Start with one honest property file
Ask your lawyer which records matter for your home. A useful starting pack is the record of title and title plan, a recent LIM, the council property file, building consents and code compliance certificates. Add warranties, invoices and reports for important work, plus anything you were given about an earlier defect.
Seller document checklist
- Current record of title and title plan.
- LIM and relevant council property-file records.
- Building consents, code compliance certificates and records of exempt work.
- Plans, invoices, warranties and reports for renovations or repairs.
- Building, engineering, drainage, electrical or weathertightness reports.
- Natural-hazard damage, insurance claims, repairs and outstanding work.
- Shared driveway, easement, covenant or cross-lease information.
- Unit-title disclosure statements and body corporate records where applicable.
- Tenancy agreement, bond, rent and notice records if the home is tenanted.
- Chattels list, keys, remotes, manuals and transferable warranties.
If the home is tenanted, include the tenancy agreement, bond, rent and notice records. Unit-title owners will need body corporate material. Insurance and natural-hazard claim papers also belong in the file. This is not a bundle to hand indiscriminately to every visitor. Give it to your lawyer and agent first so they can identify what is current, relevant and safe to rely on.
A LIM and a property file answer different questions
A LIM is a formal council report about information the council holds for the land and property. Tauranga City Council explains what a LIM can contain and how to order one. The wider council property file may include plans, permits, consent documents, correspondence and inspection records. Do not assume one replaces the other.
Consumer Protection recommends legal review of the LIM and council files when a buyer is preparing an offer. A seller can use the same records earlier to spot discrepancies, such as a room or deck that appears at the property but not in the consent documents.
If the plans and the house do not match
Do not call work consented, compliant or permitted unless the paperwork supports that description. Compare the house with the council plans, gather what you have and resist guessing about what a previous owner did.
If records are missing or work may be unauthorised, speak with Tauranga City Council and your lawyer before choosing a path. You may need specialist advice, further records, remedial work or clear disclosure. Our detailed guide to unconsented building work in Tauranga explains the difference between exempt work, a Certificate of Acceptance and a code compliance certificate.
Known problems need plain conversations
Tell your lawyer and agent about known defects and significant risks. That may include leaks, flooding, subsidence, retaining-wall concerns, borer, asbestos risk, boundary or title problems, weathertightness history, unconsented work, and natural-hazard damage or claims. The Real Estate Authority says licensees must disclose known defects and must take further steps when a significant hidden defect appears likely. Your lawyer should advise what your particular circumstances require.
Keep the original report, scope of work, invoices, warranties and consent records, along with a later expert report if one exists. A repair does not make the history disappear, but good evidence helps everyone describe it accurately. Avoid promising that a repair solved every related risk unless an appropriately qualified professional supports that conclusion.
Natural-hazard and insurance claims
Gather the claim number, damage reports, settlement details, repair evidence and a clear note of any unfinished work. REA guidance on natural-disaster damage says this information may be relevant to buyers, including where an insurance payment was made but the repair was not completed. Ask your lawyer how a claim, payment, repair obligation or assignment should be dealt with in the sale agreement.
Make the marketing match the evidence
Review the listing carefully before it goes live. REA guidance on advertising tells licensees to check title information, understand council or planning restrictions, verify vendor claims and correct marketing if new information makes it inaccurate.
Keep written records of corrections and disclosures. Phrases such as “fully consented”, “subdividable” or “no issues” carry real weight, so use them only when the evidence supports them. If you are still organising the wider sale, connect this work to the Tauranga selling steps rather than treating documents as a last-minute legal job.
Turn records into tasks
Add the missing documents to your preparation plan.
Use the private dated checklist to record what needs ordering, checking or discussing before photography and marketing begin.
Frequently asked questions
Do I need to order a LIM before selling?
It depends on the property and sale plan. Buyers may order their own LIM, but an early seller LIM and council-file review can reveal questions before marketing. Ask your lawyer and agent what is useful for your situation.
Can an agent keep a known defect quiet if I ask?
REA guidance says a licensee must disclose known defects and cannot continue acting where a seller refuses necessary disclosure. Get legal advice rather than trying to solve a disclosure question through advertising wording.
Does a building report replace council records?
No. A building inspection assesses physical condition within its scope. It does not prove that renovations received consent or match council records.
Should I give buyers every document I have?
Give the full set to your lawyer and agent first. They can help decide what should be supplied, explained or updated. Documents should be current, relevant and presented without misleading claims.
Official sources
Reviewed 14 August 2026. Property and disclosure duties depend on the facts. Use your own lawyer, council and appropriately qualified specialists.
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