9 Ways to Prepare Your Paperwork Before Conveyancing Inspection Day

When you’re getting ready to sell your home, inspection day can feel like a big deal—and it is. It’s often the first time serious buyers walk through your property. But beyond cleaning up the place and making sure it looks good, the paperwork behind the scenes —especially for a conveyancing inspection—plays a major role, too.

If you’re handling conveyancing for selling a house in Melbourne, having your documents sorted early can help everything go smoothly. It can also make you look more prepared and trustworthy to buyers and their agents. A well-prepared document set can also reassure serious buyers that nothing is overlooked.

Here are 9 smart ways to get your paperwork ready before inspection day arrives.

1. Get Your Contract of Sale Drafted

The contract of sale is the main document in any property deal. It includes the price, settlement period, special conditions, and more. Buyers might ask to see a draft of this before or after an inspection, especially if they’re serious.

• Ask your conveyancer to prepare a draft version early 
• Make sure names, property details, and key dates are accurate 
• Double-check the terms around deposits and settlement 
• Add any special conditions upfront (e.g., subject to finance) 

Having a contract draft ready can speed up the conveyancing inspection and lead to quicker offers.

2. Prepare the Section 32 Statement (Vendor’s Statement)

If you’re selling in Victoria, you’ll need to give every serious buyer a Section 32 before they can sign anything. This document tells the buyer about the property’s legal and financial position.

• Include zoning details, building permits, and planning info 
• Disclose mortgages, rates, or outstanding levies 
• Mention any easements or restrictions on the land 
• Prepare it through a licensed conveyancer or solicitor experienced in conveyancing for selling a house in Melbourne. 

You don’t need to hand this out on inspection day, but having it ready supports a smooth Conveyancing Inspection and makes you look professional.

3. Organize Council and Utility Info

Buyers often want to know how much it costs to run the home, especially in older properties. Having your most recent council rates, water bills, and gas or power accounts handy helps answer those questions.

• Keep printed or digital copies of your last 2–3 bills 
• Highlight annual charges (not just the current month) 
• Include body corporate fees if you live in an apartment 
• Add contact details for your utility providers, if helpful 

This info isn’t required by law, but sharing it shows transparency and builds buyer confidence.

4. Gather Building and Renovation Records

If you’ve done any upgrades, extensions, or renovations, be ready to share proof. Buyers and inspectors will often ask about permits or council approvals. Having this paperwork ready can avoid headaches later.

• Collect any building permits or planning approvals 
• Save receipts for major work like roofing, plumbing, or electrical 
• Get compliance certificates if a licensed tradie was involved 
• List the dates and contractors who completed the work 

Even small things—like a new fence or pergola—can matter. Be honest about what was done and when.

5. Check Title and Property Boundaries

This step is often handled by your conveyancer, but it’s still worth knowing what’s in the title records. That includes legal boundaries, ownership details, and anything registered against the land.

• Ask for a title search from your conveyancer 
• Confirm your name and property details match exactly 
• Check for easements (like shared driveways or drains) 
• Review the plan of subdivision if you’re on a strata lot 

If anything looks off or confusing, now’s the time to fix it, not on settlement day.

6. Disclose Any Existing Agreements or Issues

Buyers deserve to know if the property comes with any catches. That could include rental leases, fencing disputes, or neighbor agreements. Not disclosing these things could lead to legal trouble.

• Note if the home is tenanted or under lease 
• Mention shared-use agreements or informal arrangements 
• Explain any fencing issues or shared access paths 
• Add this to the Vendor’s Statement or contract, where needed 

Clear and upfront disclosure is always better than surprises later.

7. Have a List of What’s Included in the Sale

Buyers will look at appliances, curtains, light fittings, or even furniture. Some might assume items are included when they’re not. It’s best to make a list now and stick to it.

• List included fixtures: oven, dishwasher, aircon, etc. 
• Mention exclusions (e.g., TV wall mounts, chandeliers) 
• Label or tag excluded items on inspection day 
• Add the list to the contract for clarity 

This helps avoid awkward conversations or last-minute arguments.

8. Be Ready to Share Inspection Reports

If you’ve had building or pest inspections done recently, buyers may ask to see them. Sharing upfront can build trust and save them time.

• Provide copies of any recent building or pest reports 
• Note when they were done and who did them 
• Highlight major repairs or issues already fixed 
• Offer receipts for completed work, if possible 

If you haven’t had one done, consider it, especially if your home is older.

9. Keep It All Together in One Spot

This last tip might be the most important. Once your paperwork is in order, don’t scatter it across emails, folders, or desk drawers. Keep everything in one clear, labeled file—digital or physical.

• Use a folder or binder for all sale-related documents 
• Keep digital copies backed up on your computer or cloud 
• Share copies with your conveyancer for safekeeping 
• Be ready to send to agents or buyers on request 

Being organized not only saves time but it can also streamline your conveyancing inspection and reduce stress during the process.

Final Thoughts

Getting your paperwork together before inspection day isn’t just about legal boxes to tick. It’s about showing buyers that you’re ready and serious. It helps speed up the process, prevents delays, and makes your property stand out.

If you’re not sure where to begin or want help sorting it all properly, Goodwill Conveyancing has been helping sellers across Melbourne handle the process with less stress and better results.

FAQs About Getting Paperwork Ready Before Inspection