A smooth property transaction begins long before signing.
Clients remember the price and the property, but they also remember how you made them feel throughout the process. A clear roadmap, prepared documents and consistent communication reduce uncertainty, prevent delays and help close with greater confidence.
- Clear roadmap
- Prepared documents
- Informed client
- Clear next step
- Verified payments
There is no identical timeline for every transaction. Financing, encumbrances, documentation, the type of property, the autonomous community and the parties' circumstances may affect the timeline. Always present the process as an indicative roadmap.
The agent does more than just show a property
Your value lies in organising the journey, identifying what is missing, keeping everyone aligned and ensuring each decision is made with sufficient information.
Define the roadmap
Explain the phases, who is involved, what documents will be needed and which circumstances may change the expected date.
Stay in touch
Keep clients informed even when there are no updates. A brief message prevents the client from interpreting silence as a lack of control.
Manage the file
Record documents, responsible parties, dates, conditions, payments, changes and decisions in the CRM or approved file.
Coordinate specialists
When a legal, tax, technical, mortgage or planning matter arises, refer it to the appropriate professional and coordinate follow-up.
The process in ten stages
The order may vary, but this sequence allows the agent to explain the transaction simply, from the first contact through to the handover of keys.
Initial briefing
Objectives, financial capacity, property and expectations.
Preparation
Financing, documentation and strategy.
Market and viewings
Listing, search, selection and feedback.
Offer
Price, terms, timelines and inventory.
Private agreement
Reservation, contract or deposit agreement, as applicable.
Checks
Ownership, charges, Catastro and physical condition.
Financing
Valuation, bank and mortgage documentation.
Preparing for completion
Notary, payments, certificates and confirmations.
Public deed
Signing, payment, handover and Land Registry filing.
After-sales
Taxes, registration, utilities and follow-up.
What should happen at each stage
Each section shows the agent's commercial responsibility and the information each party will normally need.
Initial briefing and qualification
Understand who the client is, what they want to achieve and what conditions may affect the transaction.
- Identifies objectives, timelines and priorities.
- Explains the process and next steps.
- Opens the case file and records authorisations.
- Defines the communication channel and frequency.
- Confirms ownership and reason for selling.
- Explains occupancy, charges and the actual situation.
- States the preferred timeline and any special conditions.
- Defines budget and available funds.
- Confirms whether financing is required.
- Prioritises area, intended use, size and conditions.
Do not proceed based on assumptions. Confirm in writing who makes decisions, who signs, how it will be financed and what deadline is being targeted.
Documentation and financial preparation
Gather essential information before creating expectations or committing to dates.
- Create a list of outstanding documents.
- Check that copies are legible and up to date.
- Assign a person responsible and a date to each outstanding item.
- Separate confirmed facts from information that needs to be checked.
- Provide the deed or title document.
- Provide IBI, community fee and utility details.
- Prepare a valid energy performance certificate.
- Declare occupants, tenancies and works carried out.
- Prepare identification and proof of funds.
- Request a mortgage assessment or pre-approval.
- Set aside a budget for costs and taxes.
- Confirm whether signing will be in person or by power of attorney.
Do not present a signing date as definitive while essential documents, financing or powers of attorney remain outstanding.
Listing, search and viewings
Present the property clearly or help the buyer filter useful options.
- Use verifiable information and genuine photographs.
- Record viewings, questions and feedback.
- Explain costs, condition and known limitations.
- Update the strategy based on market data.
- Provide access and keep the property presentable.
- Confirm which items are included.
- Disclose relevant defects and circumstances.
- Assess the property according to real priorities.
- Ask technical and practical questions.
- Do not base the decision solely on photographs or décor.
Offer and negotiation
A complete offer includes much more than a figure.
- Submit the offer in writing.
- Include the price, payment method and timeline.
- Record furniture, conditions and contingencies.
- Avoid presenting incomplete agreements as final.
- Consider the price and the buyer's financial security.
- Confirm what they accept, reject or amend.
- Consider moving deadlines and the discharge of encumbrances.
- Define the maximum amount and essential conditions.
- State whether the transaction is subject to financing.
- Avoid committing unavailable funds.
Verbal acceptance does not replace a clear document. Summarise the agreement in writing and request confirmation of all parties.
Reservation, deposit or private contract
The document must reflect the agreement exactly, its conditions and the consequences of non-compliance.
- Use documents approved by the agency.
- Identify the parties, property, amount and account.
- Include the agreed deadlines and conditions.
