What you receive at purchase determines how easy the next transaction is. What to require and how to keep it.
Buyers focus on the transaction and treat documentation as administrative. The file you assemble at purchase determines how straightforward maintenance, financing and eventual sale will be, sometimes years later.
Before stage one
Request the documentation during the transaction rather than after completion, when the seller's cooperation naturally declines.
- A list of documents to request, prepared before completion.
- A storage arrangement, digital and physical.
- Time allocated to check what you receive against the list.
- The seller's agreement to provide the documentation as part of the transaction.
Stage 1: Ownership documentation
Obtain the title documentation and the record of transfer into your name.
- Deliverable: Complete ownership records.
- Owner: Buyer with adviser.
- Approval gate: Registration confirmed rather than assumed.
Stage 2: Construction and permit records
Request permits, approved drawings and any as-built information the seller holds.
- Deliverable: Construction documentation.
- Owner: Seller through the transaction.
- Approval gate: Requested before completion, since afterwards it frequently becomes unavailable.
Stage 3: Warranties and equipment records
Collect warranties for equipment, systems and any recent works, along with service records.
- Deliverable: A warranty and service file.
- Owner: Seller.
- Approval gate: Warranty transferability confirmed where applicable.
Stage 4: Building and service charge records
For apartments, obtain the service charge records, the building's arrangements and any planned works.
- Deliverable: Building documentation.
- Owner: Buyer from the manager.
- Approval gate: Obtained before completion, since it affects the purchase decision.
Stage 5: Transaction records
Keep the contract, payment records, transaction cost receipts and correspondence.
- Deliverable: A complete transaction file.
- Owner: Buyer.
- Approval gate: Retained rather than discarded after completion.
Stage 6: Establish ongoing records
Create the structure for maintaining records through your ownership: maintenance, works, tenancies and correspondence.
- Deliverable: An organised property file.
- Owner: Buyer.
- Approval gate: Started at purchase, since retrospective assembly rarely happens.
Handovers between stages
The document handover happens at completion or not at all. Sellers who have moved on are difficult to pursue for paperwork, and records that were never obtained are usually gone permanently.
How you know it is finished
The documentation is complete when ownership, construction, warranties, building records and transaction documents are all in your possession and organised well enough to find when needed.
If you are buying a finished property, Domira can inspect it, verify the documentation and price the findings with you before you commit.
Frequently Asked Questions
What if the seller does not have the construction documentation?
It is common, particularly for older properties, and it is worth establishing what exists before completion. Where permits and approved drawings are unavailable, understand what that means for future alterations, financing and resale, since the gap follows the property.
Do warranties transfer to a new owner?
It depends on the warranty terms, and some are transferable while others are not. Ask during the transaction, since a transferable warranty on recent significant work has real value.
How should property documents be stored?
Originals secured physically and a complete digital copy accessible from anywhere. Transactions, insurance claims and maintenance all become faster when the documents can be produced immediately rather than searched for.
Have a Property Question?
Domira can help you navigate property, financing and investment decisions in Saudi Arabia. Speak with our team for an initial consultation.
