Document Checklist for Selling a Multi-Family Building in Berlin

Why a Complete Set of Documents Matters When Selling a Multi-Family Building

Selling a multi-family building in Berlin is a complex process that often involves regulatory requirements, tenant structures, conservation areas, and technical building history. A complete and well-prepared set of documents is essential to ensure a smooth sale, avoid delays, and prevent uncertainties for potential buyers. Thorough documentation also makes it easier for buyers to structure their due diligence process.

1. Land Registry and Legal Documents

Current land registry extract (not older than 3 months). Shows ownership, encumbrances, easements, and restrictions.

Berlin Baulastenverzeichnis (register of public encumbrances). Baulasten are not listed in the land registry and must be requested separately from the local district office or building authority.

Section II of the land registry may include rights of way, rights of residence, usufruct rights, or similar legal constraints.

2. Building Documents and Construction Records

Floor plans and building drawings including sections and elevations. Many Berlin buildings, especially older ones, have outdated or incomplete plans, making accurate documentation particularly valuable.

Living area calculation according to DIN 277 or WoFlV.

Building permits and documentation of renovations such as riser replacements, roof works, façade refurbishment, or heating upgrades.

Energy Performance Certificate. In practice, a consumption-based certificate is often preferable, as it typically produces better values than a demand-based certificate.

3. Tenant Documentation and Rental Income

For potential buyers, clarity regarding existing rental agreements is essential. The more complete the documentation, the more efficient the sales process and the easier it is to prepare viewings and negotiations.

• All rental agreements for residential and commercial units.
• Tenant list including unit sizes. The living area of each unit is a key factor in valuation and decision-making.
• Rental payments overview covering the last 12 months.
• Operating cost statements for the last 3 years. Especially important for assessing cost structures.
• Maintenance or financial planning documents where available.
• Vacancy overview including temporary and long-term vacancies.

4. Financial and Technical Documentation

• Net annual cold rent (JNKM) or income overview.
• Building insurance policies.
• Maintenance logs for heating systems, elevator, and fire safety equipment.
• Renovation records including invoices and completion reports.

5. Berlin Specific Documentation

Berlin has specific requirements, particularly in conservation areas or for properties with historic or complex tenant structures.

• Conservation area status or district confirmation. Essential for evaluating tenant protection and regulatory constraints.
• Right of first refusal information. In designated conservation areas, the district may examine its pre-emption right. A waiver agreement (Abwendungsvereinbarung) is only issued after a purchase contract has been signed and cannot be obtained beforehand.
• Monument protection status where applicable, especially for buildings registered with the heritage authority.

6. Optional Documents That Improve Transparency

• Documented tenant communication where appropriate and legally permitted.
• Minutes from owners' meetings in case of WEG (condominium) structures.
• Declaration of partition and certificates of independent unit status where applicable.

What to Do If Documents Are Missing

It is common in Berlin to request missing documents during the sales process. Many items such as the Baulastenverzeichnis, old construction files, energy certificates, or district notices can be ordered within a short time. Buyers respond more positively when sellers communicate clearly which documents are already available and which are in progress. Owners who would also like to refine their strategy for approaching suitable buyers can refer to our article Finding Buyers Without an Agent.

Next Steps

A reliable valuation is the starting point for every sales decision. Use our digital valuation tool to receive an instant result based on location, rental income, conservation status, and key property characteristics.