The paperwork, disclosures, and closing steps New York for-sale-by-owner sellers actually handle — on one printable page. Check items off as you go.
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General information only. This checklist is not legal advice and doesn't create an attorney–client relationship. New York rules change — have a New York real estate attorney review your documents before you sign anything.
1 · Before you list — gather these
Deed to the property (or co-op stock certificate + proprietary lease; condo unit deed)Buyers' attorneys will ask for it first. If it's an LLC or trust, have the authorizing documents ready. Latest property tax bills and receiptsShows taxes are current; buyers and their lenders will verify. Certificate of Occupancy (NYC Dept. of Buildings)Especially important for multi-family homes — legal use must match what's listed. Mortgage statement and payoff informationYour attorney needs this to compute your net proceeds and clear the lien at closing. Survey, if you have oneNot always required, but it answers boundary and encroachment questions fast. Condo financials / HOA docs, or co-op resale requirementsCo-ops have their own application packages and board rules — request them early, they take time. Permits and sign-offs for any renovationsUnpermitted work is the #1 surprise in NYC deals. Permits on file keep your price intact. Heating/oil records (tank location, service history)Buyers ask; underground tanks in particular can affect insurance and financing. Floor plans or room measurements, if availableListings with real dimensions get more serious inquiries. A New York real estate attorney lined upIn NYC, attorneys run the transaction — engage one before you accept an offer, not after.
2 · Disclosures New York requires
Property Condition Disclosure Statement — or the $500 creditNY's Property Condition Disclosure Act: deliver the disclosure form at or before contract, or give the buyer a $500 credit at closing instead. New construction and some transfers are exempt. Lead-based paint disclosure (homes built before 1978)Federal rule: give buyers the EPA pamphlet "Protect Your Family From Lead in Your Home," disclose known lead paint/hazards, and allow a 10-day inspection window. Smoke & carbon monoxide detector affidavitNY requires working detectors; a signed affidavit is standard at closing. Fire sprinkler disclosure (multi-family buildings)NYC has specific sprinkler disclosure rules for larger residential buildings — confirm which apply to yours. Known material defects — disclosed, alwaysEven with the $500 credit option, hiding a known defect (leaks, structural issues, flooding) creates liability. Disclose it in writing. Flood-zone awarenessIf you're in a FEMA flood zone, say so — the buyer's lender may require flood insurance, and it affects their financing.
4 · Offers — protect yourself
Every offer goes to YOUR attorney before you respondVerbal acceptances mean nothing in New York. Nothing is binding until contracts are signed by both sides. Proof of funds or pre-approval with every offerAn offer without financing proof is a wish. Ask for the letter, and the lender's contact. Compare net proceeds, not just priceClosing costs, transfer taxes, payoff amounts, and timing all change what you actually walk away with. Set a response deadline on every counterOur board's sealed-offer deadline does this automatically — off the board, put it in writing yourself. Never accept wiring instructions by email or messageWire fraud targets closings. Funds move through the parties' attorneys — verify every instruction by phone.
5 · Contracts & closing
Contract of sale drafted and reviewed by your attorneyIn NYC the seller's attorney typically prepares the contract. Read every rider. Down payment goes to escrow — your attorney's escrow, never yours personallyStandard is 10%, held in the seller's attorney's escrow account. Title search and lien/municipal searches orderedUncovers judgments, violations, and unpaid taxes that must be cleared before closing. Transfer taxes budgeted (seller's side)Customarily the seller pays NYS transfer tax and NYC RPTT; the buyer pays the mansion tax. Your attorney computes the exact numbers. Mortgage contingency and closing date negotiated in the contractKnow what happens — and who keeps the deposit — if the buyer's financing falls through. Co-op board package / condo waiver of first refusalCo-ops: the board application is a second closing. Condos: the HOA's waiver of first refusal must be in hand. Prorations calculated (taxes, HOA, fuel)Your attorney adjusts for who paid what through closing day.
6 · At the closing table
Government-issued photo IDYou, and anyone signing with power of attorney (bring the original POA). Keys, fobs, garage remotes, mailbox keysCount them the night before. Spares included. Final utility readings and account transfers arrangedCon Ed, water, gas — schedule the cutover so nothing lapses. Closing statement (HUD-1 / settlement statement) reviewed line by lineWith your attorney — confirm payoffs, taxes, and your net before you sign. Wire or check instructions verified by phoneYour proceeds should go to an account you confirmed verbally with your attorney. Never from an email alone.
One more time: this checklist is general information, not legal advice. New York City and State rules change — a New York real estate attorney should review your paperwork before you sign anything.
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