Documents You Need When Selling Your Home
Documents You Need When Selling Your Home in Ottawa
Selling a home in Ottawa, Kanata, or Stittsville involves far more paperwork than most homeowners expect. Having the right documents ready before your property hits the market can prevent costly delays, protect you from legal liability, and give buyers the confidence to move forward quickly. Whether you’re selling a family home in Kanata Lakes, a townhouse in Barrhaven, or a rural property near Carp, Ontario has specific legal and transactional requirements that every seller must meet. This guide covers every document you need when selling your home — from the listing agreement you sign with your REALTOR® on day one, to the final transfer papers executed by your lawyer on closing day.
The Listing Agreement
The listing agreement is the foundation of your sale. It is a legally binding contract between you and your real estate brokerage that authorizes your agent to market your property and represent you in negotiations. In Ontario, the standard form used by REALTORS® is governed by the Ontario Real Estate Association (OREA), and it sets out the listing price, commission structure, and the duration of the listing period.
Before signing, review the agreement carefully. It will specify what services your brokerage will provide, how your property will be marketed, and the terms under which commissions are owed — including the holdover clause, which can make you liable for commission if a buyer introduced during the listing period returns after it expires.
For sellers in Ottawa’s west end, where multiple competing listings are common in areas like Stittsville and Bridlewood, the listing agreement also establishes how competing offers will be handled and whether your agent is authorized to share offer details with other buyer agents.
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Proof of Ownership and Property Documents
Before any sale can proceed, your lawyer and your buyer’s lawyer need to confirm that you have the legal authority to sell the property. This requires several foundational ownership documents.
Title and Deed
Your land title or deed is the legal record of your ownership. In Ontario, property ownership is registered through the provincial land registry system. Your real estate lawyer will conduct a title search through this system to confirm there are no liens, encumbrances, or easements that could cloud the transaction. The Ontario Land Registry Office maintains these records, and your lawyer will access them electronically through the Teraview platform.
If you purchased your home in the last 20 to 30 years, your original closing documents from that purchase will include the deed. Locate them before listing — your lawyer will need them.
Survey or Real Property Report
A current survey of your property establishes the legal boundaries and confirms that structures such as fences, sheds, and additions are within your lot lines. While title insurance has replaced mandatory surveys in many Ontario transactions, having a current survey available can accelerate the deal. Buyers and their lawyers will expect to see one, particularly for older homes in established Ottawa neighbourhoods. If an existing survey is outdated or unavailable, title insurance from a provider like FCT or Stewart Title is typically an acceptable alternative.
Property Tax Account and Tax Certificate
You will need to confirm that your property taxes are current. Any outstanding arrears must be resolved before the title can transfer. Your lawyer will request a tax certificate from the City of Ottawa to confirm the current tax status and calculate the adjustment between what you’ve paid and what the buyer owes from the closing date forward.
Disclosure Documents
Ontario’s disclosure obligations for sellers are governed by the Real Estate and Business Brokers Act, 2002 (REBBA 2002). Under this legislation, sellers are required to disclose any known material facts — meaning information that could reasonably affect a buyer’s decision to purchase or the price they would pay.
Seller Property Information Statement (SPIS)
The Seller Property Information Statement is an OREA form that, while voluntary, is commonly requested by Ottawa buyers. It documents known conditions of the property across categories, including the structure, mechanical systems, environmental issues, and legal matters. Completing the SPIS accurately is critical — providing false or misleading information exposes sellers to liability for misrepresentation.
If you are aware of past water intrusion, roof repairs, knob-and-tube wiring, or any renovation work done without a permit, this is where that information is disclosed. Courts have consistently found that selling a home does not shield a seller who conceals a known material latent defect.
Building Permits and Renovation Records
If any additions, finished basements, or structural changes were made to the property, gather all associated building permits and inspection records from the City of Ottawa’s permit office. Work completed without permits can become a significant issue during a buyer’s due diligence period. Having your documentation in order eliminates delays and gives buyers confidence that all work was done to code.
Warranties and Appliance Manuals
Collect any existing warranties on the roof, windows, HVAC system, appliances, and other components that will remain with the property. Transferable warranties add tangible value to your listing and reduce the likelihood of post-closing disputes about what was represented.
