Start with your ownership deed, division documents, current owners’ association records and energy label. Then add information about alterations, maintenance and any leasehold arrangements. This lets you answer buyers’ questions with documents rather than memories alone.
Create five clearly organised folders
Our practical advice: group your file by subject and give each document a recognisable date. A recent budget and an old quotation do not tell the same story.
- Ownership: the deed under which you acquired the property and any subsequent amendments.
- The apartment: the deed and plan of division, any subdivision and amendments.
- Owners’ association (VvE): recent minutes, annual accounts, budget, monthly contribution, maintenance plan and decisions about works.
- The home: energy label, measurement report, floor plans, property questionnaire and inventory list.
- Maintenance and rights: invoices, warranties, permits, written approvals and leasehold documents where applicable.
Check that the documents match the property
A storage room you use, an attic room or a roof terrace deserves a separate check. Ask which document establishes ownership or the right to use it. The deed and plan of division (in Dutch) show how the building is divided into apartment rights. Request missing documents specifically; do not fill in their contents yourself.
For the VvE, a short overview with three columns can help: approved, still to be discussed, and completed. For completed projects, add available invoices or handover information. This prevents buyers mistaking a wish for future maintenance for a formal decision.
Be clear about what you do not know
A file does not need to tell a perfect story. Describe an earlier leak with its date, known cause and the work carried out. Notaris.nl (in Dutch) explains the seller’s duty to disclose and the buyer’s duty to investigate. Have uncertainty about a defect or clause assessed before recording agreements.
Frequently asked questions
Should I wait until everything is complete before preparing?
No. Start with what you have and keep a list of missing documents. Discuss with your agent what is needed before the sale.
Can I obtain a missing deed of division?
Yes. The Kadaster provides copies. Check whether later amendments or a subdivision are also relevant.
Is an old VvE budget enough?
Preferably request the current budget and latest annual accounts. Clearly record the year of each document so that a buyer does not mistake old amounts for current costs.
Also read our small VvE checklist, or explore our selling service in Amsterdam.
English edition: 25 September 2026. Sources: Kadaster and Notaris.nl, linked above. The required documents differ by property.