Mandatory documents to sell a house in 2026:
- Identification documents of the owners
- Energy Certificate of the property
- Urban Property Tax Record (Caderneta Predial Urbana)
- Use License (not mandatory, but frequently required)
- Land Registry Certificate
- Housing Technical File
- Legal Right of First Refusal
- Declaration of Condominium Charges
Are you ready to sell your home in 2026?
The process of selling a property swiftly and securely begins well before prospective buyers step through the door; it begins with the careful preparation of documentation. Ensuring that all required documents are properly organised from the outset helps streamline the transaction and avoids unnecessary delays at the proposal or deed stage.
Well-structured documentation can significantly influence a buyer’s decision. When comparing two similar properties, buyers will often favour the one that conveys greater security, transparency, and freedom from legal or administrative complications.
This article has been prepared to assist both sellers and buyers in understanding the documentation required for a real estate transaction in Portugal. With this checklist, you can prepare in advance and improve your chances of achieving a faster, simpler, and more efficient sale.
Photo by Romain Dancre – Unsplash
There are two main groups of documents in the process of selling a property. The first includes documents that are not strictly required by law, but are often requested by buyers or the entities involved in the transaction. The second group includes the essential documents needed to formalise the sale.
Among the non-mandatory but highly recommended documents, as they help streamline the process and build greater confidence with the buyer, are:
- Property floor plan;
- Proof of completed works on the property;
- Proof of payment of IMI (Municipal Property Tax);
- Proof of condominium fee payments;
- Licences or authorisations related to alterations or extensions, where applicable.
Although these documents are not always required at the time of signing the deed, they may be requested in advance, particularly in cases involving a mortgage application, where the bank carries out a detailed assessment of the property.
Keeping all documentation organised and up to date is essential to avoid delays, additional information requests, and potential obstacles in the sales process.
Discover the list of mandatory documents for selling a house:
- Identification documents of the owners
It is necessary to present valid identification documents for all property owners (Citizen Card or passport), as well as their tax identification number.
In the case of properties under a marriage regime, ownership and the applicable matrimonial property regime must be confirmed. When there is more than one owner, all must consent to the sale. In inheritance situations, proof of heir qualification and ownership of the property is required.
2. Energy Certificate of the property
Since 2013, the Energy Certificate has been mandatory for property sales in Portugal.
This document assesses the energy efficiency of the property and is issued by duly accredited qualified experts. It includes information on thermal insulation, heating and cooling systems, ventilation, and the property’s energy consumption characteristics, providing a rating on a scale from A+ (most efficient) to F (least efficient).
In addition to being mandatory for sale, the Energy Certificate is valid for 10 years for most residential properties.
Important: issuance costs vary depending on the property and the qualified expert, with no fixed regulated price.
Did you know:
Energy Certificates are valid for 10 years for residential buildings, 10 years for small commercial and service buildings, 6 years for large commercial and service buildings (SCE certificates issued up to 30 April 2015), and 8 years for large commercial and service buildings (SCE certificates issued after 30 April 2015). Also read: Energy Certificate: What it is and what it is for?
Photo by Jcomp – Freepik
3. Urban Property Tax Record (Caderneta Predial Urbana)
Also known as the tax registry certificate, it provides all fiscal information about the property. It is an identification document for the property that can be obtained online (through the Tax Authority Portal) or in person at any service desk of this institution, at no cost. After issuance, the document is valid for 12 months.
In this document, you can find various details about the property, such as:
- Address or location of the property;
- Property owners, including tax identification number, name, and tax address;
- Property identification, namely district, municipality, parish, and tax article number (assigned by the Tax Authority);
- Property description, including the type of property and whether it is under a horizontal property regime;
- Property areas, namely, total land area and building footprint;
- Boundaries (orientation of the property: south, north, east, or west);
- Identification of the autonomous fraction, indicating floor, number, or letter and its location;
- Typology, ownership quota (permilagem), number of floors, and intended use of the property;
- Fraction areas, including private gross area and dependent gross area;
- Property valuation data, such as the year of registration, updated Tax Property Value (VPT), date of update, and the calculation formula used to determine it.
Through this document, the seller can confirm the absence of debts associated with the property and verify whether the correct IMI is being paid. As mentioned, the property’s VPT is included in this document and, if it is outdated, it may result in overpayment. You may also use the simulator available on the Tax Authority Portal to check the accuracy of the IMI amount.
4. Use License (Licença de Utilização)
This document certifies that the property meets all the necessary conditions to be inhabited and complies with current legal standards. It can be obtained at the Municipal Council where the property is located and specifies the purpose of the property, such as housing, commerce, services, or industry.
The obligation to present this document at the time of signing the deed was removed in 2024, under the Urban Simplex measures. However, it is still advisable to keep it available. This document is not required when the property was built before the entry into force of the General Regulation of Urban Buildings (RGEU), i.e., before 1951.
5. Land Registry Certificate
The Land Registry Certificate can be requested online through the Land Registry Online service, at a cost of €15, or in person at a Land Registry Office, at a cost of €20. This document allows you to consult the full history of the property, including all registered records, identify the current owner, and check for any outstanding charges or encumbrances.
6. Housing Technical File
This document describes the technical and functional characteristics of an urban building intended for housing, recorded after the completion of construction, reconstruction, extension, or alteration works. This document is not required for the sale of the property if the dwelling was built before 30 March 2004 or if the Housing Licence was requested before that date. If you do not have the original, you may request a certified copy from the Municipal Council.
Photo by Daniel Mccullough – Unsplash
7. Legal Right of First Refusal
If you intend to sell a property in an area of urban pressure, you must comply with the most recent housing legislation. Since 21 November 2021, this procedure has become mandatory before any transaction.
The Legal Right of First Refusal allows municipalities, autonomous regions, or the State to have priority in purchasing the property. In addition to these entities, tenants and housing and construction cooperatives may also exercise the right of first refusal, as was already the case previously. This measure aims to increase the supply of housing for families in areas of higher urban pressure.
To communicate the intention to sell and comply with the right of first refusal, you must use the Casa Pronta platform of the IRN. The public entities mentioned have 10 days to exercise their right. If no response is given within this period, you may proceed with the transaction with other interested parties.
8. Condominium Charges Statement
Since 1 April 2022, it has been mandatory to present a condominium charges statement when selling a property. This document must be provided at the time of signing the deed of sale.
The statement must be requested from the condominium manager by registered mail at least 15 days before the deed date, and the manager has 10 days to respond.
In this document, the manager must confirm that the current owner has no outstanding debts to the condominium. If there are any debts, it must be specified who will be responsible for their payment. The document must also include the current condominium fees for each unit and the respective payment deadlines.
Prepare a list of all required documents—eight mandatory and four optional—and ensure they are readily available for the buyer. Act now by compiling and organising these documents before starting the sales process.
Organise all documentation in advance to expedite the sale process. Seek help from a real estate professional to minimise risks and accomplish a smooth, secure transaction. Act now to ensure a safe, efficient property sale.
