Documents needed to sell a property in Portugal

Key points

There is no identical document pack for every property sale. This guide separates commonly checked records from conditional documents and helps you prepare a file for validation by the professional completing the transaction.

1. The final list depends on the property and transaction

The property type, construction date, alterations, condominium status, charges and representation can change the documents required. Use this guide to prepare, then confirm the final list with the entity completing the deed or authenticated document.

Casa Pronta lists documents used in formalisation and can handle sale contracts, mortgages and registrations at one counter. Preparing early gives you time to resolve inconsistencies.

• Separate general records from conditional documents.
• Check that names, areas and property identifiers are consistent.
• Confirm the final list before scheduling completion.

2. Identity and authority of the parties

Casa Pronta requires civil and tax identification for sellers, buyers and other participants. Also confirm marital status and how each owner participates, as additional signatures or authorisations may be required.

Where someone acts under a power of attorney, through an inheritance, for a company or with co-owners, obtain prior confirmation of the evidence of authority.

• Civil and tax identification of participants.
• Representation documents when a person does not act in their own name.
• Inheritance, co-ownership or company records where applicable.

3. Permanent land registry certificate

The permanent certificate shows current registrations and pending registration applications for the property. Use it to check ownership and identify mortgages, attachments or other registered matters.

The official service allows renewal for six months. Check that the access code is valid and that the description matches the property being sold.

• Confirm owners and the registered property description.
• Identify current and pending registrations.
• Provide a valid access code when requested.

4. Tax property record

The caderneta predial identifies the property, location, characteristics, owners and tax value. The Tax Authority states that it is valid for 12 months and available through the Finance Portal.

Compare it with the land register and the physical property. Do not ignore differences in article number, address, areas or use; ask the competent entities how they should be corrected.

• Obtain a record within its validity period.
• Compare identifiers, location, owners, areas and use.
• Clarify discrepancies before marketing or completion.

5. Energy performance certificate

For buildings covered by the certification regime, the owner provides the certificate at the sale and its number is recorded in the transaction documents. The energy class must also be shown in public marketing where required.

Use the SCE portal to check that the certificate exists, is valid and matches the property. Specific buildings and situations may have their own legal treatment.

• Check the number, validity and property match.
• Provide the PDF to the professional completing the transaction.
• Show the energy class in advertising where required.

6. Licence, exemption and technical file where applicable

Casa Pronta refers to the building technical file, if it exists, and to evidence of the use licence or exemption for the applicable buildings. This does not mean that the same document exists for every property.

Gather documents that explain relevant alterations, extensions or changes of use. Planning status may require municipal, technical or legal confirmation.

• Housing technical file, if it exists.
• Use licence or applicable exemption evidence.
• Records for works or alterations that require explanation or regularisation.

7. Apartments: condominium charges and debt statement

When selling an autonomous unit, the owner asks the condominium manager for a written statement of current charges and any debts, amounts and dates. The law sets a maximum period of 10 days after the request.

The statement is a mandatory supporting document unless the buyer expressly waives it in the deed or authenticated document and accepts responsibility for any seller debt to the condominium.

• Request the statement early from the manager.
• Check current charges, debts and due dates.
• Do not treat a buyer waiver as a consequence-free formality.

8. Mortgage, pre-emption and special situations

If there is a mortgage, coordinate the figures, documents and cancellation or transaction steps with the bank. Casa Pronta can handle sales with financing and mortgages, but the exact process depends on the deal.

Some properties are subject to statutory pre-emption. Tenancies, inheritances, co-ownership, incapacity, representation or company sales may also require specific evidence.

• Contact the bank where secured lending exists.
• Check whether a statutory pre-emption notice is required.
• Obtain case-specific validation for inheritance or representation.

9. Organise the file and complete a final check

Keep readable versions, record the source and validity of each document and avoid sending personal data to recipients who do not need it. Separate completion documents from tax evidence and marketing materials.

Before signing, ask the entity responsible for completion to confirm the final list, the parties, representation powers and the treatment of outstanding charges.

• Name and date files to avoid outdated versions.
• Share only necessary data with legitimate recipients.
• Confirm the complete file before scheduling completion.