- Arrange legal review where appropriate.
- Understand the commitments being made.
- Confirm the property's availability.
- Provide complete information on encumbrances and occupancy.
- Understand what is being paid and for what purpose.
- Review deadlines, refunds and financing.
- Verify the account holder of the destination account.
Do not receive or send money without identifying the purpose, the conditions, the account holder and the relevant authorisation.
Legal and technical checks
Confirm that the property and documentation match what the parties believe they are buying and selling.
- Arrange a nota simple and cadastral documentation.
- Identify and communicate discrepancies.
- Request outstanding certificates and supporting documents.
- Refer technical or legal matters to the appropriate professionals.
- Explain mortgages, liens or limitations.
- Provide the community certificate where applicable.
- Clarify works, tenancies and occupants.
- Review ownership, rights and encumbrances.
- Check the size, use and physical condition.
- Seek independent advice if needed.
The nota simple is for information purposes and shows the owners, rights and encumbrances in force at the time it is issued. Any material discrepancy should be clarified before signing. [2]
Financing and valuation
Coordinate the buyer, bank, valuer and notary without confusing a pre-approval with final approval.
- Provide access for the valuation.
- Confirm key milestones and outstanding documents.
- Avoid promising bank decisions.
- Align the contract with the financing timeline.
- Allow the valuer to visit the property.
- Prepare details of the existing mortgage.
- Request the outstanding balance and cancellation process, if applicable.
- Submit financial documentation to the bank.
- Compare the FEIN, FiAE and total cost.
- Complete the prior notarial record where applicable.
In transactions subject to mortgage regulations, the lender must provide the pre-contractual documentation within the applicable statutory notice period, normally at least ten calendar days before signing. [3]
Deed preparation
Confirm details, documentation, payments and logistics before booking a final appointment.
- Provide accurate details for all parties.
- Confirm the notary office, time, language and attendees.
- Review the inventory, keys and possession.
- Distribute a final list of outstanding items.
- Prepare certificates and original documents.
- Confirm the receiving account and discharge of encumbrances.
- Arrange vacant possession as agreed.
- Confirm funds and payment methods.
- Review drafts with sufficient time.
- Raise questions before the signing day.
Verify any change of bank account through an independent channel before sending or receiving transfers.
Signing before a notary
The public deed records the transfer and provides identity, legality and legal certainty safeguards.
- Check attendance and documentation.
- Facilitate communication between the parties.
- It does not replace the notary's explanations.
- Record the signing, payment and handover in the file.
- Sign and receive the agreed payment.
- Hand over possession, keys and inventory in accordance with the contract.
- Complete discharges and outstanding obligations.
- Sign and pay the agreed price.
- Receive the documentation and possession.
- Confirm tax and registration arrangements.
Among other matters, the notary verifies the identity and legal capacity of the parties, the seller's title, ownership and encumbrances, homeowners' association, cadastral details, payment methods and energy performance certificate. [1]
Taxes, registration, handover and after-sales service
The transaction does not end when you leave the notary's office.
- Confirm who will handle taxes and registration.
- Document the handover of keys and meter readings.
- Provides contact details for the community and utility providers.
- Follows up until outstanding matters are resolved.
- Manages applicable tax obligations.
- Hands over the remaining documentation and access credentials.
- Completes the cancellation or transfer of utilities as agreed.
- Settles taxes within the applicable deadlines.
- Confirms Land Registry registration.
- Updates the community, insurance and utilities.
Taxes and procedures depend on the type of property, the parties, the municipality and the autonomous community. Do not provide a definitive tax figure without confirming the specific case.
Two files, one transaction
Keep the seller's and buyer's documentation separate. Do not request unnecessary information and always protect personal and financial documentation.
🏠 Seller's file
Usual documentation to be confirmed based on the property.
Identity and marital status: documents for the owners and representatives.
Title of ownership: deed, award or applicable title.
Land Registry information: current ownership, rights and encumbrances.
IBI and cadastral reference: receipt and property identification details.
Community: certificate of fee status where applicable.
Energy certificate: registered certificate and applicable label.
Mortgage or encumbrances: outstanding balance, cancellation and creditor documentation.
Occupation: tenancies, occupants and possession handover date.
Included items: furniture, appliances, keys and annexes.
🔎 Buyer's file
Information needed to demonstrate capacity and prepare for signing.
Identity: DNI, NIE, passport or applicable documentation.
Representation: power of attorney or authorisation where the buyer will not sign in person.
