How do I transfer keys and documents?
Do NOT hand over keys or sign papers until you follow this Milton-specific checklist.
Quick, Headline Version: How do I transfer keys and documents?
You close. The lawyers register the sale. Keys get released. But in Milton, ON, the timing, forms, and local steps matter. Skip one step and you risk lost funds, broken contracts, or a moving day nightmare.
Why this matters — plain and direct
Moving day feels simple until it isn’t. Money, title, and access all change hands at once. In Ontario the legal transfer happens at closing through licensed lawyers or notaries. The keys and the physical access are often left to agents, but the legal transfer of title is the lawyer’s job. If keys are released too early, buyers can’t protect themselves. If paperwork isn’t handed over, warranties and municipal obligations get stuck.
This guide tells you the exact, practical actions to transfer keys and documents safely in Milton, Ontario — with local examples and a step-by-step checklist you can use today.
The Milton rulebook — what’s different here
- Legal transfer follows Ontario law: the buyer’s lawyer registers the deed and mortgage at Teranet (Land Registration). In Milton, that same process applies, but local logistics matter: many homes here are new builds, condos, or properties on development lands — so expect builder turn-key schedules, condo management handovers, and Halton Region adjustments.
- Moving trucks, curb access, and parking: Milton’s streets can be tight in older neighbourhoods and busy in new subdivisions. Book a moving spot or a temporary no-parking permit through the Town of Milton if you need exclusive loading space. Check with the town or your moving company ahead of time.
- Utilities and municipal accounts: Milton’s services fall under the Town of Milton and the Region of Halton for some services. Know who serves your property — contact information is essential before possession.
Who does what — roles you must know
- Buyer’s lawyer/notary: Registers the deed, ensures funds cleared, instructs keys to be released.
- Seller’s lawyer/notary: Confirms receipt of funds, removes seller encumbrances, provides documents (warranties, certificates, keys list).
- Real estate agents: Coordinate the physical handover and the final walkthrough. They do NOT replace lawyers.
- Condo property manager/developer: Releases common area fobs, parking stickers, and condo docs.
- Town of Milton / Halton Region: Provides permits, taxes, water/sewer accounts, and any parking or road-use rules for movers.
Step-by-step: How to transfer keys and documents the safe way in Milton
- Confirm closing time and possession date in your Agreement of Purchase and Sale.
- Buyer’s lawyer registers the deed and mortgage. Wait for confirmation of registration.
- Seller’s lawyer receives funds and issues a statement of adjustments.
- Buyer’s lawyer confirms registration and sends instructions to release keys.
- Physical handover occurs: keys, remotes, alarm codes, condo fobs, parking passes, and manual/warranty folders move to buyer.
- Final walkthrough happens before handover if agreed. Document any issues in writing.
Do not let keys change hands before steps 2–4 complete. That’s the short rule.
What to hand over — the documents and items buyers need
- House keys, garage remotes, mailbox keys, alarm codes, and all fobs.
- Appliance manuals and warranties (fridge, furnace, water heater, HVAC service records).
- Property survey (if available) or reference plan.
- Permit records for renovations or pool installations.
- Door and gate codes; gate clickers; pool keys if applicable.
- Condo: status certificate, condo bylaws, parking/locker keys, common area fobs, condo disclosure package.
- Utility account numbers and final meter readings, and any account transfer forms.
- Final certificate of location or survey if available.
Pack these into a single folder or electronic PDF and deliver them at possession.
For sellers: exactly what to do the week before closing
- Verify possession date and time in writing.
- Create a labelled key packet (all keys, remotes, and fobs) and list each item.
- Gather all appliance manuals, warranties, permits, and receipts in one folder.
- Provide condo documents to buyer or their lawyer if condo — confirm status certificate has been ordered and provided.
- Confirm mover parking or short-term no-parking permit with Town of Milton if you need curb space.
- Do a final walkthrough with buyer (or their agent) and note any outstanding items.
- Don’t leave keys with anyone unless instructed by both lawyers in writing.
For buyers: what you must confirm before accepting keys
- Your lawyer has confirmed registration of the deed and mortgage.
- Your mortgage lender’s funds are disbursed and recorded.
- You have the keys list and have verified the number and function of remotes/fobs.
- You’ve received condo documents, permits, and warranties.
- You’ve scheduled utility transfers: electricity, water, gas, internet, and waste collection.
