7 Mandatory Documents You Need to Bring to the Notary to Sell Your Property in 2025
Are you going to sell your apartment? These are the 7 essential documents
Did you know that forgetting a single piece of paper can delay the sale of your house? And we're not talking about unimportant paperwork... We're talking about mandatory documents requested by the notary, and if you don't have them ready, you'll waste time and sometimes even lose the buyer.
Don't worry, you're not the only one who gets a headache with this topic. That's why we've prepared a simple guide with the 7 essential documents to sell a property in Spain. This way, you won't have any last-minute surprises.
1. National Identity Document (DNI) or valid identification
No identification, no signature. It's that simple. Whether you are the sole owner or selling as a couple (under a joint property regime, for example), all signatories must present their original and valid DNI. Photocopies are not valid.
If you are a foreigner, you will need a valid NIE (note: if you are not a resident in Spain, it is only valid for 3 months) and possibly your passport.
In addition, if someone signs on your behalf, they will need a specific and valid power of attorney. And if the sale is made by a company, the articles of incorporation, the appointment of the attorney-in-fact, and the document of real ownership are also required.
2. Up-to-date Land Registry Filing (Nota Simple)
This document is provided by the Land Registry and serves to prove that you are the owner of the apartment and whether it has any encumbrances (mortgage, liens...). You can request it online at registradores.org or directly at the office.
The Nota Simple is only valid for 3 months, so request a new one if the one you have is old.
3. Title Deed (Escritura de Propiedad)
This is the document you signed when you bought the apartment and that proves you are the owner. If you can't find it, don't worry: you can request a copy from the notary where you signed it (it will cost you about 3 euros per page).
What if the apartment was inherited or a donation? Then you will also need the documents that prove it.
4. Last Property Tax Receipt (Último Recibo del IBI)
The famous Property Tax (IBI). You have to prove that you are up to date with the payment of this municipal tax. If you are not, the buyer may inherit that debt. You can get the receipt online (if you have a digital certificate) or go to your town hall.
5. Energy Performance Certificate (Certificado de Eficiencia Energética)
It has been mandatory since 2013. It tells you the energy rating of your house (like appliances: A is good, G is bad). Only an authorized technician can do it and must visit your house in person.
It usually costs between 90 and 130 euros, and is valid for 10 years (except if it's G, which only lasts 5).
6. Certificate of No Debts with the Community (Certificado de Deudas con la Comunidad)
If you live in a community of owners, you need a document stating whether you owe anything or not. It is issued by the administrator or the secretary of the community, and must also be signed by the president.
Only the owner can request it, and its validity is a few days, so it is best to request it when you already have a date to sign.
7. Mortgage Cancellation Certificate (Certificado de Cancelación Hipotecaria) if applicable
If you have already finished paying your mortgage, your apartment still appears as mortgaged... unless you have cancelled it in the Land Registry. For this, you need:
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A zero debt certificate from your bank (free)
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A cancellation deed signed by the notary with the bank
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Submit model 600 (even if it is tax-exempt)
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Register the cancellation in the Land Registry
All this costs about 1,000 € if you do it through a property management agency, but you can save a lot if you manage it yourself.
Quick Comparative Table
| Document | Validity | Where to Obtain | Approximate Cost | Key Details |
|---|---|---|---|---|
| DNI or NIE | Must be valid | Police / Consulate | - | Mandatory, original format only |
| Nota Simple | 3 months | Land Registry / registradores.org | 3 € in person / 9.02 € online | Proves ownership and encumbrances |
| Escritura de Propiedad | Permanent | Notary where it was signed | 3 €/page | Original under notarial custody |
| Último Recibo del IBI | Annual | Town Hall / electronic office | According to cadastral value | Must be paid, legally affects the property |
| Certificado eficiencia energética | 10 years (5 if G) | Authorized technician | 90 - 130 € | Mandatory, with on-site visit |
| Certificado de deudas comunidad | 7 days from issue | Community administrator | 35 - 50 € | Only the current owner can request it |
| Cancelación hipotecaria | Permanent (once done) | Bank, notary and Registry | Up to 1,000 € | Includes deed, model 600 and registration in the Registry |
In summary...
Having all these documents ready saves you trouble and allows you to sell smoothly. It is best to start preparing them in advance, especially those that expire or take several days to obtain.
If you organize the documentation well, you not only ensure a fast and secure sale, but you also convey seriousness and trust to the buyer.
Now yes, let nothing stop you from selling your apartment! If you need professional help, do not hesitate to contact us.
