February 23, 2026

Buying a house or condo: documents you need to have on hand

Beyond finding a property, the success of a real estate transaction depends on good preparation. You will need to have various documents on hand at each key stage of the purchase process: from your first meeting with your real estate broker, to mortgage pre-approval and obtaining a loan, to signing at the notary’s office.

To make things easier for you, we have created this comprehensive checklist of documents for buying a house or condo. By following the sections below, you will know exactly what to plan for at each stage of the process to bring your real estate project to fruition with confidence.

Documents to prepare for your first meeting with a real estate broker

The first meeting with a real estate broker lays the foundation for your purchase project. The more prepared you are, the more effectively the broker will be able to advise you and guide you toward properties that fit your budget and your reality. Here are the documents you will need to provide at the first appointment.

Valid photo ID

At the first meeting, the real estate broker must confirm your identity. This verification is part of their professional obligations and is intended to ensure a regulated, secure transaction that complies with current regulations.

A realistic budget

The broker will use your financial information to help you determine a realistic price based on your income and borrowing capacity.

You must be able to specify:

Your income (salary, self-employment income, and other sources)
Your recurring monthly expenses
Your savings capacity and planned down payment

This information will help you avoid targeting properties that do not match your financial situation. Tools such as a borrowing capacity calculator can also help you better plan your budget.

A list of essential and desirable criteria

Take the time to define your needs and expectations. Make a list of criteria, distinguishing between essential elements—such as neighbourhood, type of property, and number of bedrooms—and those you would like to have, such as a renovated kitchen or a garage.

This exercise helps the real estate broker understand your priorities and suggest properties that fit your budget, while effectively assisting you in your search.

	Tips and tricks You can learn about the role of a real estate broker, as well as their duties and obligations, to fully understand how they can assist you throughout the process of buying a house or condo. Considering buying without a broker? It is possible to complete a real estate transaction on your own or with the help of an assistance company. However, in both cases, the transaction will not be governed by the Real Estate Brokerage Act. You will therefore not benefit from the protection mechanisms provided by the OACIQ.

Documents required to obtain mortgage pre-approval

Mortgage pre-approval allows you to find out the maximum amount you can borrow, estimate your mortgage payments, and lock in an interest rate for a period of 60 to 130 days, even before you make an offer to purchase. It is important to understand that this amount is a theoretical maximum and does not automatically guarantee that you will obtain a mortgage for that amount.

To confirm your mortgage pre-approval, the lender will ask you for certain personal information and supporting documents, in addition to checking your credit history, including your credit score.

Valid photo ID

As with any financial transaction, photo ID is required to confirm your identity and prevent fraud. You must also provide your current address and two previous addresses, if applicable. This information is used to obtain your consent to access your credit report and to validate your eligibility to take out a loan in Canada.

List of your assets

Your financial institution will need a clear picture of your assets in order to assess your financial strength and borrowing capacity. This includes:

Current property or second home
Investments
Savings or cash

List of your debts and payments

The lender will also analyze all of your debts to assess your debt-to-income ratio and your ability to repay a mortgage. You will need to list your current payments:

Credit card balances
Lines of credit
Car loans
Student loans
Alimony
Any other debts or financial obligations

Proof of employment and proof of income

Proof of employment is required to confirm the stability of your income. The documents requested vary depending on your situation.

For employees, this generally includes:

A letter from your employer indicating your position and status
Recent pay stubs

If you are self-employed, you must provide proof of income for the last two years, including your notices of assessment. The lender may also request additional documents to demonstrate that your business is active and financially stable:

Articles of incorporation or a business licence
Proof of GST/HST registration
Bank statements for your business account (often for the last six months)

Documents related to the down payment

Whether you are making the minimum down payment of 5% or more, your lender must confirm the source of the funds. This regulatory requirement is designed to prevent fraud and ensure that you are not relying on unverified funds.

The documents requested may include:

Bank or investment statements
Proof of withdrawal under the Home Buyers’ Plan
Proof of a TFSA account
A signed letter if the down payment comes from a gift from a family member

Statements must be recent, clearly show your name, and generally cover a minimum period of 90 days. Any incomplete documents or unexplained amounts may cause delays and affect your approval.

	Tips and tricks To simplify the process, gather your documents in advance and make sure they are up to date. Also, find out about home ownership programs you may be eligible for, especially those for first-time buyers. It may be a good idea to take a mortgage stress test, which simulates your borrowing capacity in the event of a 2% interest rate increase, for example. In addition, your real estate broker has an advisory role. They can remind you that the mortgage pre-approval amount does not cover certain expenses, such as closing costs, moving expenses, and any necessary repairs or renovations.

Documents required to apply for a mortgage

While mortgage pre-approval is used to estimate your borrowing capacity, the loan application is for a specific purchase. At this stage, your financial institution analyzes the chosen property, the terms of the transaction, your down payment, and your current situation to confirm financing.

The promise to purchase and property-related documents

To obtain a mortgage, you must provide a signed promise to purchase, along with the property description sheet. These documents confirm your intention to purchase and allow the lender to evaluate the planned conditions, such as price, deadlines, and certain specific clauses.

The Declarations by the Seller is also required. It contains important information about the condition of the building and any known factors that could influence the lender’s decision. Various additional documents may be requested in some cases, such as a septic tank compliance certificate or a water analysis report.

Inspection report and certificate of location

When required by the promise to purchase or recommended by the lender, the inspection report confirms the general condition of the house or condo and identifies any work that may be needed. The certificate of location describes the property, the boundaries of the land, and their compliance with municipal regulations.

