Document Checklist

In a previous article, I discussed the process I go through every time I get a house under contract. Documenting and following a clear process allows me to get accustomed to a routine, and also allows me to delegate the routine to others who may not be as familiar with the business as I am. In other words, by documenting clear processes, my business can be more self-sustaining, and I can focus on other — more important — tasks.

As a follow-up to that article, I wanted to mention all the the documents that I collect throughout my property acquisition process, and that I save as part of my business records. These documents serve a range of purposes — from ensuring that I have the necessary information for my accountant to putting myself in a strong legal position should I have issues with my contractors. Surprisingly, some of these documents tend to be difficult to get ahold of once a project is complete, so I make sure to collect them along the way.

Here is the list of documents I always gather and maintain, or that I have others in my company gather and maintain…


At Binding Contract

  • Signed Purchase and Sale Agreement
  • Purchase and Sale Addendums
  • Contract Amendments
  • Full MLS Listing
  • Comparable Market Analysis (CMA)
  • Current Tax Records

During Due Diligence

  • Inspection Report(s)
  • Rehab Scope of Work
  • Rehab Material’s List

At Closing

  • HUD-1
  • Good Faith Estimate (GFE)
  • Warranty Deed
  • Insurance Binder

Prior to Starting Rehab

  • Independent Contractor Agreement(s)
  • Signed W9’s
  • Signed Scope of Work
  • Signed Materials List
  • Insurance & Indemnification Agreements

At Sales Closing

  • Signed Purchase and Sale Agreement
  • Purchase and Sale Addendums
  • Contract Amendments
  • HUD-1

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