Checklist for Property Sale and Title Transfer

By HivePropertyHub.com

Checklist for Property Sale or Title Transfer

Selling a property is more than finding a buyer and agreeing on a price. It involves a series of documents that make the transaction valid, secure, and properly transferred to the new owner.

Items26 documents
Grouped into6 stages
WebsiteHivePropertyHub.com
A. Ownership and title

Documents that establish legal ownership

01.

Certified True Copy of Title

  • Confirms legal ownership
  • Must be updated and free from encumbrances
  • Requested from the Registry of Deeds
02.

Original Owner's Duplicate Title

  • The physical title held by the owner
  • Required for transfer of ownership
  • Must be surrendered during the transaction
03.

Tax Declaration

  • Issued by the Local Assessor's Office
  • Reflects the assessed value of the property
  • Required for tax and transfer processing
04.

Tax Clearance

  • Proof that Real Property Tax is fully paid
  • Issued by the City or Municipal Treasurer
  • Required by the Registry of Deeds
05.

Real Property Tax Receipts

  • Latest official receipts of paid property taxes
  • Supports the Tax Clearance
B. Transaction and payment

Documents that confirm the sale and payment trail

06.

Deed of Absolute Sale

  • Notarized document confirming the sale
  • Serves as the legal basis for ownership transfer
07.

Contract to Sell

  • Used for installment or pre-transfer agreements
  • Defines terms prior to full payment and transfer
08.

Acknowledgement Receipts

  • Proof of payments made by the buyer
  • Should align with the agreed terms and amounts
09.

Deposit Slips and Bank Proofs

  • Verifies the actual transfer of funds
  • Important for documentation and tax reference
10.

Authority to Sell

  • Confirms the broker or agent is authorized
  • Protects both buyer and seller
11.

Special Power of Attorney

  • Used when a representative signs for the owner
  • Must clearly state authority to sell or transfer
C. Property clearances

Clearances needed before turnover

12.

Clearance from Property Management

  • Confirms there are no outstanding dues
  • Required before turnover
13.

Proof of Paid Dues and Utilities

  • Association dues receipts
  • Electricity bills
  • Water bills
14.

Certificate of Non-Tenancy

  • Confirms the unit is not occupied by a tenant
  • Helps ensure a smooth turnover
15.

Endorsement for Occupancy

  • Allows the buyer to move into the property
  • Required by building administration
16.

Endorsement for Parking

  • Transfers parking rights to the new owner
  • Ensures proper registration and access
D. Physical turnover

Records that protect both buyer and seller

17.

Key Handover

  • Unit keys
  • Mailbox keys
  • Parking access cards
  • RFID or keycards
18.

Inventory List

  • Lists included fixtures and appliances
  • Ensures clarity on what is part of the sale
19.

Property Condition Report

  • Documents the condition of the unit at turnover
  • Helps prevent disputes
20.

Property Photos

  • Visual record prior to turnover
  • Supports documentation and transparency
E. Government and tax

Requirements for title transfer processing

21.

BIR Documents

  • eCAR — Electronic Certificate Authorizing Registration
  • Proof that CGT and DST have been paid
22.

Valid IDs with TIN Verification

  • Seller/s with at least 3 specimen signatures
  • Buyer/s with at least 3 specimen signatures
  • Attorney-in-Fact, if applicable
23.

Corporate Documents

  • SEC Certificate of Registration
  • General Information Sheet
  • Secretary's Certificate or board resolution
  • Authorized signatory identification
F. Supporting documents

Papers that organize responsibilities and processing

24.

Computation Sheet

  • Shows total contract price, taxes, and fees
  • Defines who shoulders each cost
  • Helps avoid disputes and misunderstandings
25.

SPA for Processing and Transfer

  • Authorizes a representative to process the transfer
  • Covers BIR, City Hall, and the Registry of Deeds
  • Used for tax payments, eCAR, submissions, and follow-ups
26.

Documents Acknowledgement

  • List of documents handed over to both seller and buyer
Finally

Preparation or Due Diligence is the Key.

A complete and organized set of documents is one of the strongest signals of a serious and trustworthy seller.

  • Speeds up the transaction
  • Reduces risks and delays
  • Builds long-term trust and relationships

The more complete your documents, the smoother your transition. Explore more resources at HivePropertyHub.com, or post your property at ManilaOpenHouse.com.

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