Essential Documents for Selling

Documents that the seller must present when signing the Listing Agreement

A. Property Registry Certificate (Certidão Permanente Predial) 

B. Habitation Technical File (Ficha Técnica de Habitação)

C. Energy Certificate (Certificado Energético)

D. Booklet (Caderneta Predial Urbana) 

E. Personal Identification Documents

F. Condominium Documents

G. Survey (If in possession)

H. Builder Documents

 

Descriptions of Documents

A. Property Registry Certificate (Certidão Permanente Predial)

The property certificate is a certified document issued by the Property Registry Office, which will show the situation of the property: the owner, onus, encumbrances and the property’s description.

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B. Habitation Technical File (Ficha Técnica de Habitação) 

The Habitation Technical File serves to inform the owner of the materials used, as well as the responsible entities for the construction. It mentions the responsibilities for each part of the project (structures, water drainage, electricity supply, gas supply, radio and television supply, telephone installations, thermal isolations, acoustic isolation, post boxes, etc.).

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C. Energy Certificate (Certificado Energético) 

The Energy Certificate is a document issued by the competent public institution, ADENE, and results from the energy and consumption analysis to the property, in order to determine the energy consumption/waste.

 

D. Booklet (Caderneta Predial Urbana) 

The booklet is a document issued by the Tax Authorities, where is stated the ownership, the characteristics of the property, as well the property value for tax assessment.

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E. Personal Identification Documents

• Citizen Card (Cartão de Cidadão):

The most common form of personal ID for Portuguese citizens.

Contains the holder's name, photograph, date of birth, gender, and unique identification numbers (e.g., Tax Identification Number - NIF, Social Security Number, Health System Number).

Also includes biometric data like fingerprints and digital signatures.

• Identity Card (Bilhete de Identidade):

The older version of the Portuguese identity card, now largely replaced by the Cartão de Cidadão.

Some people may still have this document if it has not yet expired.

• Passport:

Used primarily for international travel but also serves as an identity document, especially for foreigners living in Portugal.

• Residence Card (Cartão de Residência):

For foreign nationals residing in Portugal, this card confirms their residence status and contains personal identification details.

Issued to EU citizens and third-country nationals who have obtained legal residency in Portugal.

• Driving License (Carta de Condução):

While primarily a document for driving, it is also accepted as a form of personal ID within Portugal.

• Tax Identification Number (NIF - Número de Identificação Fiscal):

While not a physical ID card, the NIF is a crucial number for financial and tax purposes and is often required for various transactions.

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F. Condominium Documents

• Declaration of Condominium Expenses and Debts:

This document details any outstanding debts, current expenses, and financial obligations associated with the property. It's mandatory for property sales and must be issued by the condominium manager within 10 days of the owner's request. 

• Annual Charges Statement: 

An overview of the annual condominium fees, including payment schedules and amounts due. This ensures homeowners are informed about their financial responsibilities within the condominium. 

• Condominium Regulations: 

A document outlining the rules and bylaws governing the condominium, including guidelines on property use, common areas, and resident responsibilities. This helps maintain order and ensures all residents are aware of the community's standards.

• Meeting Minutes: 

Records from condominium meetings, detailing decisions made, upcoming projects, and any changes to regulations or fees. These minutes keep homeowners informed about the management and future plans of the condominium.

• Financial Reports: 

Periodic statements summarizing the condominium's financial health, including income, expenditures, and reserve funds. These reports provide transparency and allow homeowners to understand how their fees are being utilized.

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G. Survey

• Condition Survey (Inspeção de Condição):

Focuses on the overall condition of the property.

Identifies major defects or structural issues.

Suitable for older properties or those with visible signs of wear.

• Structural Survey (Inspeção Estrutural):

A more detailed examination of the property's structural integrity.

Includes an assessment of the foundation, walls, roof, and other critical structural components. Recommended for properties with known structural concerns or historical buildings.

• Valuation Survey (Avaliação Imobiliária):

Estimates the market value of the property.

Often required by lenders to ensure the property is worth the loan amount.

• Building Survey (Levantamento Predial):

A comprehensive inspection covering all aspects of the property.

Includes checks for dampness, subsidence, roof issues, plumbing, electrical systems, and more. Ideal for buyers seeking a thorough understanding of the property's condition.

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H. Builder Documents

• Architectural Floor Plans: 

These include detailed drawings showing the layout of rooms, dimensions, and the arrangement of fixtures and fittings.

• Technical Specifications: 

Alongside floor plans, builders often provide technical specifications detailing the materials, finishes, and construction methods used.

• Energy Performance Certificate (Certificado Energético): 

This document includes information about the property’s energy efficiency, which can sometimes be reflected in the design shown in the floor plans.

• Building Permit and Compliance Certificates: 

These documents confirm that the construction adheres to local building codes and regulations, which can include references to the approved floor plans.