Key point
A folder is useful when every uncertainty becomes a named task. This is an original illustrative exercise, not a real client’s documents or a completed legal review. We work through one fictional apartment, turn conflicting information into a task sheet, and prepare a factual listing draft and viewing plan.
The starting file: one apartment and five questions
The fictional owner wants to publish an apartment advertised as ‘100 m², private garage, ready to sell’. The tax record instead lists 84 m² of private gross area and 12 m² of dependent gross area. A property registration record names two owners and a mortgage. A photograph shows a covered parking space, while the energy certificate copy is out of date. None of these invented details belongs to a customer or the Santa Cruz listing.
The first task is to match the property and unit across the records. Then separate a missing document from a contradiction: missing current certificate, different area labels, unsupported garage wording, co-owner availability and a mortgage process to arrange. ‘Documents checked’ is not a useful status until these questions have an owner and evidence.
Convert each uncertainty into an action
Keep this worksheet private. Record the actual document date, property identifier and who will resolve the question. An unresolved row should not silently turn into a claim in the advert.
| Question | Starting observation | Next action | What can be said now |
|---|---|---|---|
| Same unit? | The folder contains a tax record and registry record | Match location, article, unit and property description | No document-completeness claim until matched |
| Floor area? | Draft says 100 m²; tax record says 84 + 12 with different labels | Keep the definitions; compare underlying records and ask a professional about any mismatch | Do not call the sum usable area |
| Garage or parking? | Photo shows a covered space | Check the title and plans and identify exclusive/shared use | Describe only the supported parking arrangement |
| Energy information? | The available certificate copy is outdated | Obtain current certificate information or confirm the applicable exception | Do not reuse the old class as current |
| Who signs? | Two names appear in the registry | Confirm ownership, authority and availability with the professional handling the transfer | Do not promise a date from one person’s diary |
| Mortgage? | A mortgage is still registered | Ask the lender and completion professional for the repayment/discharge sequence | Do not advertise as unencumbered |
Use each document for its actual purpose
The Tax Authority describes the caderneta predial as identifying the property, its characteristics, owners and taxable value; its stated validity is 12 months. The Land Registry certificate concerns the registered legal position and pending applications. One does not replace the other. A current-looking date also does not resolve different unit descriptions.
For this exercise, copy ‘84 m² área bruta privativa’ and ‘12 m² área bruta dependente’ into separate fields. Adding them gives 96 m² arithmetically, but does not turn that sum into área útil or prove that the advert should use a particular total. If a portal has only one ambiguous area field, clarify its definition before choosing a value.
For the energy row, use current certificate information and the applicable advertising rules. ADENE provides specific guidance on displaying the energy class. A certificate is not evidence that every alteration has municipal approval. Keep an enclosed balcony or changed layout as a separate technical/document question.
Prepare a narrower, supported listing draft
The fictional opening ‘100 m², private garage, ready to sell’ combines three claims that the file does not support. A safer working draft is: ‘Apartment with a living room opening onto the balcony, separate kitchen and a covered parking space. Viewing by prior arrangement.’ It deliberately leaves out uncertain area labels, ownership of the parking space and legal readiness.
This wording is a draft, not permission to publish while mandatory information is missing. Before publication, confirm the parking description and required energy information, complete the essential property facts, and have relevant legal or technical questions reviewed. Price, location and room count must come from the real property, not this example.
Link every important claim to evidence in the private worksheet: room layout to current photos and plans; parking to the relevant record; area to a named definition; renovation work to the actual scope and supporting records. ‘Renovated’ should not imply that structural, roof or electrical work was done when only painting was completed.
Make a photo and viewing plan the owner can deliver
Use photographs to explain the same supported facts: living room and balcony connection, kitchen, each room, bathrooms, access and parking. Label communal areas clearly. Photographs show appearance; they do not replace documents or justify removing a defect from the description.
An illustrative diary offers Wednesday 18:00-19:00 and Saturday 10:00-12:00, with appointments confirmed individually. Name the person who holds the keys and a backup; record tenant or occupant constraints and avoid publishing access instructions. A buyer asking about an unresolved document gets a recorded question, not a guessed answer.
The useful result is a task list and a service decision
For this example, the file is not ready to be labelled complete. The next actions are current energy information, supported area and parking descriptions, confirmation of both owners’ authority, and an agreed mortgage/completion sequence. Keep a responsible person and next date beside each. That is a practical output, not a guarantee that a sale can legally complete.
If you can provide suitable photos and host viewings, Online Sale may fit the advertising work after suitability is checked. If access, technical questions or completion coordination remain unresolved, compare the appropriate support first. There is no reason to commit to a service purely to make the worksheet look finished.
An initial request needs the essential property details and a description of the open questions. Do not paste identity documents, tax numbers, access codes or unredacted records into a public listing. IMOJA’s initial review is free; it does not itself mean your property has passed a legal audit or that you have purchased a plan.
Send the essential details for a free initial review
Official sources
Rules and data can change. Check the latest version of each source and how it applies to your property and transaction.
Thinking about selling?
Send us the property details and your preferred timing. We will review them and explain the suitable options before you pay or sign anything.
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