Ready to Sell? Your Essential Property Documents Checklist

To make the sale process as easy as possible, it is helpful to gather all necessary documents to sell your property in Berlin as early as possible. We give you more details about each document you will need to sell your property in Berlin.

The following documents are important:

1. Layout plan
2. Declaration of division
3. Certified abstract from the land register
4. Fire Insurance certificate
5. Report of the last 3 co-owners meetings
6. The last housing allowance accounting
7. The most recent economic plan
8. Overview of reserves
9. Description of the building (if available)
10. Energy pass
11. A copy of the current rental contract (if applicable)

Here is more information about the documents mentioned above.

All those documents can be managed directly though a professional real estate agency. We gladly help you with this.

1. Grundrissplan (Floor Plan):
The floor plan shows the layout of the apartment, including detailed measurements in square meters. If the existing document is unclear or outdated, it’s essential to provide an updated version. A precise and clear floor plan creates transparency for potential buyers and is also required by banks if the buyer needs financing.
As a real estate agency, we always commission a qualified architect to carry out professional measurements and prepare an accurate floor plan.

2. Teilungserklärung (Declaration of Division):
The Teilungserklärung is a legally binding document that divides a property (typically a multi-unit building) into individually owned apartments and common areas. It defines which parts of the property belong to each owner (private ownership) and which are shared (common property), along with the percentage of co-ownership (Miteigentumsanteil) assigned to each unit. It also includes rules governing the owners’ association (Gemeinschaftsordnung) and usage rights (e.g., exclusive use of a garden, parking space, or basement).

The Teilungserklärung is recorded in the land register (Grundbuch) and is essential for purchasing an apartment or securing a mortgage. It creates legal clarity and regulates the relationship between co-owners.

In many cases, Ergänzungen (addendums or amendments) to the original document exist — for example, when structural changes are made or usage rights are modified. These Ergänzungen are also legally binding and must be reviewed as part of the full documentation.

Most property management companies (Hausverwaltungen) have the Teilungserklärung and any Ergänzungen on file. If it is not fully available, our agency arranges an appointment at the Land Registry Office (Grundbuchamt) in Berlin to obtain the official version.

3. Grundbuchauszug (Land Register Extract):
The Grundbuchauszug is an official extract from the land register (Grundbuch) that contains legally binding information about a property. It is a key document in every real estate transaction — especially for financing purposes.

The document is structured as follows:

• Title Sheet (Bestandsverzeichnis):
  Details the property itself — including land parcel number, size, and location.

• Section I (Abteilung I):
  Lists the current legal owner(s) and how the ownership was acquired (e.g., purchase, inheritance).

• Section II (Abteilung II):
  Lists rights and restrictions on the property, such as easements, usufruct rights, rights of way, and any restrictions on disposal.

• Section III (Abteilung III):
  Shows all mortgages, land charges, and financial encumbrances on the property.

Because the Grundbuchauszug provides a snapshot of the property’s current legal and financial status, the buyer’s bank will require a recent version — usually not older than 3 months — in order to process the mortgage application.

To ensure everything is in place, we will obtain the up-to-date Grundbuchauszug for you directly via a notary.

4. Brandversicherungsurkunde (Fire Insurance Certificate):
The Brandversicherungsurkunde is the official document confirming that the building is covered by fire insurance. This insurance protects the structure against damages caused by fire and is mandatory for every property in Germany. It is especially important for banks during the mortgage approval process, as it secures the value of the property.

The certificate typically includes:

• The name of the insurance company

• The insured amount

• The type of coverage

• The insurance policy number

• A description of the insured property (usually the entire building)

For condominiums (Eigentumswohnungen), fire insurance is generally arranged for the entire building by the property management company (Hausverwaltung).

We will collect the Brandversicherungsurkunde directly from the property management

5. Eigentümerversammlungsprotokolle (Minutes of the Co-Owners’ Meetings):
The Eigentümerversammlungsprotokolle are the official written records of the annual co-owners’ meetings (Eigentümerversammlungen) in a condominium association. These reports provide valuable insights into the ongoing affairs of the building and owners’ community, including:

• Planned or approved maintenance and renovation work

• Financial decisions (e.g., budget approvals, special contributions)

• Disputes, issues, or complaints within the ownership group

• Decisions affecting the shared property or usage rights

Reviewing the protocols from the past 2–3 years helps potential buyers understand the building’s condition, management practices, and any upcoming costs.