The Agreement of Purchase and Sale
Once a buyer makes an offer, the core transaction document is the Agreement of Purchase and Sale (APS) — OREA Form 100 for freehold properties or Form 101 for condominiums. This is a legally binding contract that sets out every material term of the transaction: purchase price, deposit amount, included chattels and excluded fixtures, conditions, and the closing date.
As a seller, you will review and negotiate this document with your REALTOR®. Conditions may include a home inspection, financing approval, or the sale of the buyer’s existing property. Each condition has a deadline, and both parties must satisfy or waive conditions in writing before the deal firms up.
Your lawyer will review the APS to ensure your interests are protected, respond to any title requisitions raised by the buyer’s counsel, and prepare for closing.
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FINTRAC Identification Records
Under the Proceeds of Crime (Money Laundering) and Terrorist Financing Act, your REALTOR® is legally required to verify your identity and complete a FINTRAC identification record before acting on your behalf. This applies to all real estate transactions in Canada and is part of your brokerage’s compliance obligations with FINTRAC (Financial Transactions and Reports Analysis Centre of Canada).
You will be asked to provide a valid government-issued photo ID — typically a driver’s licence or passport. This is not optional and applies regardless of the transaction value or property type.
Mortgage and Financial Documents
Mortgage Statement and Payout Statement
Your current mortgage must be discharged on or before closing. Contact your lender well in advance to request a mortgage payout statement, which will show the exact amount required to pay off the balance as of your closing date, including any applicable prepayment penalties. Prepayment charges can be significant depending on your mortgage type and term remaining — a factor worth confirming with your lender before you set a closing date.
The Financial Consumer Agency of Canada offers guidance on prepayment penalty calculations and your rights when breaking a mortgage early.
Statement of Adjustments
Your real estate lawyer will prepare a Statement of Adjustments, which calculates the financial credits and debits between buyer and seller as of the closing date. Common adjustments include property taxes already paid by you beyond the closing date, fuel oil in the tank, prepaid utilities, and any rent deposits if the property is tenanted. This document determines the final net proceeds you receive on closing day.
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Condominium-Specific Documents
If you are selling a condominium in Ottawa — in areas like Kanata North, Westboro, or The Glebe — there is an additional set of documents required.
Status Certificate
The status certificate is a mandatory disclosure document for all condominium sales in Ontario under the Condominium Act, 1998. It provides buyers with a comprehensive picture of the condominium corporation’s financial health, including the reserve fund balance, any current or pending special assessments, the corporation’s declaration and bylaws, and details of any current litigation.
Order the status certificate as early as possible. Buyers have 10 days to review it after receipt and can walk away from the deal without penalty during this period if they find something unsatisfactory. Delays in obtaining the status certificate are one of the most common sources of friction in condo transactions.
Rural and Unique Property Documents
For properties in Ottawa’s rural communities — including Carp, Dunrobin, Greely, Constance Bay, and Manotick — additional documentation is typically required.
Well and Septic Records
If your property operates on a private well and septic system, buyers will expect current test results confirming that the well water is potable and that the septic system is in good working order. A recent septic inspection report and a water quality test from an accredited laboratory should be prepared before listing. Under Ontario’s Environmental Protection Act, there are also specific obligations around the proper decommissioning of old systems.
Conservation Authority and Environmental Constraints
Properties near the Ottawa River, Rideau River, or other waterways — such as those in Constance Bay or along the rural west — may be subject to regulations administered by the Mississippi Valley Conservation Authority or the Rideau Valley Conservation Authority. If any portion of your property falls within a regulated area, your lawyer and REALTOR® will need documentation confirming what development restrictions apply and whether any permits were obtained for structures near water.
Closing Documents
On closing day, your real estate lawyer handles the execution of the final legal documents, including the Transfer/Deed of Land, which formally conveys ownership to the buyer. Your lawyer will also register the discharge of your mortgage, receive the sale proceeds in trust, and disburse the net funds to you after paying out any charges on title.
Keep a complete copy of all your closing documents. You will need them for income tax purposes — including any capital gains calculations if the property was not your principal residence — and for reference if any post-closing issues arise.
Organizing Your Documents Before You List
The single most effective thing Ottawa home sellers can do to protect the transaction is to organize their documents before the property goes on the market. Delays caused by missing permits, outdated surveys, or stale mortgage information are entirely preventable.
