Selling a property in Spain requires more preparation than simply setting an asking price. The legal and administrative documentation must be fully in order before placing the property on the market. Having all documents ready allows you to act quickly when a buyer appears, prevents delays at the notary, and avoids unexpected issues during the sale process. This article provides a clear and comprehensive overview of the documents typically required for a smooth, correct, and legally secure property sale.
NIE number, title deed and essential legal documentation
For any property sale in Spain, a valid NIE number is mandatory. The notary must also have the title deed (escritura de compraventa) by which you acquired the property. In addition, a recent nota simple from the Land Registry is required. This document outlines the legal status of the property: ownership details, registered charges, and how the property is officially described. Although the nota simple has no fixed expiration date, a recent version is always requested in practice.
Another essential document is the cadastral report (ficha catastral descriptiva y gráfica). It confirms the property’s location, cadastral reference, registered surface areas, and characteristics, allowing checks against the actual situation.
Mortgages and financial obligations
If the property has ever been subject to a mortgage, it must be verified whether it is still registered. It is common for mortgages that were paid off long ago to remain administratively registered. In such cases, an official mortgage cancellation deed (cancelación registral de hipoteca) must be executed. If the mortgage is still active, repayment is usually handled directly at the notary: the bank provides the necessary documentation, the notary withholds the outstanding amount from the sale price, and the cancellation is processed. Your bank details and loan reference number are required for this procedure.
Municipal taxes must also be up to date. The notary will request recent bills and payment proofs for the IBI property tax and the waste collection fee. Legally, the person who owns the property on 1 January is liable for the full year’s IBI, but case law allows seller and buyer to prorate the amount if mutually agreed.
If the property forms part of a community of owners, additional documentation is required. Buyers and their lawyers almost always request the community statutes and the latest minutes of the owners’ meeting, as these reveal internal rules, ongoing matters, and potential future expenses. It must also be confirmed that there are no outstanding community fees.
Habitability, energy efficiency and technical documentation
A valid Energy Efficiency Certificate (CEE) is legally required for property sales. A certified technician assesses the property’s energy performance, and without this certificate, the notary cannot execute the sale deed.
Depending on the autonomous region, a habitability or conformity certificate may also be required. This document confirms that the property meets applicable habitability standards and is known in Spain as Licencia de Primera Ocupación, Licencia de Segunda Ocupación, or Cédula de Habitabilidad. Whether it is compulsory varies depending on regional or even local regulations. In some regions it is essential for the sale, while in others it is requested mainly by buyers, notaries, or banks to verify the legal conformity of the property.
For older buildings or recently updated installations, additional technical documents may be requested, such as the Technical Building Inspection (ITE), the electrical installation certificate (boletín eléctrico), or a gas installation certificate. These are not always mandatory but are frequently used to assess the property’s safety and technical condition.
Utilities and practical handover
Although not legally required, having the latest water, electricity and gas bills available is very useful. They help verify any outstanding balances, ensure accurate meter readings, and facilitate the transfer of utility contracts to the buyer.
If furniture or appliances are included in the sale, a inventory list is highly recommended. It prevents misunderstandings and clearly outlines which movable items are included. This list is often attached to the purchase contract.
Power of attorney if you cannot attend in person
If you cannot attend the signing at the notary in person, you may grant a notarial power of attorney (poder notarial) to a lawyer or trusted representative, who can handle the entire sale on your behalf. If the power of attorney is executed outside Spain, an apostille and possibly a sworn translation may be required.
Document list – clear summary
Mandatory or typically required for the sale deed
- NIE number
- Title deed (escritura de compraventa)
- Nota simple
- Cadastral report
- IBI tax bills and payment receipts
- Energy Efficiency Certificate (CEE)
- Confirmation of no outstanding community fees
- Mortgage documentation or cancellation deed, if applicable
- Habitability / conformity certificate (depending on regional regulations)
Frequently requested or dependent on building/region
- Community statutes
- Recent minutes of the owners’ meeting
- ITE (Technical Building Inspection)
- Electrical installation certificate
- Gas installation certificate
Recommended for transparency and a smooth handover
- Latest water, electricity and gas bills
- Inventory list
- Notarial power of attorney if you cannot attend in person
About NB-ESTATES ☀️
Our team supports clients from A to Z in the purchase and sale of property in Spain. With offices in Antwerp, Knokke, Moraira and Tenerife, we are always close to our clients—both in Belgium and locally in Spain.
Our English- and Dutch-speaking regional managers live and work across different regions of Spain and know the local market inside out. They provide professional guidance at every stage of the process.