Why Document Checks Matter More Than the Price Negotiation

When you find the right home, attention naturally shifts to the price and the offer you want to make, and to how much room there actually is to negotiate. Before committing, however, it is essential to review the property’s documentation.

The best time to check these documents is before making an offer or while preparing it, including appropriate safeguards if some checks still need to be completed. Waiting until the final deed is signed could mean discovering problems when you are already contractually committed and have paid money toward the purchase. For the full sequence of what happens after an offer is accepted, see our guide on what happens at every step from purchase offer to rogito in Milan.

Many buyers assume the notary checks every aspect of the property. The notary carries out the essential checks on ownership, mortgages and other encumbrances, along with the formalities required for the sale. However, the notary’s work does not replace a technical inspection of the property’s actual condition or a full review of the condominium’s management. The notary does not normally visit the property to confirm it matches the plans on file, this requires a qualified technical professional, and it’s part of why knowing what to actually look for during a viewing matters as much as the paperwork itself.

Document checks are also one of the few genuine protections against the kind of unfair practices some real estate agencies rely on when a buyer doesn’t know what to ask for.

At Mihouz, we recommend requesting the following nine documents from the estate agency or directly from the seller.

1. Cadastral Floor Plan (Planimetria Catastale)

The cadastral floor plan is the drawing of the property held by the Italian Cadastre. It provides a schematic representation of the layout, entrances and any ancillary spaces.

Comparing it with the property you have viewed can reveal obvious differences, such as a moved wall, an additional bathroom or a different room layout. A qualified professional should then verify that they match: an up-to-date cadastral floor plan does not, by itself, prove that all building work was properly authorised.

2. Cadastral Extract (Visura Catastale)

The cadastral extract contains the main information recorded in the Cadastre: the registered holders and their respective shares and rights, the property identifiers, its cadastral category and class, its recorded size or number of rooms, the cadastral floor area where available, and the cadastral income figure, known as rendita catastale.

The identifiers, such as foglio, particella and subalterno, identify the individual property unit. The stated cadastral floor area is an official and generally reliable reference for assessing the property’s size, comparing it with the declared commercial floor area, and checking it against current average prices for residential property in Milan.

The cadastral income figure is also useful for assessing taxation: it is used to calculate the cadastral value on which registration tax is based when the prezzo-valore system applies, and to calculate IMU property tax where payable.

3. Land Registry Search (Visura Ipotecaria)

A land registry search, known as a visura ipotecaria or, more precisely, an ispezione ipotecaria, allows you to review entries in the property registers and check for mortgages, seizure orders, registered legal claims or other encumbrances relevant to the purchase.

For a comprehensive check, it is advisable to involve the notary, who will trace the ownership history and registered entries, normally going back at least twenty years. A simple search relating only to the current owner may not be sufficient.

An existing mortgage does not necessarily prevent a sale, but it is necessary to establish how the loan will be repaid and the mortgage discharged. Understanding these issues before making an offer helps ensure the arrangements are properly set out.

4. Minutes of the Latest Condominium Meeting

The minutes help you understand what is happening in the building: works being discussed or approved, water leaks, problems with communal systems, disputes and other matters that could affect your decision to buy.

We recommend starting with the latest minutes and, if unresolved issues emerge, requesting earlier minutes and those of any extraordinary meetings.

Approved façade works or a recurring roof problem can have a significant impact on the overall cost of the purchase. It is therefore useful to clarify early on what expenses are expected and how they will be allocated between the seller and the buyer.

5. Annual Statement of Condominium Expenses

The annual expense statement, together with the cost allocation schedule, shows the expenses actually incurred and the share allocated to the apartment. It also helps you understand what is included, such as heating, water, concierge services, the lift or other services.

It is useful to review this alongside the budget for the current financial year and check for balancing payments, outstanding debts to suppliers or significant unpaid condominium charges. When assessing the condominium’s finances, the key is to understand the scale of the arrears without collecting unnecessary personal information about neighbours.

6. Condominium Rules (Regolamento di Condominio)

We always recommend reading the condominium rules, especially when you have a specific project in mind for the property. They may contain provisions affecting the use of the property and communal areas.

This check is particularly important if you intend to use the home for short-term rentals, divide it into several units, or convert an office or shop into a home. Everyday needs, such as playing a musical instrument, can also make it useful to understand the rules on noise and quiet hours.

7. Energy Performance Certificate (APE)

The Energy Performance Certificate, known in Italy as the Attestato di Prestazione Energetica or APE, describes the property’s energy performance and gives its rating, from A4 (the most efficient) to G. It provides useful information about the home’s energy efficiency and possible improvements.

