What documents are required for a probate estate valuation?

The documents needed for a probate estate valuation are generally those that establish the property’s identity, legal status, condition and value at the relevant valuation date. The exact list depends on the property and the purpose of the report, but a valuer will usually need supporting evidence rather than relying solely on a physical inspection.

Evidence of the date of death and authority to provide information

• A copy of the death certificate may be requested to confirm the date to which the valuation relates.
• The valuer may ask for the name and contact details of the executor, administrator or solicitor handling the estate.
• Identification for the person instructing the valuation can be required under professional or anti-money-laundering procedures.

The valuation date is important because probate valuations commonly assess the property’s open-market value at the date of death, rather than its value when the report is commissioned. If the property has changed since then, records showing the timing and nature of those changes can help the valuer distinguish the original condition from later alterations.

Planning and building-control records

• Planning permissions for extensions, conversions, changes of use or other material alterations.
• Building-regulation completion certificates, where applicable.
• Certificates for specialist work, such as electrical installation, replacement windows, roofing, damp treatment or structural repairs.
• Any notices relating to enforcement, breaches of planning control or restrictions affecting future use.

These records can affect the valuer’s assessment of the property’s accommodation, condition and marketability. If an extension or conversion has no clear approval trail, the valuer may need to qualify the report or recommend further legal investigation.

Condition and repair information

• Recent building surveys, structural engineer reports or specialist inspections.
• Invoices, guarantees and warranties for significant works.
• Reports concerning subsidence, damp, asbestos, roof defects, timber problems, drainage or other known issues.
• Details of insurance claims, ongoing remedial work or disputes with contractors.

A valuation is not a substitute for a full building survey. However, reliable information about defects allows the valuer to take apparent repair liabilities into account and reduces the risk of an assessment being based on incomplete information.

Information about occupation and restrictions

• A current tenancy agreement, if the property is occupied by tenants or subject to a licence.
• Details of notices served, rent arrears, deposits, possession proceedings or other occupancy issues.
• Any management-company correspondence affecting a flat or shared development.
• Statements showing service charges, reserve-fund contributions, major works or planned expenditure.

Occupancy can influence both the available market and the assumptions used in the valuation. A property subject to a continuing tenancy may not be assessed in the same way as an empty property with vacant possession.

Documents relating to charges and financial interests

• Mortgage or secured-loan statements showing the balance and lender’s interest.
• Correspondence about restrictions, charges, notices or other interests recorded against the property.
• Evidence of overage, clawback, option or other contractual arrangements that could affect a sale.

These documents do not usually determine the property’s gross market value themselves. They help the estate understand the difference between the property’s value and any liabilities or legal arrangements that may affect the net estate.

Information for unusual or higher-risk properties

Additional evidence may be needed for properties with features such as agricultural land, development potential, commercial elements, listed-building status, conservation-area restrictions, private access roads, shared drainage or environmental concerns. Relevant material might include tenancy or grazing agreements, development correspondence, notices from public authorities, specialist reports, rights-of-way documents and maintenance agreements.

Where a property is part of a larger estate or includes land, the valuer may need a clear plan identifying the area being valued. Boundary plans, photographs and details of outbuildings can be particularly useful where the registered description does not fully explain what is occupied or used with the house.

If documents are missing

Do not delay the instruction solely because some records cannot be found. Tell the valuer which documents are unavailable and provide any solicitor’s correspondence, archived papers or official search results that exist. The report should identify important assumptions and limitations, and the personal representatives may need legal advice before relying on an uncertain point.

A practical document pack should therefore contain the available evidence of the valuation date, planning and building work, condition, occupation, charges and any unusual rights or restrictions. Providing documents in an organised form helps the valuer identify issues early and makes it clearer which conclusions are supported by records and which depend on stated assumptions.