Accurate documentation and clear evidence of completed home repairs and renovations are essential in real estate transactions. Prospective buyers want assurance that any improvements — like a patio extension — are properly permitted and don’t encroach on neighboring properties.
Before you list your home, check with your local municipality for outstanding issues and, if applicable, consult your homeowner’s association. This proactive approach promotes transparency and helps ensure a seamless closing process.
It’s worth noting that when you prepare a seller disclosure statement, you’re required to share everything you know about the property’s condition, including any repairs, renovations or upgrades.
However, if you’re missing paperwork or unsure how to document certain repairs, you’re not alone — many sellers face these challenges. To help you navigate, here are the key types of documentation to gather and why each matter:
1. Detailed invoices
Keep thorough invoices for every repair. These should itemize expenses — including labor, materials, and any additional fees such as equipment rental or disposal. For example, if you hire a plumber, the invoice should break down the cost of replacement parts and labor.
Be prepared to provide specifics about your home’s major systems. For example, a furnace typically lasts 15 to 20 years, according to heating and cooling manufacturer Lennox, so noting its age and any recent maintenance can reassure buyers about its condition.
If your home has solar panels, please disclose whether you own or lease them and the amount of power they generate. Prospective buyers will also want to see the installation contract, so have that documentation ready.
2. Work completion certificates
For major repairs, especially those requiring permits, obtain a work completion certificate. This document confirms that the work was done to code and meets local regulations. After an electrical upgrade, for instance, your electrician should provide a certificate verifying that the work complies with local standards. These certificates are crucial when selling your homes or closing permits, and they provide peace of mind that repairs were done correctly.
3. Photos of repairs
Take before-and-after photos to visually document repairs. If you remodel a bathroom, snap a photo before the project begins and after it’s finished. These images help verify the quality of work, resolve disputes with contractors or insurers, and create a visual timeline for warranties or future resale.
4. Permits and approvals
Some repairs — such as adding a bathroom — require official permits and final inspection approvals. These documents demonstrate that the work was completed in accordance with the law and meets local codes. Always keep copies of permits and approvals, as they’re often requested during home sales or inspections.
5. Contractor receipts
Save receipts for all payments made to contractors. Each receipt should include the amount, date and a description of the work performed. For example, if you paid $3,000 for house painting, the receipt should accurately reflect this amount. Organized receipts ensure transparency, help resolve disputes, support warranty claims and are useful for tracking expenses and preparing taxes.
6. Disclose everything — even without paperwork
Bottom line: Always be honest and disclose all repairs and renovations, even if you don’t have receipts or formal documentation. If you’re missing paperwork, provide as much detail as possible, such as the date of the repair, the company that performed the work, and an estimated cost and clearly explain what was done.
“Ultimately, disclose everything — that’s the best way. If you’re having any sort of issues finding paperwork or whatever it is, when in doubt, disclose. That’s what I always" recommend," Adam Martinez, broker and co-founder of Romeo Echo Real Estate in Southern California, told Homes.com in an interview.
It could also be helpful to look for other forms of proof, such as service stickers on heating and air conditioning system units. You could contact the service providers directly, as many keep records and can supply documentation upon request.
“If you remember who did the install, a lot of times these companies will keep records for you and they have to, and you can do your best to go to them and they say, ‘Oh, we have records of every maintenance we’ve ever done on your home,’ and you say, ‘Oh cool, do you mind sending me over so that way I can provide the answer to the new buyer — that’s cool,’ ” Martinez said.
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