Funds: availability and documented source of funds where applicable.
Financing: assessment, pre-approval, FEIN, FiAE and valuation.
Total budget: price, taxes, costs, renovations and insurance.
Offer: price, deadlines, conditions and included items.
Advisory services: lawyer, gestor or tax adviser where used by the client.
Signing: availability, language, notary and agreed payment method.
After-sales: community, insurance, utilities and contact details.
Phrases that provide clarity and confidence
Do not promise that “everything is done”. Explain what has been confirmed, what remains outstanding and who needs to complete the next step.
“I’ll send you a summary of the stages and the documents we need, along with who is responsible for each item. That way, you will always know what the next step is.”
Reduce uncertainty from the very first conversation.
“Before making the payment, we will review the purpose, the terms, the destination account and what happens if any condition is not met.”
Prevent the client from paying without understanding the document.
“The transaction is progressing. We are verifying the property documentation and I will let you know as soon as the outstanding items are confirmed.”
Do not turn a routine review into unnecessary alarm.
“The date needs to be adjusted because this confirmation is still outstanding. The person responsible is [PERSONA] and the next review will be [FECHA O HITO].”
Explain the cause, who is responsible and the next review.
“I’ll send you a final list with documents, payments, time, location and items you need to review before signing.”
Avoid having the signing depend on scattered messages.
“The deed has now been signed. We will now confirm handover, taxes, registration, utilities and any outstanding post-sale matters.”
The client should know that there is still a closing stage.
The most common obstacles are identified at the outset
Incomplete documentation
Create the document checklist during the first contact and review the file before agreeing to a date.
Financing not confirmed
Distinguish between an enquiry, preliminary assessment, conditional approval and a binding offer.
Outstanding charges or mortgage
Request up-to-date information and confirm how each charge will be cancelled or handled.
Property discrepancies
Compare the physical reality, deed, Land Registry and Catastro before the final stage.
Community fees or occupancy
Confirm debts, special assessments, tenancies, occupants and the actual handover date.
Unrealistic dates
Build the schedule around outstanding requirements, not solely around the desired date.
Is something not right?
Also consult the guide Risks and Warning Signs before proceeding with payments, signatures or account changes.
Checklist for signing day
Tick off each item only once it has been confirmed. Adapt the list to your agency's procedure and the notary's instructions.
Close the transaction without disappearing
Structured follow-up turns a properly completed signing into a good customer experience and reduces subsequent enquiries.
Documented handover
Record the number of keys, remote controls, documents, inventory, meter readings and handover condition.
Procedures confirmed
Clarify who settles taxes, submits the deed and carries out the Land Registry follow-up.
Utilities and homeowners' association
Provide the necessary details for the homeowners' association, electricity, water, gas, insurance and other services.
Personal follow-up
Contact them after the handover, confirm that no issues remain and request feedback once the service has genuinely been completed.
Common agent questions
How long does a property sale normally take?
There is no universal timeframe. It depends on financing, documents, encumbrances, type of property, availability of the parties and legal or technical complexity. Communicate stages and milestones, not a fixed promise without confirmation.
Are a reservation and an arras contract the same thing?
They should not automatically be treated as equivalent. The effect depends on the content of the document, the amount, the obligations assumed and the wording. Use approved templates and seek legal review whenever there is any doubt.
Can the agent explain taxes?
They can explain that there are associated taxes and costs and help identify which professional should confirm them. They should not provide a definitive tax assessment without reviewing the specific circumstances and the applicable regional regulations.
When are the keys handed over?
The agreed terms must be followed. In many transactions, handover coincides with the deed and payment, but a different handover may be agreed. The date, occupancy and conditions must be clearly stated.
What should I do if a discrepancy arises before signing?
Identify which document or fact does not match, pause the affected step and refer the matter to the appropriate person responsible. They Do not conceal the issue or promise it will be resolved without confirmation.
Does the land registry extract guarantee the full legal status?
The land registry extract is for information purposes and reflects the basic content of the Registry regarding current owners, rights and encumbrances at the time it is issued. When formal proof of the Registry content is required, an official certificate may be necessary.
Further information resources
- General Council of Notaries — Buying a home
- Registrars of Spain — Differences between a land registry extract and an official registry certificate
- Bank of Spain — Taking out a mortgage
- Catastro Electronic Office — Consultation and certification of cadastral data
- BOE — Royal Decree 390/2021 on the certification of energy efficiency
- General Council of Notaries — Homes and real estate