Calgary Property Document Checklist

Start with the property address, legal description, property type, ownership, occupancy, intended transaction, target date, and decision authority. Build a document index showing requested, received, current, stale, incomplete, inconsistent, professional review, secure, and ready-to-release status.

For every item, record source, effective date, property or unit scope, custodian, reviewer, unresolved question, decision affected, deadline, and approved sharing route. A folder full of unlabeled documents is not a ready file.

Obtain current title through an official or professional route and confirm registered owners, legal description, mortgages, credit lines, caveats, liens, easements, utility rights, encumbrances, condominium plan references, and other interests requiring review. Identify spouse, estate, corporation, trust, attorney, guardian, or court authority questions.

Ask a qualified Alberta lawyer to interpret title and authority. Do not assume the occupant, family organizer, borrower, shareholder, executor named in a will, or person paying expenses can sign or direct proceeds.

For applicable non-condominium property, compare the current RPR or survey with the house, garage, deck, shed, fence, retaining wall, window well, air conditioner, hot tub, addition, and other structures. Record the survey date, later changes, compliance evidence, encroachment agreements, relaxations, and missing structures.

City compliance confirms specific land-use positioning on the submitted RPR; it does not confirm all permits or building-code work. Assign survey, compliance, legal, lender, insurer, and contract questions separately.

List additions, basements, suites, garages, decks, structural changes, electrical, plumbing, gas, HVAC, demolition, windows, exterior work, and other renovations. Match contracts, plans, permits, inspection status, final approvals, invoices, warranties, and visible condition. Use current City tools and property research where appropriate.

Separate no permit found, permit not required, permit applied, issued, inspected, closed, incomplete, and unknown. Do not advertise permitted or legal without evidence and appropriate review.

Record basement or backyard suite configuration, approvals, registrations or listings where applicable, permits, inspections, utilities, entrances, parking, leases, deposits, rent, notices, insurance, lender treatment, and the property's current and proposed use. Distinguish physical layout from confirmed legal status.

Ask the City, lawyer, lender, insurer, tax advisor, and real estate professional the question within each scope. One professional's approval does not automatically satisfy the others.

For a condominium, collect current title, plan, unit factors, bylaws, rules, budget, financial statements, reserve study and plan, minutes, insurance, deductibles, standard unit description, arrears, assessments, litigation, management information, parking, storage, leases, alteration approvals, and unit records.

Date the package and track missing periods, inconsistencies, planned work, governance issues, and buyer or lender review needs. A certificate or summary is not a substitute for the complete documents required by the actual transaction.

Collect leases, renewals, amendments, deposits, interest records, inspection reports, rent ledger, notices, disputes, orders, communications, keys, access arrangements, property-management agreement, utilities, maintenance, and tenant-owned items. Record whether the proposed possession is vacant or subject to tenancy.

Use current Alberta tenancy guidance and legal advice for notices, entry, showings, deposits, buyer assumptions, and possession. Do not expose tenant identity or private information beyond what is lawfully required and securely handled.

Index inspections, specialist reports, active damage, recurring issues, repairs, invoices, photographs, insurance claims, adjuster scopes, remediation, engineering, warranties, appliance and system records, maintenance, environmental testing, and unresolved quotations. Distinguish known fact, professional opinion, owner recollection, and missing evidence.

Ask the appropriate lawyer and real estate professional about disclosure and representation. Cleaning, repair, or cosmetic work does not erase the need to preserve material evidence and avoid unsupported claims.

Collect current mortgage and HELOC information, payout-request contacts, property tax status, utility accounts, local improvement or other charges, condo or HOA balances, leased equipment, solar or service contracts, tenant adjustments, and any ownership or use records needed for tax advice. Keep account credentials outside the file.

Mark estimates separately from statements. Give sensitive payout, tax, banking, identity, and legal records only to verified authorized recipients through secure channels.

Classify each document as public or official record, transaction document, professional report, confidential owner record, tenant record, identity or financial record, or legal advice. Decide who may receive it, through which channel, for what purpose, and whether redaction or consent is required.

Set refresh dates for title, payout, condominium documents, tax status, insurance, permits, RPR, leases, and other time-sensitive records. The final readiness brief should name every missing item, owner, review date, transaction consequence, fallback, and statement that must not be made without proof.

Sources are starting points, not property-specific legal, tax, lending, insurance, valuation, safety, or transaction advice. Recheck publication dates, scope, the signed agreements, and the facts that control your decision.