What Documents Should My Calgary Real Estate Professional Give Me?

Use one table with document name, property, version date, sender, recipient, signature status, effective date, deadline, storage location and unresolved question. Do not name files final, latest or signed without a date and version clue. A clean index prevents an old counteroffer or draft amendment from becoming the operating document.

Store private contracts and identification in a secure approved location, not a public link or general notes app. Keep a working copy and preserve originals. Record where the professional's portal ends and your own durable archive begins; access to a portal can change after the relationship or transaction closes.

Save the Consumer Relationships Guide and written explanation of whether you are a client or customer. Keep designated-agency, transaction-brokerage, conflict, related-party and personal-interest disclosures that apply. Record the named brokerage, designated agent, broker contact and current ProCheck verification.

These records explain who owes loyalty, confidentiality and advocacy and who may receive instructions. A team introduction, email signature or portal profile is not the relationship contract. If the role changes during the transaction, keep the before and after documents and the effective time.

RECA Rule 43 requires a true copy of a signed service agreement and signed amendments or additions immediately upon signature. Keep every page, schedule, initial, attachment and amendment. Review parties, property or search criteria, term, services, responsibilities, personal-information use, compensation and termination.

Ask for a corrected complete copy when a page, signature or attachment is missing. Do not rely on a signing-platform completion email without downloading the final executed document. Compare the final copy to the version explained before signing and record any difference promptly.

Keep each written offer, counteroffer, acceptance, schedule, addendum and attached document. RECA rules require timely true copies of written offers or acceptances to the relevant parties. Record when the document was received, presented, signed, rejected, expired or replaced.

Never overwrite an earlier version. A counteroffer can end or alter the earlier offer, and an accepted agreement may contain schedules not visible on the first page. Ask the professional or lawyer which document is operative when versions conflict; do not resolve contract meaning from filename order.

Store financing, inspection, condo-document and sale-of-home condition notices, waivers or satisfaction records, extensions, repair amendments, possession changes and other written notices. Record the deadline, required delivery method, sender, recipient and proof of receipt.

A checklist or text saying conditions are done is not necessarily the legal notice. Confirm the signed document and lawyer or professional handoff. Preserve inspection and lender evidence separately; a waiver records a decision but does not prove the underlying property or financing risk disappeared.

Organize title, RPR and compliance, permits, measurements, condo documents, leases, improvement records, warranties, claims, disclosures, specialist reports, comparable analysis and listing history. Label who supplied each record and whether it was independently verified, professionally interpreted or merely stated.

Calgary condos, suites, infills, older homes, tenant-occupied properties and new builds can require different evidence. The real estate professional coordinates important facts but does not replace the lawyer, surveyor, inspector, engineer, condo reviewer, insurer, appraiser or tax professional responsible for a specialist conclusion.

Keep written price, offer, condition, possession, inclusion, repair, access, showing and negotiation instructions and the advice that informed them. When advice is given by phone, send a short factual confirmation and invite correction. Identify every owner or buyer whose approval is required.

Do not put passwords, alarm codes, banking credentials or unnecessary identity data in ordinary email. Use the brokerage's approved secure process. Confirm changed instructions through a trusted channel, especially when they affect money, signing, property access or a fixed deadline.

Keep the signed clause authorizing the payment, verified payee and purpose, delivery instruction, receipt, trust confirmation where applicable and any amendment or refund record. Separate purchase deposits, brokerage compensation, vendor invoices, down payment and lawyer-controlled closing funds.

RECA warns consumers to independently verify unexpected or changed deposit instructions. Call a trusted brokerage or lawyer number and preserve the verification. A screenshot of a sent transfer does not prove correct receipt or trust handling; obtain the appropriate confirmation.

Provide the lawyer with the complete accepted contract and schedules, amendments, condition records, title and property evidence requested, identification through the approved channel, lender information, payout details where relevant and possession instructions. Confirm who owns missing items and the delivery deadline.

Keep the lawyer's reporting letter, statement of adjustments, trust or funds record, title and registration result, key or possession authorization and unresolved holdbacks or undertakings as applicable. The exact closing package varies; follow the lawyer's secure instructions for the transaction.

Send the professional or brokerage a dated list naming the document, version, event and why it is needed. Ask for the complete signed copy rather than a summary. Set the response time from the live deadline. Escalate to the broker when the professional cannot provide a brokerage record or service correction is needed.

If the missing record affects a contract right, deposit, condition, title or closing, notify the Alberta lawyer immediately. If the issue may involve professional conduct, preserve the request and response for the complaint file. Do not assume a missing consumer copy means the brokerage has no record; RECA rules impose brokerage recordkeeping duties.

At expiry, withdrawal, accepted sale, possession or representation change, compare the index to the signed contract set and timeline. Resolve unsigned drafts, duplicate versions, missing receipts, outstanding keys or access, media rights, confidential records and ongoing post-expiry obligations.

Retain records according to legal, tax, insurance and professional advice. Do not keep sensitive documents longer merely because storage is easy. Record deletion or secure transfer decisions and preserve the minimum evidence needed for warranties, taxes, claims, resale and any continuing contract issue.

Last source review: July 30, 2026. Laws, rules, forms, professional authorization, complaint processes, service models, brokerage policies, market evidence and transaction facts can change. Verify the actual agreement, professional, brokerage, property, payment and deadline with RECA, the brokerage, an Alberta lawyer or the qualified specialist responsible for the conclusion.