What documents do I need to give the real estate agent?
Selling in Georgetown? Here’s every document your agent will ask for — don’t go to closing unprepared
Stop guessing. Get the right paperwork and close clean.
If you’re planning to sell a home in Georgetown, ON, paperwork isn’t optional. It determines price, speed, and whether you walk away clean or with last-minute deductions. This guide cuts the fluff and gives a practical, step-by-step checklist of every document your real estate agent will want — plus who needs what, when, and why in the Ontario system.
I work with sellers in Georgetown every week. Prepare these documents now and you’ll sell faster, reduce risk, and keep more money at closing.
The core documents your agent will need immediately
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Valid government ID
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Why: Brokerage must verify identity for offers and closing paperwork.
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Bring: Driver’s license and a second piece (passport or health card).
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Proof of ownership / Property deed / Land title copy
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Why: Confirms you have legal authority to sell. Your agent and lawyer will request this.
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Where to get it: You or your lawyer can pull title from the Ontario Land Registry or your closing documents from when you bought the home.
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Recent mortgage statement and mortgage lender contact
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Why: Your agent needs the exact mortgage balance and lender details to estimate payout figures.
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Action: Request a mortgage payout statement — your lawyer will use this at closing.
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Property tax bill (most recent)
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Why: Shows tax adjustments, assessments, and municipal roll number used for closing adjustments.
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Utility bills and usage history (last 12 months if possible)
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Why: Helps set accurate closing adjustments for hydro, water, gas.
Listing and marketing documents your agent will prepare — but they’ll still need info from you
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Seller Property Information Statement (SPIS) or a written property disclosure
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Why: Honesty speeds sales and reduces legal risk. Disclose renovations, water issues, leaks, pests, past insurance claims, and any known defects.
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Tip: Don’t guess. If you’re unsure about past work or repairs, ask your agent to recommend a tradesperson or your lawyer.
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Keys, remotes, and alarm codes
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Why: Necessary for showings and inspections. Missing keys cost time and trust.
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Receipts and permits for renovations and repairs
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Why: Buyers and inspectors will ask. Building permits and final inspection certificates show work was done to code.
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Warranties and manuals for appliances, HVAC, roof, and recent systems
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Why: Buyers want reassurance. Transferable warranties boost value.
Documents specific to condos, townhomes, and multi-unit properties in Ontario
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Status Certificate (condos)
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Why: Legally required for a condo sale. It includes financial statements, bylaws, common expenses, and any special assessments.
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Who orders it: Usually the seller or the seller’s agent. There is a fee, and the condo corporation provides it within a statutory timeframe.
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Lease agreements (if tenants)
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Why: Buyers need to know rental rates, lease terms, security deposit details, and tenant rights. Ontario tenant laws survive sale — buyers take on existing leases.
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Commercial or multi-unit compliance documents
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Why: Zoning, occupancy limits, and business licenses may affect value and buyer pool.
Legal and closing documents your lawyer will need (give to agent early so they can prepare)
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Agreement of Purchase and Sale (APS)
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Why: This is the core contract. Your agent drafts the listing and helps negotiate the APS. Keep a signed copy for your records.
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Survey or Certificate of Location
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Why: Confirms property boundaries and structures. Older homes often need updated surveys to avoid disputes.
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Tip: Buyers sometimes request an up-to-date survey; provide what you have and be ready to order one if required.
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Easements, right-of-way, and encumbrance records
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Why: These affect title and buyer financing. Full disclosure avoids surprises.
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Municipal compliance letters or occupancy permits (if required)
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Why: Some municipalities require proof of bylaw compliance. Check Halton Hills / Georgetown municipal requirements for accessory units, pools, or additions.
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Environmental reports and septic/well documentation (if applicable)
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Why: Rural Georgetown homes may rely on wells and septic systems. Well tests and septic inspection reports are often requested.
Financial documents and special cases
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HST documents (new builds or substantial renovations)
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Why: HST can apply to the sale of new residential properties. If your property is a new build or flipped, consult your accountant and disclose HST status.
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Statement of adjustments estimates
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Why: Your agent and lawyer prepare adjustment sheets for property taxes, utilities, condo fees, and prepaid items.