Beschlusssammlung (Resolution Register):
In addition to the meeting minutes, every property management company is legally required to maintain a Beschlusssammlung — a formal register of all binding decisions (Beschlüsse) made by the owners’ association. This includes all resolutions, regardless of whether they were made at meetings or by written consent.

The Beschlusssammlung provides a legally relevant overview of all decisions that continue to apply — such as changes to house rules, approval of construction projects, or long-term budget plans.

6. 7. 8. Wohngeldabrechnung mit Rücklagenübersicht & aktueller Wirtschaftsplan
These documents are essential for understanding the financial condition of a condominium property and are provided by the property management company (Hausverwaltung).

The Wohngeldabrechnung is the annual statement of costs for each apartment owner. It outlines the actual expenses of the previous year, such as maintenance, insurance, heating, and administration, and compares them to the advance payments made by the owner. This results in either a credit or an additional payment.

The Rücklagenübersicht shows the current status of the building’s reserve fund, which is used to finance major repairs and future renovations. It includes information on the current balance, contributions made, and any planned or approved use of the funds. This overview is important to assess whether the property is financially prepared for upcoming maintenance work.

The Wirtschaftsplan is the approved financial plan for the current or upcoming year. It includes estimated running costs and reserve fund contributions and defines the monthly amount (known as Wohngeld) each owner must pay.

These documents are also required by the buyer’s bank during the mortgage process. We obtain the Wohngeldabrechnung, Rücklagenübersicht, and Wirtschaftsplan directly from the property management company to ensure a complete and transparent sales process.

9. Baubeschreibung (Construction Specification Document):
The Baubeschreibung is a detailed written document that outlines the construction standards, materials, equipment, and technical features of a building or apartment. It serves as a binding specification of what is included in the construction or renovation of a property — and is particularly relevant for new developments or recently built properties.

It typically covers aspects such as the structural system and materials used, insulation and energy efficiency standards, heating and plumbing systems, windows and doors, flooring, wall finishes, and built-in fittings like kitchens or sanitary installations. It may also describe common features such as elevators, balconies, or shared facilities.

For buyers, the Baubeschreibung is important because it defines the quality and scope of construction as contractually agreed. It provides transparency and legal certainty — especially in off-plan or newly built projects — and can serve as a basis for warranty claims if any promised features are missing or substandard.

Please note: For older buildings, a Baubeschreibung is often no longer available, as such documentation was either not created in detail at the time or has been lost over the years.

If a Baubeschreibung is available, we include it in the sales documentation to give potential buyers a clear understanding of the building’s construction and finish standards.

10. Energieausweis:

Energieausweis (Energy Performance Certificate):
The Energieausweis is an official document that provides information about a building’s energy efficiency and energy consumption. It is legally required for most properties when they are sold or rented, and must be made available to potential buyers or tenants at an early stage.

There are two types of Energieausweis:

• The Verbrauchsausweis (consumption-based), which is based on actual energy usage data from the past three years

• The Bedarfsausweis (demand-based), which is based on the building’s physical characteristics, such as insulation, heating system, and structural design

The certificate includes a standardized energy efficiency scale (from A+ for very efficient to H for poor efficiency), making it easier to compare properties in terms of energy performance and potential heating costs.

In general, this document is available from the property management company (Hausverwaltung) and forms part of the standard documentation for residential units in apartment buildings.

Important exception: For buildings under heritage protection (Denkmalschutz), there is no legal obligation to provide an Energieausweis. In such cases, the document is typically not available.

If applicable, we will request the Energieausweis from the property management company

Selling with INVEST AB – Why choose us?

Achieve the Best Price
We position your property strategically to secure a strong and realistic selling price – no guesswork, just results.

Serious Buyers Only
We verify each buyer’s financial background early on, giving you peace of mind and a smoother sales process.

Time is Money – We Save You Both
With our strong local presence and international reach, we market and sell your property efficiently and without delay.

Let’s make your sale a success.
Get in touch with us today.

Niels Schnatz & Sarra Saddek

Managing Director / International Sales Consultant