What Paperwork Do I Need to Sell My House? (Scotland 2026)
- The full selling-paperwork checklist
- The Home Report: your most important document
- Proof of identity and anti-money-laundering checks
- Proof of ownership and the title
- Building warrants, completion certificates and planning
- Guarantees, warranties and certificates
- Mortgage and financial paperwork
- Extra paperwork for flats and shared developments
- Scotland vs England: how the paperwork differs
- How to gather it all: a step-by-step plan
- What the paperwork costs
- Who needs to take most care
- Selling with less paperwork friction: your options
- When each document is needed: a seller's timeline
- The Property Questionnaire: answer it as if you will be quoted on it
- What to do when a document is missing
- What your solicitor handles, and what stays with you
- Quick answers
- The risks of missing or wrong paperwork
- Getting it right, the Scotland-first way
Scotland has its own conveyancing system, and it puts more of the paperwork on the seller at the start than England does. That is good news if you prepare: a well-documented Scottish sale moves quickly from accepted offer to concluded missives. This 2026 checklist covers every document a seller is likely to be asked for, why it matters, who produces it, what it costs and what to do if something is missing.
The full selling-paperwork checklist
| Document | What it is | Who provides it | When |
|---|---|---|---|
| Home Report | Single Survey, Energy Report (with EPC) and Property Questionnaire | Chartered surveyor, plus you for the questionnaire | Before marketing |
| Photo ID and proof of address | Passport or driving licence plus a recent bill or bank statement | You, for every owner on the title | When you instruct a solicitor |
| Proof of ownership | Land Register title number, or Sasine deeds for older titles | Solicitor obtains from Registers of Scotland | At instruction |
| Mortgage redemption statement | Exact sum to clear the loan, including any early repayment charge | Your lender, on request by your solicitor | Before the date of entry |
| Building warrants and completion certificates | Council approval and sign-off for extensions and alterations | Your records or the local authority | Before missives |
| Planning permission | Consent for extensions or change of use where required | Your records or the council planning portal | Before missives |
| Guarantees and certificates | Windows, damp-proofing, timber, roofing, boiler, electrical | Your records or the installer | Before missives |
| Property Enquiry Certificate | Council report on roads, planning and statutory notices | Solicitor orders it | During conveyancing |
| Factor and common-repair information (flats) | Factor details, outstanding charges, agreed repairs | Your factor or co-owners | Before missives |
| Council tax band and utility details | Band, suppliers and meter readings | You | At handover |
The Home Report: your most important document
In Scotland you cannot legally market most homes without a Home Report, and it must be no more than 12 weeks old when the property is first put on the market. It has three parts:
- Single Survey — a chartered surveyor's inspection of condition, with a valuation and repair categories 1, 2 and 3.
- Energy Report — contains the Energy Performance Certificate and improvement recommendations.
- Property Questionnaire — completed by you, covering council tax, alterations, factoring, notices, flooding, disputes and more.
A Home Report typically costs around £400-£800 in 2026, depending on the value and size of the home. The main exemptions are new-build homes not previously occupied, recent conversions, holiday accommodation restricted by planning conditions, properties to be demolished, portfolios, right-to-buy sales and homes sold privately without being marketed. There is no general exemption for executry sales. For the detail, read what a Home Report in Scotland is, and if you are thinking of selling without an agent, whether you need one to sell privately.
A 2026 note on EPCs: Scotland has legislated for a reformed EPC with new ratings and a property report, but the 2026 amendment regulations moved full commencement of the new regime to 30 April 2028. For now, the existing-style EPC inside your Energy Report remains what you use when selling.
Treat the Property Questionnaire as a legal statement
The questionnaire is the part sellers rush, and the part that causes the most trouble later. A buyer is entitled to rely on it, so a careless or false answer about alterations, flooding, damp, disputes or notices can support a misrepresentation claim after settlement. If you are unsure, say so and give dates and detail. Our guides on disclosing damp and declaring flooding show how to answer the tricky questions.
