The 3 Documents That Delay the Sale of Your House (and How to Avoid Them)

Has your home found a buyer, but the signing at the notary's office hasn't happened yet?
Many times, the problem isn't the price, the mortgage, or the negotiation.
It's something more mundane: **documentation that isn't ready when needed**.

A sale in Spain can flow in a matter of weeks…
…or get stuck for months due to a simple pending document.

Here are the **3 documents that most delay a sale** (and how to get ahead).

1. The Energy Performance Certificate: The First Legal Filter

It's not optional. It's not decorative.
The **energy performance certificate** has been mandatory since 2013 to sell a home in Spain.

And without it, there's no signing. It's that simple.

The worst part? Many owners remember to request it when they already have a buyer… and that's when the problems begin.

The technician needs to visit the property, take measurements, issue the report, and register it with the regional body. All of this takes **between 2 and 5 business days** if there are no delays. But if it's August, or there are holidays, it can take longer.

Here are 3 steps to get started without stress:

Find a certifying technician in your city (you can find them on Idealista, habitaclia, or architects' associations).
Request an appointment as soon as you decide to sell (don't wait for a buyer).
Keep a PDF copy and a printed copy for the notary.

2. Nota Simple Registral (Property Registry Extract): What the Buyer's Bank Looks At

This document not only shows who the owner is. It also reveals if the property:

Has a pending mortgage.
Is embargoed.
Has urban planning charges.
Is properly registered in the registry.

In other words: **it's the legal X-ray of your home.**

Everyone requests it: the buyer, the notary, the bank if there's a mortgage. And it must be updated: **less than 3 months old**.

Here's where it all gets complicated:

Inherited properties that haven't been transferred to the current owner's name.
Poorly defined or duplicated registry entries.
Mortgage cancellations that were not registered.

Does this sound like Greek to you? Don't worry. Here's what to do:

Go to registradores.org and request the digital "nota simple" for about 10€.
Check that the owner and the cadastral reference match your deed.
If something doesn't add up, contact your notary or lawyer before continuing to show the property.

3. Certificado de Deuda Cero (Zero Debt Certificate): The Document Nobody Mentions

This document confirms that you are up to date with payments to the homeowners' association.
And **the law requires it to be delivered on the day of signing**. If you don't have it, the sale won't close.

So far, everything seems simple. But getting it isn't always easy.

You depend on other people: the property administrator or the president of the community. And if they're on vacation, sick, or simply don't respond… you'll have to wait.

There can also be unforeseen circumstances: unpaid fees, unregistered special assessments, disagreements among neighbors.

To avoid surprises, do this now:

Write to the administrator requesting the certificate (even if you don't have a buyer yet).
If you have debts, pay them as soon as possible or negotiate with the buyer to deduct them from the price.
Keep the certificate with a recent date (maximum 15 days old).

4. What if One of These Documents Is Missing?

Most likely, the notary will **delay the appointment** or directly **not allow you to sign**.

Furthermore, the buyer may start to suspect:
“Why isn't this ready?”, “Are they hiding something?”, “Should I go ahead?”

And if there's a mortgage involved, deadlines are key. The buyer's bank needs to validate the documentation **days before the signing**. Any delay could mean:

Loss of mortgage conditions.
New appraisal.
Cancellation of the loan.

Is it worth taking that risk for not having a document ready on time?

5. When Should You Prepare These Documents?

Don't wait until you have a buyer.
Don't wait until the day of signing.
Don't wait for anyone to ask you for it.

The most sensible thing is to have everything ready **as soon as you decide to sell**.

This conveys security, professionalism, and speeds up the entire process. Plus, if you work with a real estate agent, you'll make their job much easier.

Think of these documents as **the backpack you should have full when going on an excursion**: if something is missing, you'll stop halfway.

6. How to Organize Your Sales Folder (Practical Template)

So that nothing escapes you, organize your documents like this:

Folder 1: Property

Deed of sale
Owner's DNI/NIE
Last IBI (property tax) receipt

Folder 2: Registry and Legality

Updated "nota simple"
Energy performance certificate
Certificate of occupancy (if applicable)

Folder 3: Community and Payments

Zero debt certificate
Last community fee receipts
Utility bills (direct debit)

Folder 4: Plusvalía and IRPF (Capital Gains Tax and Income Tax)

Updated cadastral value
Original acquisition date
Justifications for improvements (if applying deductions)

Save everything digitally (Google Drive, Dropbox, etc.) and physically. Having it all to hand gives a professional image… and avoids unforeseen events.

7. One Good Final Tip: Act as if You Were Signing Tomorrow

Selling a house is not improvised.
And even less so when money, notaries, and buyers are involved.

Having these three documents ready **makes the difference** between a smooth sale and a frustrating process.

My advice? Act as if tomorrow itself you were going to sign.
That level of preparation will make you stand out… and close faster.