The moment a serious buyer or tenant asks for documentation, the speed of your response becomes a proxy for the transaction's credibility. Owners who can send a complete document pack within 24 hours of the first request close transactions faster and with fewer abortive negotiations than owners who are assembling documents two weeks into a due diligence process. Preparation costs nothing. The delay it eliminates is often the difference between a transaction that completes and one that falls apart while the buyer qualifies another property.
This guide covers every document that should be in your pack before you publish the listing — not after a buyer shows interest.
Title documents
The foundation of any property transaction is the title document that establishes your right to sell or let the property. Depending on the title type:
- Certificate of Occupancy (C of O): The original certificate, not a photocopy. Ensure the names on the C of O match the names you will use in any sale or tenancy agreement. If the property has changed names (through inheritance, company restructuring, or prior sale), the chain of instruments linking the C of O to your current ownership must be available.
- Deed of Assignment: The most recent Deed in the title chain, properly stamped and registered, with Governor's Consent endorsed where applicable. If there are prior Deeds in the chain, these should also be available for review.
- Development Levy / Allocation Letter: For properties in new estates or government-allocated schemes, the original allocation letter or development levy receipt may form part of the title chain.
Survey plan
The approved survey plan for the property, showing boundaries, coordinates, and beacon references. Verify before listing that the plan accurately reflects the physical boundaries of the property — not a neighbouring plot with a similar address. Have the plan confirmed by a registered surveyor if there is any doubt. A plan that does not match the physical property will fail due diligence and waste months of transaction time.
Service charge records
For properties in managed estates: the current service charge schedule issued by the estate management body, receipts for the last 2 to 3 years of service charge payments, and a statement from the estate management confirming that no arrears are outstanding. Buyers and tenants increasingly request this documentation before proceeding. Having it ready signals an organised seller and removes a common due diligence bottleneck.
Land use charge and ground rent receipts
Annual Land Use Charge receipts for the last 2 to 3 years (Lagos State) or equivalent state charges elsewhere. Unpaid land use charges are a buyer's liability after completion and are a legitimate reason for buyers to request a reduction or escrow from the purchase price. Clear your arrears before listing, and have the receipts available to confirm current standing.
Building approvals and development permits (where applicable)
For new buildings or properties that have been significantly developed or extended: the approved building plan and the Lagos State Physical Planning Authority (or equivalent) development permit. Buyers financing through a bank will almost certainly require these documents. Absence of approved building plans for a new or recently developed property is a significant red flag that creates delays and renegotiations once discovered.
For rental listings: a draft tenancy agreement
Having a draft tenancy agreement ready before listing serves two functions. First, it signals to prospects that you are a prepared and organised landlord, which correlates in a prospect's mind with a well-managed property. Second, it accelerates the conversion from viewing to signed agreement. A prospect who has to wait two weeks for a solicitor to draft a tenancy agreement after confirming they want to proceed will sometimes find another property in the interim.
The draft should include the agreed rent, payment structure, lease term, service charge obligations, repair and maintenance provisions, and any specific terms of the tenancy. It does not need to be final — it will be negotiated — but a working draft is dramatically faster than starting from a blank page after a viewing.
Identification documents
Buyers and tenants conducting proper due diligence will verify your identity as the owner. Have current government-issued identification (National ID, International Passport, or Driver's Licence) ready to provide. For corporate owners: a company registration certificate, current status certificate from CAC, and board resolution authorising the sale or letting.
The practical benefit of preparation
A buyer or tenant who asks for documents and receives a complete, organised pack within 24 hours receives a signal: this transaction is going to be clean and professionally managed. A buyer or tenant who asks for documents and receives a two-week wait, incomplete copies, and inconsistent names across different instruments receives a different signal. Most of them move to a better-prepared seller or landlord before the wait is over.
The document preparation step takes two to three hours for a well-maintained property and resolves title chain questions that are better discovered before listing than during a live transaction. It is the highest-ROI preparation step an owner can take before any property goes on the market.