The Essential Seller Document Checklist: What Brooklyn Homeowners Need Before Closing

Selling a home in Brooklyn isn’t just about pricing it right, preparing it well, or marketing it strategically. One of the biggest factors that determines whether a deal closes smoothly—or stalls unexpectedly—is documentation. In New York City, where regulations are layered, timelines are tight, and due diligence is thorough, missing or incomplete paperwork can cost sellers time, money, and leverage.

Whether you're selling a classic Bay Ridge townhouse, a Park Slope brownstone, or a two-family home, having your documents ready early is one of the most important steps in the selling process. And as recent reporting in The Wall Street Journal and The Real Deal highlights, deals nationwide are falling apart at higher rates due to compliance issues, late-stage surprises, or unmet disclosure requirements. In NYC, where everything is amplified, preparation matters even more.

This guide walks you through the essential seller documentation checklist—the same checklist Pen Realty uses with every Brooklyn homeowner—to help ensure your transaction moves from accepted offer to closing table without unnecessary delays.

Why Documentation Matters More Than Ever

Brooklyn’s real estate market has remained resilient even as interest rates, buyer demand, and lending standards have shifted. According to market coverage from The New York Times, buyers today are more cautious, more detail-oriented, and more reliant on their attorneys and financial teams to analyze every piece of documentation.

This means:

• Missing documents can trigger legal concerns

• Unclear disclosures can lead to renegotiations

• Incomplete files can cause lenders to delay clear-to-close

• Last-minute scrambling can erode buyer confidence

A seller who is fully prepared—documentation in order, disclosures complete, compliance issues resolved—signals professionalism, transparency, and reliability. That confidence can lead to faster closings, stronger offers, and smoother negotiations.

1. Core Legal Documents Every Seller Must Provide

These are non-negotiable in every New York State real estate transaction:

✔ Fully Executed Contract of Sale

Once an offer is accepted, your attorney drafts the contract. It must reflect accurate terms, clear property details, and all agreed-upon conditions.

✔ Attorney Riders

In NYC, riders outline additional legal protections and negotiated terms. They should be reviewed carefully before signing.

✔ Lead Paint Disclosure

Homes built before 1978—including most historic Brooklyn properties—require a federally mandated lead paint disclosure.

✔ Property Condition Disclosure Statement (PCDS)

This is now mandatory.
The old $500 credit in lieu of completing the form has been eliminated.
The seller must complete the PCDS unless both attorneys agree in writing to waive it.

This form is crucial for transparency and protects you from future liability.

✔ Smoke/Carbon Monoxide Detector Affidavit

A required affirmation that detectors are installed and working.

✔ Government-Issued Photo ID

Your attorney will need this for closing documentation and deed transfer.

2. State & City Transfer Forms

NYC closings require several tax and transfer documents:

✔ NYC Real Property Transfer Tax (RPTT)

Filed at closing and required for deed recording.

✔ New York State Transfer Tax Form (TP-584)

Every property transfer in NY State requires this.

✔ Equalization & Assessment Form (RP-5217)

Documents the property transfer for tax assessment purposes.

✔ FIRPTA Affidavit

Confirms U.S. residency for tax withholding purposes.

These forms are typically prepared by your attorney, but providing accurate information early prevents delays.

3. Title, Ownership & Compliance Documentation

Before closing, the buyer’s title company will conduct a full search. Providing documents early can resolve issues ahead of time:

✔ Title Clearance

Your attorney will ensure there are no liens, violations, or encumbrances.

✔ Real Estate Tax Receipts

Buyers and lenders require proof that taxes are current.

✔ Water Bill / DEP Payoff

NYC requires a final water and sewer balance to be paid before transfer.

✔ Violation Search Resolution

Open violations from HPD, ECB, or DOB must be addressed before closing.
Buyers don’t want to inherit fines.

✔ Certificate of Occupancy or Letter of No Objection (LNO)

Critical for properties like two-family conversions.
The CO/LNO must match the home’s actual use.

✔ Survey (if available)

Not required, but extremely helpful—especially for homes with garages, driveways, or rear extensions.

4. Two-Family Properties Require Additional Documentation

For multi-unit homes—common in Bay Ridge, Sunset Park, and Kensington—the following must be ready:

✔ Current Leases (if applicable)

Buyers need to verify tenancy terms.

✔ Rent Roll

Shows monthly rent, security deposits, and tenant status.

✔ Security Deposit Ledger

Deposits must be transferred to the buyer at closing.

✔ Tenant Access/Notice Coordination

NYC requires proper notice for appraisals, inspections, and showings.

✔ Vacancy Confirmation (if delivering vacant)

A simple signed statement is typically sufficient.

5. Maintenance Records: Small Documents with Huge Value

Buyers care deeply about the condition of Brooklyn’s older homes. Well-organized maintenance documentation can tip a negotiation in your favor:

• Heating system service history

• Roof repair or replacement invoices

• Electrical upgrades

• Plumbing work

• Appliance manuals and warranties

• Renovation permits and final sign-offs

This level of transparency increases buyer trust and reduces post-inspection renegotiations.

For more on handling inspection issues, see the blog:
The Inspection Mistakes That Derail Brooklyn Deals

6. Utilities, Keys & Operational Items

These seem small—but are essential for a clean transfer:

• All keys (front, rear, basement, garage)

• Mailbox key

• Garage remotes

• Alarm codes

• Final utility readings for ConEd & National Grid

• Access codes for smart home devices (if applicable)

Providing these on or before the final walk-through helps avoid last-minute confusion.

How Pen Realty Helps Sellers Stay Ahead

Pen Realty’s Signature Experience includes a full pre-closing readiness review. Before your home hits the market, we help you assemble:

✔ All required disclosures
✔ All legal documents your attorney will need
✔ All title-related items
✔ All two-family or tenancy documentation
✔ All maintenance and operational records

This level of preparation is one reason our clients consistently report smoother, faster closings.

For sellers preparing to list, we also recommend reading:
Why the Right Expert Makes All the Difference in Brooklyn's Market

Thinking of Selling in 2026? Start Preparing Now.

The best closings begin well before the listing date. Whether you're planning to sell in January 2026 or exploring your options, the right preparation can save time, reduce stress, and maximize your sale price.

If you’re ready to begin—or simply want a personalized seller readiness review—Pen Realty is here to help.

Visit PenRealty.net or connect with Peter Mancini directly to start your preparation today.