If any of these are missing, don’t accept keys.
Condo-specifics in Milton — extra steps
- Obtain the status certificate and review condo rules and reserve fund documents before closing. Builders or sellers sometimes provide these late; ask your lawyer to confirm receipt.
- Get parking and locker assignments in writing.
- Request gate/entry fobs and visitor parking passes. These often come from condo management — not the previous owner.
New build homes and builder handovers — what changes
- Builder turn-key packages often include builder manuals, warranty documents (Tarion in Ontario), and final occupancy permits. Confirm who provides the keys on notification of completion.
- Builders commonly release keys once final payments are processed and Tarion enrollment and warranty forms are completed.
Practical Milton moving tips — avoid common local mistakes
- Book movers early. Demand for movers spikes around weekends and month-ends in Milton.
- Reserve curb space if your street is narrow. Check the Town of Milton website or contact 905-area town services.
- Forward mail with Canada Post and update your address with Halton Region for waste collection.
- Transfer utility accounts early; Milton Hydro or your local electricity distributor may require a few business days.
Security and liability — the legal truth
- The legal title transfers when the deed is registered. Money and title are coordinated by lawyers.
- Physical keys give access but do not change legal ownership. Releasing keys early without lawyer confirmation exposes sellers and buyers to risk.
- If you must allow early access (e.g., final cleaning), draft a signed occupancy agreement or temporary access letter with liability clauses and insurance proof.
Checklist you can copy and use today
- [ ] Confirm closing time and possession date in writing
- [ ] Buyer’s lawyer confirms registration and sends key-release instruction
- [ ] Seller’s lawyer confirms receipt of funds
- [ ] Final walkthrough done and signed by both parties
- [ ] Key packet prepared and labelled
- [ ] Document packet prepared (warranties, manuals, permits)
- [ ] Condo fobs/parking passes transferred or confirmed
- [ ] Movers booked and curb permit arranged if needed
- [ ] Utilities transfer scheduled
Why clients in Milton trust this approach
This process removes guesswork. Milton’s market mixes new builds, condos, and older homes. Each requires a slightly different handover. Using the lawyer-first, keys-second rule keeps money safe and avoids disputes. It also makes moving day calm and predictable.
If you want help — get the local edge
For hyper-local advice, coordination with condo managers, municipal permits, and one-on-one file checks in Milton, contact Tony Sousa, Realtor. He coordinates agents, lawyers, builders, condo managers, and movers so the keys and documents move only after everything is confirmed.
Contact:
- Email: tony@sousasells.ca
- Phone: 416-477-2620
- Website: https://www.sousasells.ca
FAQ — Short, clear answers about closing and moving in Milton, ON
Q: When exactly do I get the keys?
A: After your lawyer confirms registration of the deed and mortgage and instructs the seller’s side to release keys. That’s the standard in Ontario and applies in Milton.
Q: Can I hand over keys before closing if the buyer wants early access?
A: Only with a signed occupancy agreement and proof of insurance. Never release keys based only on verbal agreements.
Q: Who gives condo fobs and parking passes?
A: Condo management usually issues fobs, parking stickers, and visitor passes. The seller should arrange transfer with management before possession.
Q: Do I need a moving permit in Milton?
A: Often you don’t for short stays, but if you need exclusive curb access or a large truck on a narrow street, arrange permits or notify the Town of Milton and local bylaw enforcement ahead of time.
Q: What documents should I expect from the seller?
A: Keys/fobs/remotes, appliance manuals, warranties, permit receipts, surveys (if available), condo documents, and any signed warranties or repair invoices.
Q: What if keys are released and the deed registration later fails?
A: That’s why lawyers coordinate funds and registration before keys move. If an unusual problem arises, contact your lawyer immediately. Don’t assume keys equal ownership.
Q: Who pays for final municipal adjustments and taxes in Milton?
A: Adjustments are calculated and handled in the Statement of Adjustments prepared by lawyers. These account for property taxes, utilities, and condo fees up to possession.
Q: How do I transfer utilities in Milton?
A: Contact your local utility providers and the Town of Milton or Halton Region where required. Schedule transfers a few days ahead of possession.
This is the simple, lawyer-first process that prevents money and legal headaches. If you’re closing or moving in Milton and want a local pro to oversee the handover — contact Tony Sousa at tony@sousasells.ca or 416-477-2620. He’ll make sure keys and documents move when they should, not before.
