Which documents are needed for selling a house? The complete list

An impression relating to the subject, generated with artificial intelligence. It shows no specific building and is not a photograph of one of our properties.

Article L-0015 · 03.09.2026 · 6 min. reading time · Joé Christian Ewrard

Why complete documents are so important

If a certificate is missing, the sale is often delayed by weeks. Many prospective buyers become suspicious when papers are missing — and in the worst case, drop out. Notaries also cannot notarize a contract if documents are incomplete. Especially in the Eifel and around Trier, regional particularities, such as old land register entries or special features in building law, are often overlooked during document review.

Furthermore, many buyer questions, for example about living space, condition or encumbrances of the property, can only be answered with solid evidence. Being well prepared shows reliability and saves discussions as well as unpleasant surprises shortly before closing.

The complete list of documents for selling a house

When selling a house, prospective buyers and notaries expect a certain basic set of documents. These are shaped by legal requirements and regional demands, for example in Bitburg-Prüm, Trier and the surrounding area. The following documents should be available:

Land register excerpt The most important proof of ownership and encumbrances. The current excerpt can be obtained from the land registry office of the responsible district court. In the region, for example at the district court Bitburg or Trier. Processing time is usually a few days up to a maximum of two weeks.

Cadastral map (property map) It shows exactly where the property is located. Available at the cadastral office, for example at the Surveying and Cadastral Office Gerolstein for the Vulkaneifel. Online orders are now possible in many places, processing time usually 2–10 days.

Building plans & Building description This includes floor plans, sections, elevations and a construction or performance description. Those who no longer have them can request them from the building regulations office of the respective municipal association administration. Searching older files can take from days up to several weeks depending on the municipality. Research sometimes takes longer especially for older buildings.

Living space calculation An official measurement is often available together with the building documents. If missing, an architect, civil engineer or qualified service provider can create a new living space calculation. The effort: from a few days up to randomly available capacities.

Energy certificate Legally required when selling a house in Germany. For residential buildings, the consumption certificate is usually sufficient; sometimes the demand certificate is necessary (for example for older, little renovated properties). Issued by certified energy consultants, engineers or chimney sweeps. If all information is available, the certificate is ready in a few days.

Proofs of modernizations and renovations Receipts for completed work such as invoices, warranty documents or protocols. They come from private records, possibly also from involved craftsmen. If these have to be requested afterwards, this can take from hours to several days depending on the company.

Excerpt from the register of encumbrances Mainly important to reveal third-party rights (e.g. easements, setback areas). Applied for at the building authority of the Verbandsgemeinde. Waiting times vary greatly, sometimes one week or longer.

Declaration of division & Minutes of owners' meetings Relevant for condominium or partial ownership. Available at the notary's office, property management, or land registry office. The minutes can be obtained from the management; many administrations respond within a few days, but in practice one should allow one to two weeks.

Insurance documents Proofs such as for building insurance. Owners usually have these documents in their own files. Otherwise, the insurer can provide copies, which often takes only 1–2 working days.

Others depending on the individual case: energy bills, rental contracts (for rented properties), development certificates or contamination certificates. Some of these documents come from the municipality, utility providers, or environmental office. Processing times depend heavily on the respective office.

Where do I get what? Official procedures and access in the Eifel

Not every office in Rhineland-Palatinate is digitalized; especially in the Eifel district, many documents must be requested in the traditional way. A land register excerpt is usually ordered personally or in writing at the responsible district court. The cadastral map is available at the cadastral offices, for which a simple application or an online form is often used.

Building documents are the responsibility of the building regulation offices of the Verbandsgemeinde Bitburger Land, Südeifel, Prüm, or the city of Trier. Many documents are subject to fees; especially older building files are usually searched for in the archive, which can take time. Therefore, it is advisable to inquire by phone early on whether and where the documents are available.

Local craft businesses or architects can be commissioned for the energy certificate or living space calculations. Many notaries, agents, or banks in the region also offer advisory and brokerage services for their clients, without completely taking over the search.

How long does obtaining the documents realistically take?

Processing times vary from a few days to several weeks. Especially around holiday periods or due to staff shortages, waiting times at administrations can sometimes double. Particularly old building files or special certificates, for example for listed buildings, require patience.

Experience shows that a processing time of two to four weeks for all documents is realistic if owners or service providers act promptly and clarify open questions directly. Many documents can be requested in parallel. However, those who only gather documents once a buyer has already been found risk delays and duplicated effort.

