Tax bill and APN
Your property tax bill or tax assessment notice usually includes your Assessor's Parcel Number (APN), which is the identifying number county records use for your specific parcel. This number makes it much faster to pull up zoning, tax history, and mapping information.
If you cannot find your tax bill, the APN can typically be looked up through your county assessor's website using the property address or owner name.
The deed
The deed shows how you currently hold title to the property and is the document that will ultimately need to be replaced by a new deed at closing. A copy of your existing deed helps confirm ownership details early in the process.
If you do not have a copy, most county recorder or clerk offices maintain public deed records that can be searched or requested.
Survey and plat information
A prior survey shows the property's boundaries, dimensions, and sometimes topography or easement locations. If one exists from a previous purchase or subdivision, it can save time during due diligence.
A plat map, if the parcel is part of a platted subdivision, shows how the property fits within the larger subdivision layout and can clarify lot lines and recorded easements.
Title information and HOA or POA documents
Any prior title insurance policy or title report can give early insight into liens, easements, or other recorded interests affecting the property, though a new title search will still be conducted for the current sale.
If the property is part of a homeowners' or property owners' association, documents such as covenants, restrictions, and any outstanding dues information help clarify obligations that could affect the transaction.
Utility information and prior studies
Information about what utilities exist at or near the property, such as prior correspondence with a water or sewer authority, can be useful, though it is not required to have this documented in advance.
If any environmental studies, soil tests, or appraisals were previously conducted on the property, sharing them can help move due diligence forward faster, since they may reduce duplicate work.
Photos and general property knowledge
Recent photos of the property, including access points, general terrain, and any visible features like standing water, tree cover, or structures, help give an early picture of the parcel's condition.
General knowledge about the property, such as how long you have owned it, any known access issues, or past use of the land, is also valuable even when no formal documents exist to support it.
Practical examples
- Imagine a landowner who inherited land decades ago and has no survey or title paperwork. That is a common situation, and county records combined with a new title search can typically fill in most of the missing information.
- Suppose a seller has an old environmental study from when they considered developing the property themselves. Sharing that study, even if it is several years old, can still give a buyer a useful starting point.
- Imagine a parcel inside an HOA with unclear dues status. Providing whatever HOA correspondence exists, even if incomplete, helps identify what needs to be resolved before closing.
Seller takeaway
Gather what you can, but do not delay reaching out because your paperwork is incomplete. Missing documents can usually be recovered through county records or resolved during due diligence.
Submit your lotBuilder takeaway
Early access to any existing surveys, studies, or title information helps builders scope due diligence more efficiently, even when the documentation is partial or outdated.
Join builder buyer listQuestions to ask before moving forward
- →Do I know my property's APN, or can I look it up through the county assessor?
- →Do I have a copy of my deed, or do I need to request one from the county recorder?
- →Are there any prior surveys, studies, or appraisals I have access to?
- →Is my property part of an HOA or POA with documents I should locate?
- →Do I have recent photos that show the property's current condition and access?
Related reading
Put this into practice
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Disclaimer: This article is educational only. It is not legal, engineering, environmental, title, or tax advice. Land rules vary by city, county, state, parcel, and project. Always consult qualified professionals before making decisions about any specific property.