It is also relevant for buyers taking out a mortgage: some banks offer “green” mortgages on preferential terms for properties that meet certain energy performance requirements.

8. Deed Establishing the Origin of Ownership (Atto di Provenienza)

The atto di provenienza documents how the current owner acquired the property. It is often the previous deed of sale, but it may be a deed of gift, a deed of partition or, in the case of an inheritance, succession documents to be reviewed with the notary.

It helps establish the basis of ownership and identify which assets and rights were transferred, including ancillary units, ownership shares and any easements or specific contractual provisions. If you’re buying as a foreign national, this is also the point where questions of eligibility and ownership rights can intersect, our guide on whether foreigners can buy property in Milan covers the EU, non-EU and reciprocity rules that may apply to you as the buyer, separately from the seller’s own ownership history.

9. Latest Building Filing and Planning Documents

The latest building filing, together with the associated drawings, is a starting point for understanding what works have been carried out and how the home has been altered.

However, the latest filing alone is not always sufficient to establish the property’s lawful building and planning status. A qualified professional should also assess previous permits and any other necessary documents, requesting access to municipal records where needed.

The check involves comparing the property as it actually stands with its lawful building configuration and the cadastral floor plan, taking into account the applicable rules and permitted tolerances.

These nine documents provide a starting point. Depending on the property, further checks may be necessary, for example regarding occupancy certification or building systems. Our complete guide to buying property in Milan covers the full purchase process these checks fit into.

When to Request the Documents

You should request the documents as soon as you are seriously considering making an offer. Some agencies prefer not to send complete copies immediately, partly for confidentiality reasons. In these cases, you can arrange to review them at the agency’s office before signing.

It is important to allow enough time to read the documents and, where necessary, have them reviewed by your own technical professional or notary.

How a Suspensive Condition Works

If some documents are unavailable or you need more time to review them, you can make an offer with a suspensive condition linked to reviewing and approving the property documents.

For example, you can agree on three or four days after the seller accepts your offer to receive all the documents, check them, and approve them if everything is in order. During this period, the offer remains on hold under Article 1353 of the Italian Civil Code: it only takes effect once the checks have been completed successfully and approval has been given as specified in the clause. If the agreed conditions are not met by the deadline, you are not required to proceed with the purchase.

At Mihouz, we support homebuyers in collecting and carrying out an initial review of the documentation, coordinating further checks with the relevant professionals. Our aim is to help buyers make an offer with a clear understanding of the issues that could affect the property’s value, costs and future use, whether you’re buying to live in or evaluating the real return a property investment in Milan can generate. Learn more about our buying service, or browse why clients choose to work with us.

FAQ: Buying a Home in Milan — Document Checks

What documents should I check before buying a home in Milan?
At minimum: the cadastral floor plan, the cadastral extract, a land registry search, the latest condominium meeting minutes, the annual condominium expense statement, the condominium rules, the Energy Performance Certificate (APE), the deed establishing the origin of ownership, and the latest building filing and planning documents.

Does the notary check all of these documents for me?
No. The notary carries out essential legal checks on ownership, mortgages and encumbrances, and the formalities required for the sale. The notary does not normally inspect the property’s physical condition or verify that it matches the cadastral plans, that requires a separate technical professional.

What is a visura catastale and why does it matter?
A visura catastale (cadastral extract) shows the property’s registered holders, identifiers, cadastral category and class, recorded size, and cadastral income. The cadastral income figure is also used to calculate certain taxes, including registration tax under the prezzo-valore system and IMU where applicable.

Can I still make an offer if I haven’t received all the documents yet?
Yes, by including a suspensive condition in the offer linked to reviewing and approving the documents, typically with a window of three or four days after the seller’s acceptance. The offer only becomes binding once the review is completed successfully within that period.

What happens if the condominium has unresolved issues, like a roof problem or pending façade works?
These can significantly affect the overall cost of the purchase, since major works are usually billed to whoever owns the unit when they’re approved or carried out. Reviewing the condominium minutes and expense statement before making an offer helps clarify what costs to expect and how they’ll be allocated between buyer and seller.

Do foreign buyers need to check anything extra beyond these nine documents?
The documents themselves are the same, but foreign buyers should also confirm their own eligibility to purchase, which depends on nationality, residence status and, for some non-EU buyers, Italy’s reciprocity rule. See our guide on foreigners buying property in Milan for details.

Related Guides

• Complete guide to buying property in Milan, the full process this document checklist fits into
• Complete guide to renting in Milan, if you’re weighing renting against buying