Down payment and mortgage insurance

You must also provide up-to-date proof of your down payment, including the source of the funds used: personal savings, HBP, FHSA, or family gift.

If your down payment is less than 20% of the purchase price, the bank may require mortgage insurance. The lender may also require you to purchase life or disability insurance to guarantee repayment of your loan in the event of job loss, disability, or death.

Up-to-date financial documents

Even if you have already provided certain documents during the pre-approval process, your financial institution will require up-to-date documents regarding your income and debts. This step ensures that your situation has not changed between the mortgage pre-approval and the loan application, especially if you are changing lenders.

For a condo

Additional documents are required when purchasing a condominium: condo fees, annual budget, and proof of insurance from the condominium association. This information is used to assess the financial health of the condominium and recurring expenses, two factors that directly influence mortgage approval.

	Tips and tricks Missing or incomplete documents often cause delays. To speed up the processing of your application, make sure you have all the required information when you meet with a mortgage advisor. Also check which documents need to be resubmitted and which can be taken from your pre-approval application, especially if you are dealing with the same financial institution. Finally, make sure to keep your financial information up to date. Report any changes promptly to ensure your file is processed smoothly.

Documents to provide to the notary

The notary plays a key role in the purchase of a home. They ensure that the transaction complies with the legal rules in force, both for the buyer and the seller. They verify the compliance of the documents, prepare the deed of sale, and confirm the transfer of ownership.

The purchase of a house or condo generally takes place over two meetings. The first is to sign the mortgage, and the second, a few days later, is to sign the deed of sale.

Two valid pieces of identification

You must provide two valid pieces of identification, as well as a copy of your marriage or divorce contract, if applicable. These documents allow the notary to confirm your identity and draft the deed of sale according to your personal situation.

Down payment

Once the notary receives your down payment, there is a maximum waiting period of 10 business days before the deed of sale can be signed. This period, called the clearing time, allows the financial institution to confirm the availability of funds.

Mortgage confirmation

The notary must receive confirmation of your mortgage from your financial institution. Without this, they cannot finalize the transaction or publish the mortgage deed.

Proof of home insurance

You must provide proof of valid home insurance on the date of possession, as your home must be insured as soon as ownership is transferred.

Documents prepared by the notary

The notary analyzes the certificate of location, which describes the property, its boundaries, the buildings on it, and compliance with municipal regulations. If necessary, they may prepare title insurance to protect both parties against certain legal irregularities. They also examine the title deeds to confirm that the seller is the legal owner and that the property is free of any undeclared rights, mortgages, or encumbrances.

The notary then drafts the official documents, namely the deed of sale and the mortgage deed, which formalize the purchase and financing of the property. They also calculate adjustments, such as the division of municipal and school taxes between the buyer and seller on the date of the transaction.

Documents to keep after purchasing a property

Once the purchase of the property has been finalized, other documents must be kept in a safe place, as they may be useful in the event of a claim, mortgage refinancing, or resale.

Home insurance

Your home insurance policy specifies the coverage in effect, the amounts insured, and the steps to follow in the event of a claim. It should be easily accessible, as you may need it quickly in an emergency.

Mortgage contract

The mortgage contract must be kept for the entire duration of your financing. It contains the terms and conditions of the loan, the interest rate, and the repayment terms. This document may be required when renewing or refinancing your mortgage.

Municipal and school tax bills

Municipal and school tax bills allow you to verify the amounts paid and respond to certain financial requests.

Maintenance log, work invoices, and warranties

The maintenance log allows you to record the work done on the property and provide an overview of the home’s history. Keep all invoices related to work, renovations, and repairs. They demonstrate the maintenance of the home and can influence its value when it is resold. Warranties associated with appliances or certain building components should also be kept, as they may be required in the event of a problem or claim. For a new home, keep documents related to the residential construction warranty (Garantie de construction résidentielle) on hand, as well as plans and specifications.

	Tips and tricks To simplify the management of these documents, keep both paper and digital versions in a secure and easily accessible location. Update your maintenance log and file invoices as you go to save time.

All the essential documents for buying a home, at the right time

Buying a house or condo with a broker is a step-by-step process. At each stage of the process, certain documents must be ready. From the first meeting with your broker to mortgage pre-approval, through the loan application and up to the signing at the notary’s office, a minimum of preparation is necessary.

Knowing in advance what documents will be required and when to provide them allows you to avoid delays and reduce unnecessary stress. Once these basics are in place, all that’s left to do is find the right home for you among the properties for sale on Centris.ca.

Frequently asked questions

1. Do I need mortgage pre-approval before making an offer?

It is not mandatory, but it is highly recommended. Mortgage pre-approval allows you to know how much you can borrow before making an offer. It also reassures the seller, as it shows that your financing application is already well underway. In a competitive market, this can work in your favour.

2. Do self-employed workers need to provide different documents?

Yes. Self-employed workers generally need to provide more documents to demonstrate the stability of their income. Financial institutions often ask for tax returns and notices of assessment for the last two years, as well as certain financial statements or business records, depending on the situation.

3. Can a broker help me figure out what documents to provide?

Absolutely. Your real estate broker is there to guide you through every step of the purchase process. They will tell you what documents to prepare, when to provide them, and to whom to send them. They can also facilitate coordination with other professionals involved in the process.

4. Do I need to attach documents to the promise to purchase?

In most cases, documents are not attached directly to the promise to purchase. Instead, the promise to purchase includes conditions, such as obtaining financing or inspecting the property. Official documents are generally sent to the financial institution and notary once the offer has been accepted.