What costs should be expected for the paperwork?

The costs for documents vary due to fee schedules and differences between municipalities. A land register excerpt usually costs a mid double-digit amount, the cadastral map similar amounts. Digitalization simplifies the process but is not yet standard in many places. Additional costs apply for an energy certificate or a new living space calculation. If a written assessment or additional consultation is required, further fees may arise.

In addition, there may be postage costs or certified copies if third parties (for example a notary) require originals. It is worthwhile to inquire in advance at the respective offices about the current fees to avoid later surprises.

Practical example: What to watch out for in the Eifel district and around Trier?

Many of our clients experience that the original building documents for older properties have been lost — for example after a change of ownership through inheritance. In such cases, the building authority of the responsible Verbandsgemeinde can help; building files, approved floor plans, and earlier permits are archived there.

Special caution is required when the property is located near the border with Luxembourg: Occasionally, there are cross-border peculiarities in the land register or boundary lines. In such cases, it is advisable to check early on with the real estate agent, building authority, and if necessary, the notary whether specific documents are needed.

A common everyday mistake: Many owners submit copies to the agent or notary that are hard to read or not up to date. This delays processing and costs valuable time. It remains important to present all documents current and clearly legible.

Homeowner, heir or seller community: who needs what?

Not only the sole owner must obtain the documents. In the case of a community of heirs, each shareholder must be able to request the land register. If the house is still occupied by users (e.g., tenants), their contact details and rental agreements are relevant.

In the case of a house sale after divorce or in a dispute, it is best to involve all parties early on: This avoids missing signatures or subsequent approval. In case of doubt, a notary or lawyer can help clarify ownership and documentation obligations properly.

What to do if documents are missing or unclear?

No one can work miracles, but much can be obtained or reconstructed afterwards. For example, if the living area calculation is missing, architects can assist with a new measurement. In the case of lost building plans, the authority can provide old file records.

It is important to communicate openly with prospective buyers or the notary if something is currently not available. This builds trust; if necessary, a clause can be agreed in the purchase contract that allows for subsequent submission. For questions about the legal situation or tax implications, it is always advisable to consult a notary or tax advisor.

The biggest challenge: keeping track and order

Many lose track in the paperwork jungle. A tip from practice is to create a checklist early and sort incoming documents immediately. Those who seek support, for example from a local agent, can often rely on proven procedures and regional contacts. This allows many processes to run in parallel and avoids delays.

Anyone who wants to sell a house or apartment cannot avoid a stack of papers. Those who start early and have a clear plan avoid unpleasant surprises. It is best to clarify everything directly with the municipality, authorities, or local professionals, for example with us in the Eifel district or in Trier. This way, the sale brings more joy and less stress in the end.

Frequently Asked Questions

Which documents are legally required when selling a house?

There is no nationwide uniform obligation for every single variant, but the energy certificate is required for almost all residential buildings. The land register excerpt is always needed by the notary. However, no purchase contract can be processed without further documents.

How old can the documents be?

Most buyers and notaries require current documents, especially a land register excerpt that is no older than three months. For other documents, such as building plans, archived versions are often sufficient as long as they are legible and complete.

What do I do if I can no longer find the building plans?

The responsible building authorities or municipal administrations archive old building documents, often going back well into the previous century. Copies can be requested there. It is advisable to inquire early with the authority, as searching old archives can take time.

How can I check before the sale whether there are encumbrances in the land register?

A current land register excerpt lists all existing encumbrances, including mortgages, land charges, or easements. You can obtain it from the district court. If you are unsure what an entry means, contact a notary.

Do I have to provide additional documents for leasehold or monument protection?

Yes, for both leasehold rights and listed buildings, specific documents must be obtained, such as the leasehold contract or notices regarding the heritage protection status. The building authority or the monument protection office can provide information on this.

What does "Baulastenverzeichnis" mean and where can I get the extract?

The Baulastenverzeichnis contains obligations you have entered into as an owner in favor of third parties, such as access rights. The extract is issued by the building authority of the responsible municipality.

Responsible for this post: Joé Christian Ewrard — Owner & Broker IHK, PRIOCASA Immobilien & Financial service. Status: 03.09.2026. The draft was created with the support of artificial intelligence and reviewed and approved before publication (AI Transparency). This post does not replace legal or tax advice; for individual questions, please contact a notary, lawyer, or tax advisor.

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