Proof of identity and anti-money-laundering checks
Your solicitor must verify your identity under the Money Laundering Regulations before acting. Expect to provide a passport or driving licence and a recent utility bill, bank or council tax statement, usually dated within the last three months, for every person on the title. Many firms now use electronic ID checks. Extra paperwork is needed where the seller is not an individual:
| Seller | Extra documents usually needed |
|---|---|
| Executor selling an inherited home | Confirmation from the sheriff court and the executors' IDs |
| Attorney selling for someone else | The registered power of attorney |
| Limited company | Certificate of incorporation, board minute authorising the sale, director IDs |
| Trustees | The trust deed and all trustees' IDs |
| Separating couple | Both owners' IDs and, where relevant, spousal consent or a renunciation of occupancy rights |
| Landlord with a tenant in place | Tenancy agreement, deposit protection details, landlord registration number |
If you are selling as an executor, start with selling a property in executry; if you are separating, see selling a house after a breakup.
Proof of ownership and the title
Most Scottish homes are now on the digital Land Register held by Registers of Scotland, where a title number identifies the property and your solicitor can obtain the title sheet. Older titles may still sit in the Sasine Register, where the paper deeds matter more and the sale will trigger first registration. Deeds held by a lender or former solicitor can take weeks to retrieve, so ask for them as soon as you decide to sell. Your solicitor uses the title to check boundaries, burdens and servitudes, to draft the disposition that transfers ownership, and to lodge an advance notice that protects the buyer while the deal settles.
Key takeaways
- The Home Report is compulsory for most sales, must be under 12 weeks old at first marketing, and typically costs about £400-£800.
- Every owner needs photo ID and proof of address; executors, attorneys, companies and trustees need extra documents.
- Your solicitor obtains the title from Registers of Scotland and drafts the disposition.
- Missing building warrants or completion certificates are the most common cause of missives stalling.
- Flats need factor, common-charge and common-repair information; Scotland has no leasehold.
- An auction still needs a Home Report and a solicitor, but a buyer who pays a 10% SaleLock deposit on the day leaves little room for a missing document to derail the sale.
Building warrants, completion certificates and planning
Buyers' solicitors in Scotland check that significant work to the house was done with the right consents. That means a building warrant and a completion certificate from the council for extensions, loft and garage conversions, removed load-bearing walls and many replacement windows, plus planning permission where it was needed. Missing sign-off is the single most common reason missives stall. The fixes are, in order of preference: find the original paperwork; apply to the council for a late completion certificate; or, where the risk is low, provide title indemnity insurance. Read selling a house without a building warrant and what happens to indemnity insurance when selling.
Guarantees, warranties and certificates
| Document | Why buyers ask for it | If you cannot find it |
|---|---|---|
| Window certificate (e.g. FENSA or CERTASS) | Confirms compliant installation | Ask the installer or the scheme for a copy |
| Damp-proofing and timber guarantees | Transferable cover for treatment work | Contact the contractor or the guarantee body |
| Boiler installation and service records | Evidence of safe, registered work | Gas Safe register records or the installer |
| Electrical Installation Condition Report or rewiring certificate | Evidence of a safe installation | Commission a new EICR if needed |
| Roofing, underpinning or structural guarantees | Reassurance on major repairs | Engineer's report or contractor records |
| Solar panel paperwork | Ownership, MCS certificate and any lease | See our solar panels guide |
| Septic tank registration | Private drainage must be registered with SEPA | Register before you sell |
None of these are legal requirements for a sale in themselves, but a buyer's solicitor will ask, and gaps become negotiating points. For the specialist cases, see selling with a septic tank and selling with solar panels. Landlords must also be able to show gas safety and electrical compliance for the tenancy; see selling without a gas safety certificate.
Mortgage and financial paperwork
Your solicitor will request a redemption statement from your lender showing exactly what is owed on the date of entry, including any early repayment charge, so the standard security can be discharged from the price. Have your lender name and account number ready. A second charge, secured loan or inhibition against you must also be cleared before clean title can pass — see selling a house with a secured loan. If you bought with a shared-equity scheme, the Scottish Government's share has to be repaid too; see selling with a shared equity loan.
Extra paperwork for flats and shared developments
Scotland has no leasehold, so there is no lease to assign. Instead, the title deeds and the Tenement Management Scheme govern shared roofs, stairs and grounds. Buyers will want the factor's name, a statement of any outstanding common charges, details of repairs that have been agreed or instructed, and any insurance arrangements for the building. Under the Tenements (Scotland) Act 2004 a new owner can become jointly liable with the seller for common-repair costs that were already due, which is why buyers' solicitors insist on this information. For blocks with external wall cladding, expect questions about the building's assessment status. Read selling a flat with outstanding common repairs and mortgages on flats with cladding.
