House file

The property file (also known as a building file or property dossier) is a comprehensive collection of all documents pertaining to a residential or commercial property-ranging from the original building permit and maintenance contracts to invoices for repairs and renovations. A complete and well-maintained property file is invaluable when selling, financing, filing an insurance claim, or undertaking energy-efficient renovations. While the owner is not legally required to maintain a property file, missing documents can reduce the sale price and lead to liability risks.

Contents of a Complete Property File

An exemplary property file contains:

• Legal documents: Land registry extract, information on encumbrances, cadastral map, declaration of division (for condominium associations), leasehold agreement
• Building permits and plans: Building permit notice, floor plans, sections, elevations, structural analysis
• Energy efficiency documents: Energy performance certificate, heating system documentation, chimney sweep reports
• Maintenance and inspection reports: Heating, elevator, lightning protection, fire extinguishers, smoke detectors
• Invoices and warranty documents: for all maintenance and modernization measures
• Insurance policies: building insurance, homeowner’s liability insurance
• Rental documents (if the property is rented): lease agreements, security deposit receipts, utility bills

In addition, for buildings with specialized technical systems-such as photovoltaic systems, heat pumps, elevators, or ventilation systems-the corresponding installation and acceptance reports, as well as maintenance contracts, should be included in the file. Proof of energy consultations or government subsidies should also be part of a complete documentation package.

Property File for Real Estate Sales

A complete property file increases a property’s appeal to prospective buyers and significantly simplifies the due diligence process. During the financing review, banks regularly request building permits, floor plans, and the energy performance certificate. If these documents are missing, the sales process is delayed or the buyer demands a risk discount. In marketing, we as real estate agents can positively highlight a complete property file as a quality feature.

Buyers who receive comprehensive documentation spend less time on their own research and feel more secure when closing the deal. This reduces price negotiations based on uncertainties and speeds up the decision to buy. Institutional investors and capital investors, in particular, who are evaluating multiple properties simultaneously, especially value structured and complete documentation.

Digital Property File and Structured Filing

More and more owners are maintaining their property files digitally-in cloud storage services or specialized property management apps. Digital filing enables quick access, prevents loss due to fire or water damage, and facilitates the handover to heirs or buyers. We recommend a clear folder structure and naming files with dates and categories so that third parties can also find their way around quickly.

A practical digital structure could include the following main folders: Legal, Building Engineering & Plans, Energy & Building Services, Maintenance & Logs, Insurance, Leases, and Invoices & Receipts. Within each folder, sort documents chronologically so that the current status is always visible at a glance. Important documents such as the land registry extract should also be kept in paper form in a secure location.

Practical Tip for Property Owners in Nuremberg and Franconia

In Nuremberg and the surrounding region, we often receive only incomplete documentation when purchasing properties. Missing building permits can be requested from the Nuremberg City Planning Office for a fee; land registry extracts are available through the local court or a notary. We recommend creating the property file immediately after purchase and maintaining it consistently-especially after every contractor job, every renovation, and every tenant change. For sellers, we can provide a checklist of required documents upon request.

Especially for older buildings in Nuremberg neighborhoods such as Gostenhof, St. Johannis, or the Südstadt, documents from the post-war period or from renovation phases in the 1970s and 1980s are often missing. Obtaining these documents takes time, but it is time well spent: Complete documentation of the building’s condition protects the seller from liability claims and increases the achievable sale price.

Frequently Asked Questions

Where can I obtain missing building permits for my house?

Old building permits are kept at the relevant municipal or city building archive. In Nuremberg, the City Planning Office is the point of contact; in surrounding municipalities, it is the respective district offices. Reproducing older plans often incurs a fee and can take several weeks.

Do I have to hand over the property file to the buyer?

There is no legal obligation to do so, but it is customary and professional to provide the buyer with all available documents. The handover of the property file can be explicitly agreed upon in the purchase contract. Any missing documents should be transparently disclosed to the buyer.

How long should I keep documents in the property file?

Building permits, floor plans, and structural documents should be kept permanently-they remain relevant throughout the building’s entire lifespan. Invoices from contractors and maintenance records should be kept for at least 10 years (statutes of limitations for warranties, tax retention requirements).

What happens if documents are missing in the event of an insurance claim?

If documents such as construction plans or proof of renovation work are missing, disputes with the insurance company may arise in the event of a claim. The insurance company may reduce or deny benefits if the extent of the damage cannot be documented. A complete property file is therefore also indispensable from an insurance perspective.

Property Files and Real Estate Sales - An Underestimated Value Driver

A complete and well-organized property file is a real advantage when selling real estate. Buyers who receive comprehensive documentation gain confidence in the property’s condition and spend less time conducting their own research. This accelerates the purchase decision and reduces the risk of price negotiations based on uncertainties.

In our experience as real estate agents in the Nuremberg metropolitan area, we regularly find that sellers with a complete property file sell faster-often within a few weeks instead of several months. We assist sellers in compiling the relevant documents and obtaining any missing documents from government agencies or utility providers. A well-maintained property file is not only valuable for the sale: it also helps ensure that the right documents are quickly at hand in the event of an insurance claim and allows for the expert planning of maintenance measures.

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