Whether you’re buying or selling property in Australia, conveyancing is a critical legal process that ensures ownership is transferred correctly and all obligations are met. But beyond signing a contract, what documents are actually needed to complete the transaction?
If you’ve ever felt overwhelmed by the paperwork involved in property settlements, you’re not alone. From identity verification to title searches, the conveyancing process involves several essential documents—each serving a unique purpose in protecting both parties and ensuring a smooth transfer of ownership.
In this blog, we’ll cover:
- The core documents required from buyers and sellers
- Why each document matters
- When and how these documents are used during the conveyancing timeline
And if you’re unsure about what’s needed for your particular situation, a trusted conveyancing professional can guide you through the process and handle the paperwork for you.
What Is Conveyancing?
Before we dive into the paperwork, let’s briefly recap what conveyancing is.
Conveyancing refers to the legal and administrative work involved in transferring property ownership from one person to another. This includes:
- Preparing and reviewing contracts
- Conducting property and title searches
- Managing financial transactions and settlement
Documents Required from the Seller
If you’re selling a property, your conveyancer or solicitor will help you prepare several key documents:
✅ 1. Contract of Sale
This is the central legal agreement between you and the buyer. It outlines:
- The purchase price
- Settlement date
- Terms and conditions
- Inclusions/exclusions
Each state or territory has its own standard contract templates, often required by law (e.g. REIV in Victoria or REINSW in NSW).
✅ 2. Vendor Statement / Section 32 (VIC only)
In Victoria, sellers must provide a Section 32 Statement that discloses crucial information about the property, such as:
- Title details
- Zoning
- Council rates
- Easements or covenants
- Any building approvals or notices
Other states may have different names or formats (e.g. Disclosure Statement in QLD).
✅ 3. Title Search / Certificate of Title
This proves you are the registered legal owner of the property. It also reveals any mortgages, caveats, or restrictions on the title that must be cleared before settlement.
✅ 4. Identity Documents
To meet legal requirements, sellers must complete a Verification of Identity (VOI) process. This typically involves presenting:
- Passport or driver’s licence
- Medicare card or birth certificate
- Recent utility bill showing your address
This can be done at the post office or via approved identity verification agents.
✅ 5. Discharge of Mortgage Form (if applicable)
If the property is mortgaged, you’ll need to notify your lender and arrange to discharge the mortgage at settlement. Your conveyancer will coordinate this.
Documents Required from the Buyer
If you’re buying a property, your conveyancer will help you prepare and review documents that ensure your rights are protected.
✅ 1. Signed Contract of Sale
Once you’ve reviewed the contract (and had it checked by your conveyancer), you’ll sign the Contract of Sale and pay the deposit—usually 5% or 10%.
✅ 2. Loan Documents
If you’re financing the purchase, you’ll need to:
- Apply for a home loan
- Provide supporting financial documents (payslips, bank statements)
- Sign your lender’s loan agreement and mortgage documents
Your lender may also require your conveyancer to liaise with them for settlement.
✅ 3. Identity Documents (VOI)
Just like sellers, buyers must complete Verification of Identity. This is essential for land registration and to prevent fraud.
✅ 4. Stamp Duty Declaration Forms
Stamp duty is a significant government tax paid by the buyer. Your conveyancer will help you fill out the necessary declaration forms, which may vary by state.
In some cases (e.g. first home buyers), you may also need to submit forms for concessions or exemptions.
✅ 5. Land Title Transfer Documents
These are legal forms lodged with the state’s land titles office (e.g. Land Use Victoria, NSW LRS). They include:
- Transfer of Land document
- Notice of Sale/Transfer to inform council and utilities of the new owner
Your conveyancer will prepare and lodge these on your behalf as part of the settlement process.
Optional but Common Documents
Depending on the nature of the property and the transaction, you may also encounter:
🏘️ For Sellers:
- Building & Pest Inspection Reports (especially for private treaty sales)
- Occupancy Certificates (for newer homes or recent renovations)
- Swimming Pool Compliance Certificates (required in NSW and QLD)
🏡 For Buyers:
- Strata Reports (for apartments or townhouses)
- Building and Pest Inspection Reports
- Land Survey Reports (especially for rural or subdivided land)
What Happens at Settlement?
On settlement day, your conveyancer or solicitor will exchange final documents and payments with the other party’s legal team. Key documents such as the Transfer of Land are submitted electronically (via PEXA in most states), and ownership is officially transferred.
You’ll receive confirmation that:
- Your name has been registered as the new owner
- The seller’s mortgage has been discharged
- Your new mortgage has been registered (if applicable)
Why Professional Conveyancing Matters
Conveyancing involves more than just paperwork—it requires precise coordination, legal expertise, and an understanding of your rights and obligations.
A professional conveyancer ensures that:
- All required documents are prepared and submitted on time
- Your financial and legal risks are minimised
- Nothing is overlooked before, during, or after settlement
Conclusion
The conveyancing process in Australia requires a range of documents from both buyers and sellers. From title deeds and ID checks to contracts and government forms, each step is legally significant and must be handled with care.
To make sure your property transaction goes smoothly and stays compliant, trust a qualified team like Jim’s Property Conveyancing. We’ll take care of the legal details—so you can focus on moving forward with confidence.