, final payment evidence and the closing statement.
- Title or registration confirmation when available.
- Keys, fobs, mailbox keys, parking controls and digital access credentials.
- Building rules, emergency contacts, utility information and move-in procedures.
- Plans, manuals, warranties and the signed defect and possession records.
Ask the conveyancer which documents are formally part of the closing package in your jurisdiction and how long to retain them.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Completed apartment versus pre-construction purchase
Use these differences to decide which documents deserve the most scrutiny.
| Issue | Completed apartment | Pre-construction apartment |
|---|---|---|
| Title | Title may be ready for transfer, subject to local registration and searches. | Transfer may depend on construction, condominium registration and other completion events. |
| Physical inspection | You can usually inspect the actual unit before closing and document its condition. | You may inspect only a model or later pre-delivery unit; specifications and plans carry greater weight. |
| Dates | Closing and possession dates are often tied to an existing completion status. | Tentative dates, extension rights, critical dates and termination conditions must be read in the contract. |
| Changes | Substitutions and unfinished work can be checked against what is present. | Plans, finishes, amenities and phasing may be subject to contractual change provisions. |
| Condominium records | Existing rules, management and common-expense information may be available for review. | Declaration, bylaws, management and phased-development documents may still be in formation or subject to disclosure rules. |
| Warranty start | Coverage may start at possession, completion or another locally defined event. | Unit and common-element coverage can start at different milestones; obtain the warranty administrator’s written explanation. |
How to organize and verify the file
- Create a document index. List the agreement, each schedule, disclosure, plan, date notice, inspection form and warranty record with its date and version.
- Match promises to written terms. Highlight every sales promise about parking, storage, appliances, views, amenities and finishes, then locate it in a signed document.
- Check dates twice. Put deposit instalments, notice periods, inspection appointments, closing, occupancy and warranty deadlines on one calendar.
- Use independent advice. A local lawyer or conveyancer should explain title, contract, condominium and closing issues. An independent new-home inspector can assist with the walk-through, especially where the builder’s inspection period is short.
- Preserve evidence. Save the original PDFs, signed forms, photographs, emails, receipts and delivery confirmations in more than one secure location.
Warning signs that require clarification before signing
- You are asked to sign without receiving the attachments or statutory disclosure pages.
- The unit, parking space, locker or floor plan is identified only by a marketing name.
- Important specifications are described as “to be selected later” without a substitution standard or remedy.
- Occupancy dates are advertised as firm, but the contract contains broad extension rights and no latest date.
- The deposit holder, refund conditions or cancellation triggers are unclear.
- Condominium rules, common-expense information or phased-development details are unavailable without explanation.
- The builder will not identify the warranty administrator or provide claim deadlines.
- Approved plans, permits or title arrangements cannot be explained by the responsible professional.
Pause the transaction and obtain jurisdiction-specific advice rather than trying to resolve these issues from a brochure or an informal email.
A practical request list you can send the seller or developer
Ask for: the complete purchase agreement and attachments; all project and condominium disclosures; the specification, inclusions and upgrade schedules; floor, site and parking plans; deposit and payment instructions; occupancy and closing-date addenda; condominium declaration, bylaws, rules, management and phasing information where available; title and approved-plan information; builder registration and warranty documents; the inspection, completion and possession forms; occupancy approval; and the final closing, access and operating documents.
Then ask your local lawyer, conveyancer or regulator which items are mandatory, which are still being prepared, and what deadline applies to each. That verification is essential because no single document checklist governs every newly built apartment purchase.
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