You're done when: The official numbers are written down with a note on any discrepancy, and all four systems have an install year or an honest "unknown".
Confirm the bedroom, bathroom, and square-footage details used in the listing. Also gather known information about the roof, furnace, water heater, and air conditioning from reliable records and receipts.
How to do it
- Look up your county assessor's official record. That is the county's number for your home.
- If your own measurement differs, know that appraisers usually measure finished, above-grade living area.
- Only count rooms that legally qualify as bedrooms - typically a closet plus an egress window or second exit. Anything that does not quite meet the definition is a bonus room.
- Count full and half baths separately. A half bath is a toilet and sink, no shower or tub.
- If the county's number and your own measurement disagree, decide which to publish and be ready to explain. Often the county has an older number that predates a small addition.
Worth knowing
- Finished basements usually cannot be counted in above-grade square footage. Listing them separately as finished lower level is standard.
- A bedroom without proper egress is not a legal bedroom in most jurisdictions.
- If you're unsure how a basement or converted room should be described, ask a local appraiser or another appropriately licensed professional.
- What it costs
- Free
- Where to check
- Your county assessor's official record
2Note the land and what stays
You're done when: You have written conveys and excluded lists ready to attach to the purchase agreement.
Buyers need to know exactly what they are buying: where the lot ends, and which items stay with the house rather than leaving with you. Getting this clear now prevents closing-day disputes.
How to do it
- Pull lot size and dimensions from the plat or county record. Note whether you have a recent survey.
- Make a clear list of what conveys: appliances, window treatments, mounted TVs and brackets, sheds, playsets, above-ground pool.
- Make an equally clear list of what does not: the chandelier you love, the patio heater, custom shelves you plan to take.
- Note anything unusual: leased solar panels, a leased propane tank or water softener, mineral rights, easements, shared driveways.
- Put both lists into your listing and into your purchase agreement.
Worth knowing
- Anything bolted or attached is generally assumed to convey unless you exclude it in writing. That mounted TV bracket usually counts.
- Leased items do not convey. Transfer or removal is arranged with the provider before closing, and solar-panel transfers can take weeks.
- In some regions mineral or water rights are separate from the land.
- What it costs
- Free, unless you need a new survey ($400-800)
- Where to check
- Your plat or county record, and your existing survey
3Parking, dues, and schools
You're done when: Parking, HOA, and school details are written on your property fact sheet.
Parking, HOA rules, and assigned schools are three of the most common filters buyers browse with, and the HOA packet is a document with a real lead time on it.
How to do it
- Parking: note the garage type and capacity, driveway parking, and any assigned, street, or permit rules. For a condo, list assigned spaces, guest parking, deeded spots, and fees.
- HOA: find your CC&Rs, bylaws, rules, and current dues with the amount and frequency. Note what dues cover, any pending special assessments, and the rental, pet, and architectural rules.
- Find out who issues the resale certificate or estoppel - the packet of HOA financials the buyer needs - and order it early.
- Schools: use the district's own boundary tool. Proximity does not always match assignment.
- State assigned schools as a factual assignment, never as a quality claim. That is a fair-housing rule, not a style preference.
Worth knowing
- Estoppel and HOA transfer fees usually run $100 to $500 and are typically the seller's cost.
- Delinquent dues or open violations can attach to the buyer, so clearing them before closing is standard practice.
- Pending special assessments are generally considered material and need disclosing.
- Some states cap the fee and the delivery time. Florida caps estoppels at $250 with ten business days.
- What it costs
- $100-500 for HOA estoppel and transfer fees, typically the seller's
- Where to check
- The school district's own boundary tool, and your HOA management company
4Gather your utility bills
You're done when: You have a one-page utility sheet with providers, average costs, and any special notes.
Buyers want to know who provides power, gas, water, sewer or septic, trash, and internet, and roughly what the home costs to run month to month.
How to do it
- List each utility with its provider name.
- Gather twelve months of bills and work out the average monthly cost for each. Seasonality matters - one summer bill is not representative.
- Note well against municipal water, and septic against sewer. Flag any propane or oil tank, and whether it is owned or leased.
- Flag any special districts or fees: stormwater, irrigation, community solar.
- Check which internet services are available at the address, such as fiber, cable, or DSL.
Worth knowing
- An annual average is far more representative than a single bill.
- You will use this same list when you cancel utilities after closing.
- Well and septic details can change what inspections a buyer's lender requires, especially on FHA, VA, and USDA loans.
- What it costs
- Free
- Where to check
- Twelve months of your own bills
You're done when: You have a folder of what you could find. Missing items are just missing.
Permits prove work was done legally, warranties transfer real value to the buyer, and receipts document improvements that raise your tax cost basis. Missing older records is common and will not stop the sale.
How to do it
- Gather permits for major work: additions, roof, electrical, HVAC, decks, pools, plumbing rework.
- Collect transferable warranties: roof, HVAC, appliances, foundation, termite bond, home warranty.
- Note how each warranty transfers. Some need a short form and a small fee.
- If there is unpermitted work, your local building department can tell you the options. A retroactive permit is often cheaper than dealing with it during a sale.
- Save every improvement receipt from your time in the home. They can raise your cost basis for capital-gains purposes.
Worth knowing
- Missing paperwork is normal. Find what you can, disclose what you know.
- Transferable warranties, especially structural or termite bonds, are worth naming in the listing.
- Keeping manuals, warranties, and paint colors in one folder for the buyer at closing is a small courtesy that gets remembered.
- What it costs
- Free to gather. Retroactive permits vary by jurisdiction
- Where to check
- Your local building department's permit records
6Fill in your disclosure forms
You're done when: The signed state form is saved in your room, and - for a pre-1978 home - the buyer has the lead pamphlet and both of you have signed the disclosure.
Two legal documents, one sitting. Almost every state requires a seller disclosure form covering what you know about the property, and homes built before 1978 additionally require the federal lead-paint disclosure. Accuracy on both is on you, and "unknown" is a legitimate answer where a guess is not.
How to do it
- Find your state's form. Search "[your state] seller disclosure form" - most state real estate commissions publish the exact PDF for free. Indiana uses State Form 46234.
- Read every question carefully and answer factually. "Unknown" is a legitimate answer if you truly do not know. Guessing is not.
- Disclose known material defects even if you are selling as-is. As-is does not override your disclosure obligations.
- If the form asks about specific hazards - radon, mould, meth-lab history - answer honestly. Some states require additional standalone disclosures for these.
- Sign, date, and keep a copy. In most states you have to give this to the buyer before or at contract signing.
Worth knowing
- The room stores your state's form, fills it in, and e-signs it, so this does not need a printer.
- A few states, Alabama among them, do not require a standardised form. Even there, actively concealing a known defect is not allowed.
- If any question leaves you unsure, an hour with a real estate attorney clears it up. This is a legal document and we are not able to advise you on it.
- What it costs
- Free
- Where to check
- Your state real estate commission's own published form
