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 ensure the transaction is valid, secure, and properly transferred to the new owner.

Preparing these documents in advance helps avoid delays.

A. Ownership & Title Documents

Documents that establish legal ownership

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1. Certified True Copy (CTC) of Title

  • Confirms legal ownership
  • Must be updated and free from encumbrances
  • Requested from the Registry of Deeds
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2. Original Owner’s Duplicate Title

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

  • Issued by the Local Assessor’s Office
  • Reflects the assessed value of the property
  • Required for tax and transfer processing
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4. Tax Clearance

  • Proof that Real Property Tax is fully paid
  • Issued by the City/Municipal Treasurer
  • Required for title transfer and Registry of Deeds processing
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5. Real Property Tax Receipts

  • Latest official receipts of paid property taxes
  • Supports Tax Clearance
B. Transaction & Payment Documents

Documents that confirm the sale and payment trail

6

Deed of Absolute Sale (DOAS)

  • Notarized document confirming the sale
  • Serves as the legal basis for ownership transfer
7

Contract to Sell (CTS)

  • Used for installment or pre-transfer agreements
  • Defines terms prior to full payment and transfer
8

Acknowledgement Receipts

  • Proof of payments made by the buyer
  • Should align with agreed terms and amounts
9

Deposit Slips / Bank Transfer Proofs

  • Verifies 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 on behalf of the owner
  • Must clearly state authority to sell or transfer property
C. Property & Administrative Clearances

Clearances needed before turnover

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12. Clearance from Property Management

  • Confirms no outstanding dues
  • Required before turnover
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13. Proof of Paid Dues & Utilities

  • Association dues receipts
  • Electricity bills
  • Water bills
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14. Certificate of Non-Tenancy

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

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

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

Records that protect both buyer and seller

17

Key Handover

  • Unit keys
  • Mailbox keys
  • Parking access cards
  • RFID / keycards
18

Inventory List

  • Lists included items such as fixtures and appliances
  • Ensures clarity on what is included in the sale
19

Property Condition Report

  • Documents the condition of the unit upon turnover
  • Helps prevent disputes
20

Property Photos

  • Visual record prior to turnover
  • Supports documentation and transparency
E. Government & Tax Compliance

Requirements for title transfer processing

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21. BIR Documents

  • eCAR or Electronic Certificate Authorizing Registration
  • Proof that required taxes such as CGT and DST have been paid
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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
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23. Corporate Documents

  • SEC Certificate of Registration
  • General Information Sheet
  • Secretary’s Certificate or board resolution
  • Authorized signatory identification
F. Supporting & Control Documents

Documents that organize responsibilities and processing

24

Computation Sheet / Cost Breakdown

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

SPA for Processing & Title Transfer

  • Authorizes a representative to process the transfer
  • Covers BIR, City/Municipal Hall, and Registry of Deeds
  • Used for tax payments, eCAR processing, submissions, follow-ups, and signing if specified
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Documents Acknowledgement

  • List of documents given to both Seller and Buyer
HivePropertyHub.com

Finally

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

It helps:

  • Speed up the transaction
  • Reduce risks and delays
  • Build long-term trust and relationships

Preparation is essential.

The more complete your documents, the smoother your transition.

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