A seasoned Ottawa REALTOR® will walk you through the full document checklist at the initial listing appointment and help you identify any potential issues early. That preparation almost always results in a smoother transaction — and a stronger negotiating position when offers arrive.
For more guidance on preparing your home for sale, review our home sellers checklist and our article on what to disclose when selling a home in Ottawa. If you’re also navigating the timing of your purchase, our guide on whether to sell your home first or buy first covers the key considerations for Ottawa-area sellers.
This guide was prepared by Jason Polonski, an Ottawa REALTOR® with Right at Home Realty and over 15 years of experience helping sellers navigate real estate transactions across Kanata, Stittsville, Barrhaven, Manotick, and the wider Ottawa region. Jason holds a Bachelor of Commerce in Marketing and Finance, is a graduate of the Ontario Real Estate College, and brings a technical background in construction and electrical work that gives him a grounded, practical understanding of the permit records, disclosure obligations, and building system documentation covered in this article. He has been recognized through Right at Home Realty’s Chairman’s Club and named Best in Ottawa – Top REALTOR® for seven consecutive years. If you have questions about the documents required to sell your home in Ottawa or would like a complimentary home evaluation, Jason can be reached at (613) 601-9333
Documents You Need When Selling (FAQs)
To sell your home in Ottawa, you will need a signed listing agreement, proof of ownership or title, a current survey or title insurance, your property tax certificate, a Seller Property Information Statement (SPIS), building permits for any renovations, a mortgage payout statement, valid government-issued photo ID for FINTRAC compliance, and the Agreement of Purchase and Sale once an offer is received. Condo sellers also need a status certificate, and rural property owners may require well and septic records.
The SPIS is not legally mandatory in Ontario, but it is commonly requested by buyers and their agents. Completing it accurately is strongly advisable — if you choose to provide one, it must be truthful. Sellers who knowingly omit or misrepresent material facts on the SPIS can face legal liability for misrepresentation under REBBA 2002, regardless of whether the form was voluntary.
A current survey is not strictly required to sell a home in Ontario, but it is highly recommended. If an up-to-date survey is unavailable, title insurance from a provider such as FCT or Stewart Title is the standard alternative accepted by most buyers and their lawyers. For older properties or those with additions, fences, or outbuildings, a current survey eliminates boundary disputes and speeds up the transaction.
A status certificate is a mandatory disclosure document required for all condominium sales in Ontario under the Condominium Act, 1998. It provides the buyer with details on the condo corporation’s financial health, reserve fund balance, any pending special assessments, current bylaws, and active litigation. As a condo seller in Ottawa, you should order the status certificate as early as possible, since buyers have 10 days to review it after receipt and can exit the deal without penalty during that window.
Your existing mortgage must be discharged on or before your closing date. Your real estate lawyer will request a payout statement from your lender showing the exact amount needed to clear the balance, including any prepayment penalties. These penalties can be substantial depending on your mortgage type and remaining term, so it is worth confirming the costs with your lender before you finalize a closing date.
FINTRAC is the Financial Transactions and Reports Analysis Centre of Canada, the federal agency responsible for detecting and deterring money laundering and terrorist financing. Under the Proceeds of Crime (Money Laundering) and Terrorist Financing Act, all Canadian REALTORS® are legally required to verify the identity of every client before acting on their behalf in a real estate transaction. You will be asked to provide a valid government-issued photo ID, such as a driver’s licence or passport, regardless of the transaction value.
If any renovations, additions, or structural work were completed on the property, you should have the associated building permits and inspection sign-offs from the City of Ottawa available for buyer review. Work done without required permits is a material fact that must be disclosed. Unpermitted work can raise concerns for buyers, their home inspectors, and their lenders — having your documentation in order eliminates delays and reduces the risk of conditions being introduced after an offer is made.
Selling a rural property in communities such as Carp, Dunrobin, Greely, Constance Bay, or Manotick typically requires additional documentation beyond a standard freehold sale. Sellers should prepare a current well water quality test from an accredited laboratory, a recent septic system inspection report, confirmation of legal road access, and any documentation related to conservation authority regulations if the property is near a waterway. These records should be gathered before listing to avoid delays during the buyer’s due diligence period.
