Documents you need to sell your property in Spain

NIE, title deed and essential legal documents

A valid NIE number is required for every property sale in Spain. In addition, the notary must have the title deed (Escritura de Compraventa) with which you originally acquired ownership of the property. A recent Nota Simple, an extract from the Spanish Land Registry, is also a standard part of the sales file. This document confirms the property's legal status, including the registered owner, any existing charges and how the property is officially recorded. Although a Nota Simple does not have a fixed expiry date, an up-to-date version is always used in practice.

Another essential document is the cadastral certificate (Ficha Catastral Descriptiva y Gráfica). This document confirms the property's location, cadastral reference, registered surface areas and characteristics, and allows verification that the cadastral records correspond with the property's actual situation.

Mortgages and financial obligations

If the property has ever been subject to a mortgage, it should be verified whether it is still registered with the Land Registry. It is quite common for a mortgage that was repaid years ago to remain registered administratively. In such cases, an official mortgage cancellation deed (Cancelación Registral de Hipoteca) must be executed and registered. If there is still an outstanding mortgage, the repayment is usually handled through the notary. The bank provides the necessary documentation, after which the notary withholds the outstanding amount from the purchase price and arranges the cancellation of the mortgage registration. Your bank details and mortgage reference number are required for this process.

Local taxes must also be fully paid. The notary will therefore request the latest tax assessments and proof of payment for the IBI property tax (Impuesto sobre Bienes Inmuebles) and the municipal waste collection tax (Basura). Under Spanish law, the person who owns the property on 1 January is liable for the full year's IBI. However, according to established case law, the part relating to the period after the sale may be apportioned between buyer and seller, unless agreed otherwise.

If the property forms part of an apartment building or residential community, the relevant community documentation must also be available. Buyers and their lawyers will usually request the community statutes and the minutes of the most recent owners' meetings. These documents provide information about the community rules, ongoing matters and any planned investments or major works. In addition, a certificate confirming that there are no outstanding community fees must be provided.

Habitability, energy performance and technical documents

A valid Energy Performance Certificate (Certificado de Eficiencia Energética – CEE) is legally required when selling a property. A qualified technician assesses the property's energy efficiency. This certificate is mandatory for the sale and is normally requested before the public deed of sale is executed.

Depending on the autonomous region, a certificate of habitability or conformity may also be required. This document confirms that the property complies with the applicable habitability standards and may be issued as a Licencia de Primera Ocupación, Licencia de Segunda Ocupación or Cédula de Habitabilidad. Whether this document is mandatory depends on regional and sometimes even local legislation. In some regions it forms a standard part of the sales documentation, while elsewhere it is mainly requested by buyers, banks or notaries to confirm the property's legal compliance and habitability.

For older buildings or recently modified installations, the notary or buyer may request additional technical documentation. This may include the Technical Building Inspection (ITE), the electrical installation certificate (Boletín Eléctrico) or a certificate relating to the gas installation. These documents are not legally required in every case, but are frequently used to assess the property's condition and compliance.

Utility contracts and practical handover

Although not legally required, it is advisable to have the latest water, electricity and gas bills available. These documents help verify that there are no outstanding balances, allow the meter readings to be recorded correctly and facilitate the transfer of utility contracts to the buyer.

If furniture, appliances or other movable items are included in the sale, it is highly recommended to prepare an inventory. This avoids misunderstandings by clearly stating what is and is not included in the sale. The inventory is often attached to the purchase agreement.

Power of attorney if you cannot be present in person

If you are unable to attend the signing of the public deed of sale in person, you may grant a notarial power of attorney (Poder Notarial) to a lawyer or another trusted representative. This authorises them to complete the entire sales process on your behalf. If the power of attorney is executed abroad, an Apostille and, where applicable, a certified translation will normally be required.

Document checklist:

Mandatory or commonly required for the deed of sale

• NIE number
• Title deed (Escritura de Compraventa)
• Nota Simple
• Cadastral certificate
• IBI tax assessments and proof of payment
• Energy Performance Certificate (CEE)
• Certificate confirming that there are no outstanding community fees
• Mortgage documentation or mortgage cancellation deed if a mortgage is still registered

Frequently requested or depending on the property or region

• Certificate of Habitability / First or Second Occupancy Licence (Licencia de Primera o Segunda Ocupación / Cédula de Habitabilidad)
• Community statutes
• Minutes of the most recent owners' meetings
• Technical Building Inspection (ITE)
• Electrical installation certificate (Boletín Eléctrico)
• Gas installation certificate

Recommended for a smooth sale and handover

• Latest water, electricity and gas bills
• Inventory
• Notarial power of attorney if you cannot attend in person