Must-Have Documents to Gather Before Selling Your Home

May 11

When you’re getting ready to sell your home, preparing the property is just one piece of the puzzle. Equally important—but often overlooked—is organizing the documentation buyers and agents may request during the transaction.

Having the right paperwork on hand can smooth the sales process, build trust with buyers, and even prevent legal hiccups down the line. Here's a comprehensive list of what you should gather before you list your home.

📞 1. HOA Contact Information and Documents

If your home is part of a homeowners association (HOA), you’ll need:

Contact info for the HOA or property management company
A copy of the HOA bylaws, rules, and regulations
Most recent HOA dues amount
Any special assessments or upcoming projects that could affect buyers

Buyers will want to understand the rules they’re agreeing to, so having this upfront is a major bonus. We can help you gather all the documents, but having contact information upfront helps speed up the process.

🛠 2. Receipts and Invoices for Major Repairs or Upgrades

Whether you remodeled the kitchen, replaced the roof, or had foundation work done, gather the receipts and invoices.

Why it matters:

It shows buyers the home has been well maintained
They can confirm work was done by licensed professionals
It may support a higher asking price

Keep digital copies too—buyers and agents appreciate that extra level of organization.

🧾 3. Warranties for Appliances, Roof, HVAC, or Structural Work

If any parts of the home are still under warranty, provide documentation with:

Warranty expiration dates
Transferability (some warranties can be passed to the new owner)
Contact information for claims

Bonus: If you’ve purchased a home warranty plan to cover the property during the listing period, make sure to share that as well.

🧰 4. Manuals and Guides for Appliances & Systems

Pull together any instruction manuals and product guides you have for:

Kitchen appliances
Washer/dryer
HVAC system
Water softeners or filtration systems
Smart home features (thermostats, security, lighting, garage door keypads)

Buyers will appreciate knowing how to operate and maintain these items, especially right after moving in.

🔍 5. Home Inspection Report (If You Did a Pre-Listing Inspection)

If you’ve had a pre-listing home inspection done, include that report in your documentation. It:

Shows transparency
Preempts buyer concerns or deal-breaking surprises

Attach receipts for any repairs completed based on the inspector’s findings to further demonstrate due diligence.

💡 6. Utility Information and Service Providers

We create a quick reference sheet for you with:

Utility providers (electric, gas, water, garbage, sewer)
Average monthly costs (if available)
Internet/cable providers
Pest control, landscapers, or pool service contacts

This info helps the buyer transition smoothly into their new home—and it’s often something buyers forget to ask until the last minute.

🏡 7. Be Prepared to fill out a Seller Property Disclosure Statement

This is a big one. In the state of Oregon, sellers are legally required to fill out a Seller Property Disclosure. This document provides details about the home’s condition and any known issues—past or present. Think of it as a "truth report" for potential buyers. We have a system that walks you through step by step and shouldn’t be stressed over, but is worth noting as information you’ll need to have ready.

What it includes:

History of repairs or damage (e.g., roof leaks, water intrusion, structural issues)
Known defects or material facts
Condition of systems (plumbing, HVAC, electrical)
Information about HOA, zoning, or boundary disputes

Tip: Be honest. A thorough and truthful disclosure helps prevent disputes and liability after the sale.

✅ Final Thoughts

Gathering these documents ahead of time may seem tedious, but it can be the difference between a smooth sale and a stressful one. It helps your real estate agent present your home professionally, keeps the transaction moving quickly, and makes buyers feel confident in your property. If you're thinking about selling and want help preparing your home—and your paperwork—I’d love to help.
📞 Reach out anytime for a consultation or a custom home selling plan.

Chad Harvey