Apartment Document Checklist: What to Request from the Seller—Practical Guide

Introduction

Buying an apartment is a major decision. Proper document due diligence reduces risk and helps the transaction go smoothly. This practical guide lists the documents you should request, how to verify them, and what to watch for. 🧾🔍

Who this guide is for

• First‑time buyers in Georgia
• Investors buying for rental income
• People planning to live in the apartment long‑term

Documents to request from the seller — checklist ✅

1) Proof of ownership

• Extract from the Public Registry — the official confirmation of ownership.
• Previous sale or transfer agreements, if available.

2) Seller’s ID documents

• Passport or national ID — check name and ID against the registry.
• If a representative signs the deal: notarized power of attorney.

3) Encumbrance and restrictions

• Certificate showing whether the property is mortgaged or has legal restrictions.
• Information about any tax liabilities on the property.

4) Technical and cadastral documents

• Technical passport or floor plan (indicates area and room layout).
• Cadastral plan/number of the property.
• Permits for any major renovations or reconfigurations.

5) Utilities and homeowners’ association info

• Recent utility bills to see payment history and possible arrears.
• Information from the condo association or building management: meeting minutes, rules, upcoming works.

6) Mortgages and loans

• Bank statements or certificates proving there is no outstanding mortgage.
• Documents confirming settlement of previous loans and release of encumbrances.

7) Extra documents

• Spouse consent if ownership is joint or required by law.
• Handover acts and inventory lists if agreed prior to moving.

How to verify documents — step by step 🔎

1. Ask for original documents and officially certified copies — avoid relying solely on scans.
2. Cross‑check passport/ID data with the Public Registry details.
3. Order an official extract from the Public Registry yourself or have a legal advisor do it.
4. If there is a mortgage, communicate with the bank to learn the repayment process and timing for removing the encumbrance.
5. For renovations, request permits: undocumented changes can complicate registration.

Warning signs to watch for 🚩

• Mismatched names or ID numbers between documents and registry.
• Frequent transfers of ownership within a short period.
• Evidence of court orders, seizures, or enforcement actions.
• Refusal to show originals or pressure to complete the deal without paperwork.

Practical tips and examples

• Request a recently dated registry extract — it should reflect the current situation.
• If you don’t speak Georgian, hire a translator and insist on notarized translations for key documents.
• Consider a preliminary agreement listing mandatory documents and deadlines for delivery before the main contract is signed.
• Engage a lawyer or an experienced agent to review documents and accompany the transaction.

If something feels wrong

• Do not sign the main contract until you’re satisfied with all checks.
• Ask for time to obtain additional certificates and confirmations — reasonable sellers will allow this.
• If the seller insists on a fast, undocumented payment, treat it as a major red flag.

Quick checklist summary ✔️

Must‑have documents before signing:

• Public Registry extract
• Seller’s passport/ID and power of attorney if applicable
• Certificates on encumbrances
• Technical passport and cadastral details
• Recent utility bills
• Documents regarding mortgages and their closure
• Spouse consent, if applicable

If you need help collecting and verifying all documents or want professional support during the purchase, contact BuyHome. We can guide you through checks and manage the process. 📩

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