What documents do I need to prepare when selling my house with a mortgage?

Your conveyancer will assemble the sale file from several sources, but you should also request a few documents directly so missing information does not delay the transaction. The most important distinction is between evidence of the mortgage balance, evidence of your legal ownership and the forms that disclose information about the property.

Mortgage and lender documents

• Ask the lender for a current mortgage statement showing the outstanding balance, account number and any applicable early repayment charge.
• Request a formal redemption statement when the sale is progressing. This states the amount required to repay the mortgage on a specified date and may include daily interest, administration charges or other secured borrowing.
• Tell the conveyancer about any further borrowing secured against the property, such as a second charge or secured loan. Separate settlement information may be needed for each charge.
• Keep correspondence confirming the lender’s requirements for repayment or discharge. The conveyancer will normally use the sale proceeds to settle the secured borrowing and arrange removal of the charge from the title.

A mortgage statement is not always the same as a final redemption statement. The balance can change between the two because of interest, payments and charges, so do not rely on an old figure when calculating the funds needed to complete.

Legal and conveyancing paperwork

• Complete the seller’s property information form, commonly known as a TA6. It asks about matters such as alterations, disputes, notices, boundaries, access, flooding, services and restrictions.
• Complete the fittings and contents form, commonly known as a TA10, stating what will remain at the property and what you intend to remove.
• If the property is leasehold, provide the lease, details of the managing agent or freeholder, service-charge and ground-rent information, buildings-insurance details, recent notices and any relevant major-works correspondence. A leasehold information pack may be requested separately.
• Provide documents relating to rights, restrictions, covenants or boundary arrangements if they are not already available from the registered title.

Answer the property forms accurately and consistently. If you are unsure about a past alteration, dispute or arrangement, tell your conveyancer rather than guessing. The buyer may rely on the information, and an inaccurate answer can lead to further enquiries or a claim after completion.

Evidence for alterations and property features

• Building-regulation completion certificates, planning permissions, listed-building consents and certificates for relevant alterations.
• Electrical, gas, heating, window, roofing or other installation certificates where available.
• Guarantees, warranties, maintenance records and transferable service plans for works or equipment.
• Documentation for extensions, loft conversions, conservatories, solar installations, replacement windows and other improvements that may prompt questions from the buyer’s solicitor.

If a certificate cannot be found, tell the conveyancer early. Depending on the circumstances, they may investigate whether a replacement document, regularisation application or indemnity policy is appropriate. Do not commission a policy or make an application without taking legal advice, because contacting an authority can affect the availability of some insurance solutions.

Documents for particular ownership situations

Where ownership or authority to sell is affected by a specific circumstance, extra evidence may be required. This can include a grant of probate and the will for an estate sale, a court order or transfer document following relationship breakdown, or a power of attorney where someone is signing on the owner’s behalf. The exact requirements depend on the registered proprietors and the legal authority being relied upon.

For jointly owned property, check who is named as the registered owner and how the beneficial interests are held. If a proprietor has died, cannot sign, or is not participating in the sale, raise this before agreeing a completion date.

How to prepare the paperwork

1. Create a document folder containing original paperwork and clear copies, keeping separate files for the mortgage, title, lease, alterations and personal circumstances.
2. Use the title register and title plan supplied by the Land Registry or your conveyancer to check names, addresses, ownership and registered charges.
3. Check that names match across the title, mortgage account and identity documents. Differences caused by marriage, divorce or a change of name should be explained with supporting evidence.
4. Record the dates and contact details for lenders, managing agents, insurers, contractors and authorities mentioned in the documents.
5. Send documents through the secure method requested by the conveyancer and retain copies. Do not post irreplaceable originals unless specifically instructed.

Your solicitor or conveyancer will obtain some official information independently, including updated title information and searches where appropriate. You remain responsible for disclosing relevant facts and supplying documents in your possession. A cash buyer may not require the same lender-related process as a mortgaged buyer, but an outstanding mortgage still has to be repaid and the legal title still needs to be transferred correctly.