Essential Property Documentation: What to Keep, How to Organize, Why It Matters

Proper documentation protects your property rights. Learn what documents are essential and how to maintain them for the property's lifetime.

Original Purchase Documents

Keep: Agreement to sell, registered deed, payment receipts, bank transfer proofs. Why: Prove ownership. Required for resale. Needed for insurance claims. Store originals in bank locker. Keep certified copies at home.

Title and Ownership Proofs

Encumbrance certificate (no mortgages/liens). Previous owner's deed. Property tax receipts. NOC from any lenders. These prove legal ownership free and clear. Essential for resale, mortgage, insurance.

Building and Construction Docs

Building plan approval. Occupancy certificate. Structural certification. Layout plan. These prove building is legal and safe. Required by banks. Prove property is not illegal construction.

Utility and Service Proofs

Electricity meter connection. Water meter connection. Gas connection (if applicable). Septic tank maintenance records. These enable smooth resale and maintain property value. Required for transfers.

Insurance Documents

Homeowner's insurance policy. Marine/Transit insurance (if mortgaged). Claim documentation if claims filed. Keep updated policies. Helps with loss recovery. Evidence of insurable interest.

Maintenance and Repair Records

Major repairs: Roof, plumbing, electrical work. Contractor receipts. Warranty documents on appliances. These prove property maintenance. Useful for insurance claims. Proof of property condition.

Loan and Mortgage Documents

Mortgage deed. Loan documents. Payment receipts. Loan closure certificate. Keep till loan fully repaid. Then get discharge certificate. Needed to transfer property free.

Tax and Financial Documents

Property tax receipts. Capital gains documentation. TDS certificates. Professional advice from CA. File taxes properly. Documentation needed for government compliance.

Succession and Family Documentation

If inherited: Inheritance deed, succession certificate, will. If married: Spouse's acknowledgment (prevents future claims). If co-owned: Clear co-ownership agreement. Prevents family disputes.

Organization System

1) Bank locker: Originals. 2) Digital backup: Scanned copies. 3) Home safe: Frequently needed copies. 4) CA's file: Tax documentation. 5) Lawyer's file: Legal documentation. 6) Insurance: Insurance documents. Organized storage protects and facilitates easy access.