Selling real estate requires a number of documents, including the title deed and your property tax notice. Even if you're missing one, there's usually an alternative way to proceed in most cases.
- The title deed (former registration certificate / registration identification information) is the key document proving ownership.
- The property tax notice is used to confirm the tax amount and property details.
- Condo sales often also require the management rules (kanri kiyaku) and house rules (shiyō saisoku).
- You can still sell even if you've lost the title deed — there are alternative procedures.
- If you don't have the building confirmation certificate or completion certificate, your municipality may be able to issue a substitute.
The Documents Typically Needed to Sell
Selling real estate generally requires ID and your registered seal plus a seal registration certificate (inkan shōmeisho), along with the title deed (former registration certificate or registration identification information), your property tax notice, drawings of the property (floor plan, survey map, etc.), and the full set of documents from when you purchased it. For an inherited property, you'll also need documents showing that the inheritance registration has been completed — see sell-13.html for more on the inheritance process. If a mortgage is still outstanding, it's also worth preparing the balance certificate and repayment schedule issued by your lender.
What Is the Title Deed (Registration Identification Information)?
The title deed is the document that proves you're the owner of the property. For properties registered after the legal reform around 2005, it has been replaced by a document showing a 12-digit code called registration identification information (tōki shikibetsu jōhō), though its role is the same as the traditional title deed. At the closing of a sale, a judicial scrivener (shihō shoshi) confirms this document before carrying out the transfer of ownership registration. Because registration identification information can be misused for fraudulent registration if it falls into the wrong hands, be careful how you store it until closing and don't show it to anyone other than your judicial scrivener.
What to Do If You've Lost Your Title Deed
Even if you've lost your title deed or registration identification information, you can still sell the property. In that case, you can have a judicial scrivener meet with you in person and prepare identity confirmation information (honnin kakunin jōhō) verifying that you're the rightful owner, or use the pre-notification system (jizen tsūchi), which involves responding to a notice sent to the seller by the Legal Affairs Bureau. Both routes require consulting a judicial scrivener first, so it's best to mention it as soon as you realize it's missing. Preparing identity confirmation information costs a few tens of thousands of yen, but since there's no procedure to reissue a title deed itself, you'll need to use one of these alternative methods.
If You Don't Have the Building Confirmation Certificate or Completion Certificate
If you've lost the building confirmation certificate or the completion certificate, your municipality's building administration division may be able to issue a certificate of record (daichō kisai jikō shōmeisho) confirming what's on file in the building confirmation register. Since this document is used to confirm rebuilding eligibility and any history of renovation, it's worth obtaining it early if you're missing the originals.
Documents Specific to Condo Sales
For a condo, buyers may also want to see the management rules, house rules, minutes of the general meeting, and documentation of the repair reserve fund balance, in addition to the documents above. These can usually be obtained by contacting the management company, so it's worth confirming their contact details once you start considering a sale. If you still have the original sales brochure or the disclosure statement from when you purchased, they can also be useful reference material for prospective buyers.
When to Start Gathering Your Documents
Gathering most of the required documents gradually from the time you request a valuation will save you from scrambling right before the contract or closing. If you're missing something, don't try to push ahead without it — it's best to consult your agent or judicial scrivener early. If you already know a document is missing, alternative procedures can take time, so it's worth starting on them sooner rather than later.
Frequently Asked Questions
Can I still sell if I've lost my title deed?
Yes. Your judicial scrivener can prepare identity confirmation information, or you can use the Legal Affairs Bureau's pre-notification system. It's best to consult your agent or judicial scrivener as soon as possible.
What if I can't find my property tax notice?
You can obtain a property tax assessment certificate and similar documents from the municipal office that has jurisdiction over the property's location.
What if I don't have my condo's management rules on hand?
You can usually obtain them by contacting the management company or the management association. It's reassuring to confirm their contact details once you start considering a sale.
Summary
Selling requires a number of documents, including the title deed and your property tax notice, but even if you're missing one, judicial scriveners and municipal offices offer alternative routes. You don't need to give up on selling just because your documents aren't all in order — the key is to consult your agent early.