4 golden tips for organizing your property documents

When you buy a property, a series of important documents start to be part of your life. Therefore, it is extremely important to know how to organize them.

After all, when we least expect it, all these materials are likely to be needed and properly separated. But what are these items and how to keep them well stored at home? As an example, we highlight the updated registration, the debt clearance certificate and even the payment receipts.

So you don’t get lost, we created this post on how to keep your documents organized and well-kept. Let’s show you some accessible methods that will help with this task. Follow up!

1. Select all documents

The first step is to gather all the documents before starting the organization. At this stage, we suggest that you gather all the papers that are related to the purchase of your equity.

It is worth checking cabinets, drawers and other furniture to ensure that there is no “loose paper” that, in the future, will be important in any transaction. Here, know that you should not worry about discarding one document or another, but gather what, at first, you consider relevant, agreed?

2. Make a triage

Once you have all the important materials, it’s time to throw away those that aren’t of much use. Ideally, go through this process calmly and quietly so that no valuable items are accidentally discarded. A good tip is to separate them into three distinct categories. We show what they are next.

  • Important documents that must be filed;
  • documents that must be forwarded to third parties;
  • Documents that can be thrown in the trash.

If you don’t know which ones to keep and which ones to discard, that’s fine. Check out a complete list below that will make your job easier.

  • Documents that must be kept for 1 year: insurance purchase contracts and various bank statements;
  • Documents that must be kept for 5 years: IPTU, IRPF, proof of water, electricity and other services;
  • Documents that must be kept for 10 years: proof of payment for condominium fees;
  • Documents that must be kept forever: purchase and sale agreement, property registration, deed, will, certificates and personal documents.

3. Purchase folders and labels

The next step in learning how to organize property documents is to separate them into categories. Simple, this trick is excellent for keeping materials well filed and helping if you need to look for them in the future. In fact, a good tip is to buy colored folders and labels suitable for this purpose. With them, it is worth separating the paperwork into separate files, as shown below:

  • insurance: all contracts relating to your property;
  • finance: possible investments, monthly fees etc.;
  • property: receipts referring to the property, whether for renovations or other valuable purchases;
  • taxes: all receipts for fees that have been paid;
  • Purchase documents: contracts, deed, declarations and certificates.

4. Keep everything in a box

By completing the previous step, you can now place all folders into an organizer box. Currently, there are several very interesting models on the market — such as those made of plastic or wood, briefcases and even those made of cardboard.

Choose the option that best suits your needs. What’s more, you’ll still need to store each box in a protected location, away from moisture or external factors such as sun and rain. The tip is to choose a corner of your closet exclusively for this purpose.

Extra tip

Lastly, don’t forget to have a scanned copy of all property documents. Remember to keep them saved in a secure email or any other storage platform where you can access them when needed. This way, you will have all the materials always at hand and with total practicality.

With this post complete, did you understand how to organize property documents and have less headaches throughout this process? We hope so!