Scotland vs England: how the paperwork differs
| Paperwork | Scotland | England and Wales |
|---|---|---|
| Survey | Home Report provided by the seller upfront | Buyer commissions their own survey |
| Energy certificate | EPC inside the Energy Report | Separate EPC |
| Seller disclosure form | Property Questionnaire | TA6 and TA10 forms |
| Building work sign-off | Building warrant and completion certificate | Building regulations completion certificate |
| Flats | Title burdens, factor and tenement rules | Lease, management pack and ground rent |
| Binding point | Conclusion of missives | Exchange of contracts |
If you are selling in one country and buying in the other, see selling in England and buying in Scotland.
How to gather it all: a step-by-step plan
| Step | Action | Typical time |
|---|---|---|
| 1 | Instruct a Scottish solicitor and provide ID for every owner | 1-3 days |
| 2 | Commission the Home Report and complete the Property Questionnaire | A few days to 2 weeks |
| 3 | Ask your lender or former solicitor for any paper deeds | 1-4 weeks if needed |
| 4 | Collect warrants, completion certificates, planning consents and guarantees | 1-2 weeks |
| 5 | For a flat, request the factor's statement and common-repair details | 1-2 weeks |
| 6 | Resolve gaps: late completion certificate, replacement guarantee or indemnity policy | Days to several weeks |
Most of this runs in parallel, so a well-organised seller can be market-ready in one to two weeks. For the full order of play, read our step-by-step guide to selling in Scotland.
What the paperwork costs
| Item | Typical 2026 cost | Notes |
|---|---|---|
| Home Report | About £400-£800 | Varies with value and size |
| Conveyancing | About £700-£1,500 plus VAT | Covers missives, disposition and registration |
| Property Enquiry Certificate and searches | Usually a modest fee, often built into the solicitor's outlays | Varies by council |
| Redemption statement | Usually free | Early repayment charges are separate |
| Late completion certificate | Council fee plus any remedial work | Depends on the work involved |
| Title indemnity insurance | Usually a modest one-off premium | Only for low-risk defects |
See the full cost of selling a house in Scotland for every line, and why you need a solicitor.
Who needs to take most care
- Executors, who cannot sell or transfer until Confirmation is granted.
- Owners who extended or altered the home without a warrant or completion certificate.
- Flat owners with factor arrears, disputed common repairs or cladding questions.
- Owners with a second charge, inhibition, shared-equity loan or negative equity.
- Landlords selling with tenants in place — see selling a tenanted property.
- Separating couples, where both owners must sign and occupancy rights may need to be dealt with.
Selling with less paperwork friction: your options
| Route | Paperwork needed | What it means for you |
|---|---|---|
| Open-market sale | Full Home Report and full conveyancing | Every gap can be raised during missives and can delay the date of entry |
| Auction with SaleLock | Home Report and a legal pack prepared upfront | Buyers bid knowing what is in the pack and commit on the day with a 10% deposit |
| Cash house-buying company | Often lighter enquiries | Typically around 75%-85% of market value |
An auction does not remove the paperwork, but it moves it to the front. Your legal pack is ready before bidding, so buyers price in any gaps rather than renegotiating later. Read what is in an auction legal pack.
When each document is needed: a seller's timeline
Knowing what you need is only half of it; knowing when is what keeps a sale moving. Preparing in the wrong order is a common reason for avoidable delay.
| When | Paperwork to have ready | Why then |
|---|---|---|
| Before you list | Home Report instructed, title deed details, proof of identity, mortgage lender details | The Home Report must be available from the day you market the property |
| While marketing | Property Questionnaire answers, warrants and certificates, guarantees, factor details for flats | Buyers' solicitors will ask for them as soon as an offer is in view |
| At offer stage | Solicitor instructed, anti-money-laundering evidence supplied | Your solicitor needs these before they can conclude missives |
| During missives | Answers to the buyer's solicitor's enquiries, any missing paperwork or indemnities | Gaps raised here can delay the date of entry |
| Before settlement | Discharge of your mortgage arranged, keys and meter readings, final utility details | The funds and the keys change hands on the date of entry |
If you are selling an inherited home, add the Confirmation to the list. Our guide on selling inherited property covers that route.
