When you put your property on the market, it’s natural to focus on presentation – the photos, viewings and (hopefully) the offer. But I would say, the key to a smooth sale often comes down to something far less glamorous: paperwork.
Sometimes delays are caused by missing documents, unanswered questions and avoidable last-minute surprises. The good news is that a bit of preparation early on can make a real difference.
Below is a practical, seller-friendly checklist of what to gather and think about before you accept an offer, along with some common issues I see time and again.
Key documents to gather early
Estate agent details and your buyer’s information
Once you’ve accepted an offer, your solicitor will need the estate agent’s details and the buyer’s solicitor’s details (as soon as they’re known). This helps us open lines of communication early, confirm the sale price, any special terms, and move quickly towards issuing the contract pack.
If you’re selling privately (without an agent), no problem, just ensure you can provide the buyer’s full name, correspondence address and their solicitor’s details as soon as they appoint one.
Guarantees and warranties
Buyers and their solicitors often ask for evidence of works and protection plans, especially if they relate to the structure or weatherproofing of the property. Helpful examples include:
- NHBC or similar new build warranties
- Damp or timber treatment guarantees
- Roofing guarantees
- Window and door warranties
If you have them, gather the documents and check whether they are transferable to a new owner (some are, some require a fee, and some are simply “for the original purchaser only”).
Installation certificates
This is a big one, because these documents frequently come up in enquiries. If these documents are revealed in the buyer’s local search then do not worry if you cannot locate them as the buyer’s solicitor can rely on the entries in the search.
Common examples include:
- Gas Safe certificates (for boiler installation and gas works)
- Electrical Installation Certificate (EIC) or Electrical Installation Condition Report (EICR)
- FENSA or CERTASS certificates (for replacement windows and doors)
Even if the works were done years ago, buyers often want reassurance that installations were completed properly and in compliance with regulations.
Permissions for building work
If you’ve carried out works such as an extension, loft conversion, structural alterations, replacement windows, or removed internal walls, the buyer’s solicitor may ask for:
- Planning permission (where required)
- Building regulations approval and completion certificates
- Listed building consent (if applicable)
If you’re not sure what’s needed, don’t worry, your solicitor can help you work through it. The important thing is to be open about what you’ve done and gather what you can.
Property details: boundaries, access, fixtures and fittings
Some of the most time-consuming delays come from simple questions about the property, for example:
- Where exactly are the boundaries?
- Is there a shared driveway, shared path or right of way?
- Do you use a neighbour’s land for access or vice versa?
- What is included in the sale, fixtures and fittings such as kitchen appliances, curtains, light fittings, sheds?
You will be asked to complete property information forms as part of the sale. Thinking about these points in advance can make completing those forms easier and reduce back-and-forth later.
Leasehold information (if relevant)
If you’re selling a leasehold property you will need additional information, and this is often where transactions slow down. We will obtain a management pack from the Landlord/Managing Agents which will include, amongst other things, :
- Details of service charges, ground rent, and upcoming major works
- Buildings insurance arrangements
- A copy of the budget
- A copy of the last 3 years accounts
- A fire risk assessment
- An asbestos report
Management packs can take time to arrive (and there is usually a fee), so it’s worth letting us have the contact details of the Landlord/Managing Agent as early as possible once you have a buyer.
Why early preparation helps
From experience, sellers who gather documents early tend to have a calmer, faster transaction. Here’s why:
- Fewer delays issuing the contract pack: Your solicitor can prepare and send the initial paperwork quickly.
- Fewer follow-up enquiries: When documents are available upfront, the buyer’s solicitor has less reason to raise repeated questions.
- Less risk of last-minute panic: Missing documents often surface at the point you want to exchange contracts – which is the most stressful time to discover them.
- A smoother overall timeline: Even if the buyer has a mortgage and surveys to organise, good preparation helps everything run in parallel rather than in a stop-start fashion.
Common issues sellers should be aware of
Scanned copies are usually fine at first
You don’t always need to hunt down originals immediately. In many cases, scanned copies or clear photos are acceptable for the initial stages, and we can confirm later if an original is required.
Historic works without permission should be disclosed
If you know work was done without the correct permissions, it’s far better to be upfront. Buyers don’t like surprises, and your solicitor can help you approach it sensibly. In some cases the work may be regularised; in others, insurance or explanation may suffice.
Leasehold sales often take longer
Leasehold transactions commonly involve third parties (managing agents/landlords), and their response times can be slow. Requesting the management pack early and having service charge figures to hand can help keep momentum.
A final tip: tell your solicitor early
Even before you accept an offer, you can choose your solicitor and get the initial paperwork started. That way, when you do agree a sale, you’re not losing valuable time at the beginning.
If you are in the early stages of selling your properly and would like to discuss it further please feel free to contact me on sara.legrove@cognitivelaw.co.uk or call me on 01243 943121.
You can also read more about our property conveyancing services here.