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Insurance claims history and documentation
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Why: Buyers and insurers will want to know about past damage and repairs.
Practical checklist — what to give your agent right now
- Government ID (photo + second ID)
- Copy of current deed/land title or purchase closing statement
- Latest mortgage statement + lender contact info
- Recent property tax bill
- Utility bills (last 12 months) or meter info
- Keys, remotes, alarm codes
- Receipts, permits, and invoices for renovations/repairs
- Warranties and appliance manuals
- Lease agreements (if rented)
- Status Certificate (condo) — order immediately when listing a condo
- Survey or Certificate of Location (if you have it)
- Any municipal compliance letters or occupancy permits
Give these files as PDFs when possible. Clear digital files speed up listing and shorten buyer due diligence.
Who needs what: agent vs lawyer
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Give your agent: ID, keys, warranties, permits, tax bill, utility usage, disclosure statements, leases, and survey copies. The agent needs these to market the home accurately and advise buyers.
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Give your lawyer: Title deed, mortgage details and payout statement, APS, survey, easements, and any legal documents affecting title. The lawyer handles the legal transfer, registration, and payout.
Agents don’t register title; lawyers do. But agents need accurate documents to avoid delays and renegotiations.
Local rules and timelines for Georgetown, ON sellers
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Status Certificate timeline: Condo corporations in Ontario have a legal timeframe to provide the status certificate after it’s requested. Order it immediately when listing.
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Municipal permits: Halton Hills enforces building permits strictly. If you did renovations without permits, disclose them up front. Unpermitted work often triggers buyer conditions and reduced offers.
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Septic/well: If your property is outside municipal water/sewers (rural Georgetown), get well water tests and septic inspections done early.
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Land transfer tax: Ontario land transfer tax applies on closing. Make sure your lawyer has correct funds from buyer and seller to calculate adjustments.
Common mistakes sellers make — and how to avoid them
- Waiting to order the status certificate for a condo. Result: delayed closings.
- Not getting permits and final inspection certificates in order. Result: buyer demands or price reduction.
- Missing mortgage payout statements. Result: surprise payout penalties or extended closing.
- Hiding defects. Result: legal exposure after closing.
Fix these before you list and you’ll reduce buyer conditions and speed up offers.
Final step: organize and hand off
Make a single folder (digital and a physical backup) labeled “Sale Documents – [Property Address].” Include everything above in PDFs and scans. Give the agent access and provide your lawyer with the legal documents early.
If you want a done-for-you approach, I help Georgetown sellers collect, review, and package every document so listings go live fast and buyers don’t nitpick. Contact tony@sousasells.ca or call 416-477-2620 to start. Visit https://www.sousasells.ca for more.
FAQ — Quick answers for Georgetown sellers
Q: Do I need a survey or certificate of location?
A: Not always, but buyers and lenders often request it. If you have an older survey, disclose it. Expect buyers to ask for a survey on contested boundaries or major additions.
Q: Who orders the status certificate for a condo?
A: The seller or the seller’s agent usually orders it. There’s a fee; the condo corporation must provide it within a statutory window.
Q: What if I don’t have permits for past renovations?
A: Disclose unpermitted work. Your agent will advise whether to obtain retroactive permits or price accordingly. Failure to disclose can lead to legal claims.
Q: How long before listing should I get a mortgage payout statement?
A: Ask your lender for a payout statement as soon as you list. It usually has a limited validity period and is needed for accurate closing figures.
Q: Will I need to provide tenant leases if the property is rented?
A: Yes. Buyers inherit existing leases. Provide copies, rent rolls, security deposit records, and tenant contact info.
Q: Are inspection reports required?
A: Not required, but a pre-listing inspection can eliminate surprises and strengthen your position.
Q: What documents will my lawyer need for closing?
A: Title deed, mortgage details and payout, APS, survey, and any encumbrances or easements. Provide these early to avoid last-minute closing delays.
If you’re selling a home in Georgetown and want a straight, honest plan to get the highest net proceeds with zero surprises, email tony@sousasells.ca or call 416-477-2620. Visit https://www.sousasells.ca for a free seller checklist and local market strategy.
