--- title: "Property Valuation Document Checklist: What to Prepare" description: "Prepare a Dutch property valuation with a five-folder document checklist for property facts, legal rights, improvements, lender requirements and supporting evidence." url: "https://bestetaxateur.com/en/guides/property-valuation-document-checklist/" locale: "en" author: "Lucas Smit" publishedDate: "2026-08-27T00:00:00.000Z" updatedDate: "2026-09-08T00:00:00.000Z" categories: "Property valuation basics, Buying a home" tags: "documents, valuation appointment, preparation" --- # Property Valuation Document Checklist: What to Prepare Prepare a Dutch property valuation with a five-folder document checklist for property facts, legal rights, improvements, lender requirements and supporting evidence. ## When this valuation matters If you are preparing a valuation file, give the appraiser the facts that can change the opinion and leave out irrelevant personal data. Homeowners, buyers, sellers, lenders, heirs and advisers can use this checklist to gather plans, rights, permits, leases and condition records without sending irrelevant personal data. ## TL;DR Start with the property address, purpose, recipient and value date, then add documents about ownership, floor area, permits, leases, improvements, condition and energy. Tell the appraiser what is missing and let the professional say which extra record is needed. Start with the address, purpose, value date and report recipient. Then separate completed work from plans and flag missing information. NHG’s 2026 conditions can require a building report when direct repairs exceed 10% of market value or more building research is needed. Do not send private documents through a general contact form.
Five-folder property valuation document checklist covering property, legal, condition, finance and evidence
With the situation clear, start by separating the property facts from the decision the report must support. When you assemble a valuation file, keep [local property evidence from Maarheeze](https://taxatieeindhoven.com/property-valuation-maarheeze/) distinct from the legal, condition and recipient documents that complete the file. ## Start with the report purpose Write one line at the top of the file: “Valuation for [purchase, mortgage, refinancing, sale, inheritance or another decision], to [recipient], with value date [date].” Add the latest delivery date. The purpose controls the evidence. A lender may need a validated report. A sale preparation file may focus on improvements and comparable homes. An inheritance file may need a date and ownership record that differ from a purchase report. For a mortgage purchase, [when a property valuation report is needed when buying](/en/guides/when-do-you-need-a-property-valuation-report-when-buying/) determines which documents and dates belong in the file. ## Folder 1: property facts Collect the information that identifies the home: - full address and any unit or apartment identifier; - property type, floor area and plot information where relevant; - floor plans, measurement reports and drawings; - construction year and any known use restrictions; - photographs that show a change, defect or improvement; - homeowners’ association contact and building information for an apartment. Check that names, dates and measurements are consistent. If a floor plan and a listing use different areas, mark the difference rather than silently choosing one. ## Folder 2: ownership and legal rights Put legal and property-right information in a separate folder: - purchase contract or ownership information; - leasehold, ground rent and buyout documents; - easements, rights of way and shared access; - permits, enforcement notices or correspondence about use; - rental agreements, occupancy limits or subdivision documents; - homeowners’ association rules, budgets and known building decisions. The Kadaster Woningrapport page explains that ownership, surface area, sale price, mortgages and attachments can be requested as separate products. Those products help you check facts. They do not replace a valuation report or legal advice. ## Folder 3: condition and improvements Create two subfolders: completed work and planned work. For completed work, keep: - invoices and payment evidence; - contractor descriptions and warranties; - planning permissions and completion records; - before-and-after photographs; - maintenance records for roof, heating, ventilation and installations; - energy label, insulation, glazing, solar and heat-pump documents. For planned work, keep specifications, quotes, drawings, permits and an expected schedule. Label it clearly as planned. A contractor quote records an intention and price assumption. It does not prove that the work is complete. Rijksoverheid says an energy label is required for most home sales, rentals and deliveries and is valid for ten years. Check the issue date and keep evidence for any work completed after the label was issued. ## Folder 4: financing and recipient rules Ask the lender or other recipient for a written checklist before the inspection. Record: - loan purpose and requested value date; - accepted valuation method; - validation requirement and accepted institute; - maximum report age and delivery channel; - expected loan-to-value ratio; - need for current and post-improvement values; - need for a separate building report or other inspection. Rijksoverheid explains that a mortgage can be up to 100% of the home’s value, with income and other rules also applying. The property-value check is one part of the application. Mortgage valuation report requirements identify the questions that belong in the lender conversation. Once those points are clear, gather the records that let the appraiser test them. ## Folder 5: dated evidence Put the most recent evidence in date order: - valuation quotes and the accepted brief; - lender or adviser instructions; - sale contract and agreed price; - invoices, approvals and inspections; - energy label and installation records; - messages that record a change to the property or purpose. Add a one-line note to each file: what it proves, who issued it and its date. A valuer can then see where an assumption came from. ## What NWWI conditions add to the file The NWWI residential assignment conditions describe information that can matter to the valuation, including use, rules, maintenance, insulation, comparable homes and local market context. The exact documents vary by property and instruction. Ask the valuer which item is needed rather than sending every private record. If a document is missing, write “not available” and explain what you have done to find it. Concealing a gap makes the file harder to assess. Missing or unusual information can change the work, which is why property valuation cost factors belong in the quote discussion. ## The NHG building-report trigger NHG’s 2026-1 conditions say a building report is needed when the valuation identifies direct maintenance costs that average more than 10% of market value, when more building investigation is needed or when the building condition is poor. The valuer who prepares the NHG valuation cannot also prepare the building report when a separate objective report is required. The 10% threshold is a condition for a specific NHG process. The threshold only describes that NHG process; it says nothing about general building safety. Ask the lender what report it wants and who may prepare it. ## Handle sensitive documents safely Share only what the recipient needs, using its secure upload or customer portal. A general contact form is suitable for questions about an assignment and should not receive identity documents, mortgage statements, full bank details, keys, alarm codes or other sensitive records. Use a redacted copy for an initial question when possible. Keep the original in your own secure storage and record who received the final version. With the purpose settled, you can work through the checks in an order that mirrors the decision. ## Three checks before the appointment ### Dates Check that the value date, report date, label date, invoice date and work dates make sense together. ### Differences Compare the address, floor area, ownership names and property description across documents. Flag a mismatch. ### Changes Write a short timeline of purchase, renovations, permits, damage, energy work and occupancy changes. Give it to the valuer and lender when relevant. ## Next steps Build the five folders, ask the recipient for its conditions and send the provider a concise index. The index should list each document, date, issuer and purpose. The final document should answer the questions defined by valuation report requirements. Before the appointment, settle the practical questions that affect the report. ## FAQ ### Do I need every document on this list? No. The purpose, property and recipient decide the required file. Use the list to identify likely evidence and ask the valuer or lender what to send. ### Should I send mortgage statements through a contact form? No. Use the secure channel named by the lender or provider. The general site form should not collect sensitive financial or identity documents. ### When can a building report be required with NHG? NHG’s 2026-1 conditions mention direct maintenance costs above 10% of market value, a need for more building research or poor building condition. The lender decides which report and appraiser it will accept.