The Property Questionnaire: answer it as if you will be quoted on it
The Property Questionnaire is a form the seller completes, covering matters such as alterations, council tax band, any notices, guarantees, and whether work has been done under warrant. It is not part of the Home Report but is usually supplied with it, and buyers' solicitors rely on it.
Treat every answer as a statement a buyer may act on. If you are unsure, check your own paperwork or ask your solicitor rather than guessing. An inaccurate answer is a potential misrepresentation claim after settlement, and a vague answer invites further enquiries that slow the sale. If the honest answer is awkward, say so plainly and let the price reflect it. Our guides on disclosing damp and declaring flooding show how to word difficult answers.
What to do when a document is missing
Lost deeds, absent warrants and missing guarantees are normal, and each has a standard remedy. The table lists the common gaps and the usual routes, which your solicitor will confirm for your case.
| Missing item | Usual route | Typical effect on the sale |
|---|---|---|
| Title deeds | Your solicitor checks the Land Register record, which is the official title in most cases | Usually low impact if the registered title is clear |
| Building warrant or completion certificate | Apply for a retrospective warrant or letter of comfort, or seek an indemnity | Can delay missives; see our guide to selling without a building warrant |
| Gas or electrical certificate | Commission an inspection and certificate | Quick to fix and removes a common enquiry |
| Guarantees for damp, timber or windows | Contact the installer, or disclose that none exist | Buyer's solicitor may ask for an indemnity |
| Factor or common-repair information for a flat | Ask the property factor or owners' association for a statement | Often needed before a flat can complete |
| Proof of identity | Provide current photo ID and proof of address to your solicitor | Required before your solicitor can act |
The key point is not to hide a gap. A buyer's solicitor will find it, and finding it late costs you time and negotiating position. Raising it early and offering a remedy keeps control with you. Our guide to what happens to indemnity insurance when selling explains how cover can bridge some title and warrant issues.
What your solicitor handles, and what stays with you
In Scotland the solicitor does the legal work on the sale, including concluding missives, preparing the disposition and managing the funds. But they can only work with what you supply. Sellers sometimes assume the solicitor will chase every document; in practice, the faster you provide yours, the faster the sale moves. See our guide on whether you need a solicitor for what the role covers.
- You provide: identity evidence, mortgage details, any warrants and guarantees you hold, and honest answers to the questionnaire.
- Your solicitor provides: the legal checks, the missives, the disposition and the settlement of funds.
- The estate agent or auctioneer provides: marketing, viewings and negotiation, but not legal advice.
Quick answers
Do I need an EPC? Yes. The Home Report includes the Energy Performance Certificate, so it is part of the single package.
Do I need a Home Report for an auction? Yes, and the legal pack is prepared alongside it. See what is in an auction legal pack.
How long is a Home Report valid? Practice varies, and a fresh one is often advisable if it has aged or the property has changed. Ask your solicitor or agent.
Can I sell without some of these documents? Often yes, but missing paperwork usually means a lower price, a delay or a condition. Preparing it first is almost always cheaper.
If you would rather have the preparation handled, request a free valuation and we will explain how the auction route sequences the paperwork.
The risks of missing or wrong paperwork
- Delay. Missing warrants, lost deeds or an out-of-date Home Report can stall missives for weeks.
- Renegotiation. A buyer who finds a gap late may ask for a price reduction.
- Collapse. A lender may refuse to lend until an issue is resolved, and the buyer walks away.
- Liability. An inaccurate Property Questionnaire can lead to a misrepresentation claim after settlement.
- Cost. Retrospective fixes are almost always dearer than getting the paperwork right first time.
Getting it right, the Scotland-first way
Scotland's system puts the burden of preparation on the seller, which rewards anyone who gathers the paperwork before listing. At Scotland Property Auction we help sellers go from valuation to a completed sale with the documents handled properly: a Home Report in place, a Scottish solicitor, more than 11,000 registered buyers, a 10% SaleLock deposit securing the buyer, no fee if it does not sell, and completion in around 28 days once the gavel falls. Start with a free, no-obligation valuation in 60 seconds, or see how selling at auction works.
Founder & Director of Scotland Property Auction. Julie has spent over a decade helping Scottish homeowners, landlords and executors sell property quickly at auction — covering Home Reports, missives, repossession and the modern method of auction.
More about Julie →✔ Last reviewed June 2026 by Julie McAndrews. We keep our guides current with Scottish property law and market conditions.