Build a property research file.
What to request, whom to ask, what to check and what each record cannot establish. Use a consistent structure to compare homes while keeping unresolved questions visible.
Start with the parcel and a specific question
A mailing address, tax parcel, condominium unit and metropolitan area are different references. Confirm county, municipality and parcel number before researching records. For each row in your file, record a claim to check, document, date, scope, responsible contact and next action. Keep pending findings separate from confirmed findings.
Eight evidence groups
| Question and contact | Records and verification | Evidence limitation |
|---|---|---|
| Identity and ownershipCounty recorder, assessor and title professional | Parcel identifier, legal description, recorded deed and title commitment Reconcile the address and legal description. Ask the title professional to explain exceptions, liens and access rights. | A tax record is not a title opinion; a map outline is not a boundary survey. |
| Tax after the transferLocal assessor and tax collector | Current bill, assessment history, exemptions and taxing districts Ask which exemptions end, whether a transfer triggers reassessment and which district charges apply. Save the calculation assumptions. | The seller’s bill does not establish your future bill. |
| Legal use and completed workMunicipal or county planning and building departments | Zoning, permits, final inspections and occupancy records where applicable Match the intended use and visible layout to the records. Ask about expired permits, outstanding violations and the approvals needed for your project. | An issued permit is not proof of completed work or approval of a different use. |
| Condition and specialist findingsInspector and relevant licensed specialist | Dated report, access limitations, test results and comparable repair scopes Separate observations from diagnosis. Assign unresolved findings to a specialist and request a written scope before the contractual deadline. | A general inspection does not cover every hidden defect or specialist test. |
| Hazards and insurabilityFEMA, local hazard agencies and insurance provider | Effective flood map, available hazard records, written quote and coverage terms Use the exact address. Confirm deductibles, exclusions, separate policies, effective date and any required repairs with the insurer. | A map is not a promise of safety or an insurance price; an indicative quote is not bound coverage. |
| Association obligationsAssociation manager and governing documents | Declaration, bylaws, budget, reserves, minutes and assessment notices Read use restrictions and pending work. Compare reserves with the building’s repair needs and ask who pays any agreed assessment. | Current dues alone do not describe the building’s financial position. |
| Financing and settlementLender and settlement professional | Loan Estimate, rate-lock terms, Closing Disclosure and verified payment instructions Compare the same loan assumptions and reconcile final changes. Verify payment details using a trusted contact channel established independently. | A preapproval is conditional; an email is not sufficient verification of wire instructions. |
| Water, wastewater and accessUtility, local health department and relevant specialists | Service confirmation, well tests, septic permits and access agreements where relevant Confirm the provider, capacity, maintenance duties and permitted use. Check whether the actual system matches its records. | A service map does not establish connection availability or the condition of a private system. |
Download a blank worksheet
The CSV contains column headings and eight evidence groups, with no personal data or fictional findings. Open it in a spreadsheet and duplicate rows as needed. Keep one file per property; exclude account numbers, passwords, identity documents and banking instructions.
Download English CSV ↓Close a question with a documented answer
- Define the question: for example, whether a particular addition received final inspection, rather than whether “the house has permits.”
- Keep the original record, retrieval date and parcel reference. A screenshot without a date or reference does not support repeat verification.
- Record contradictions: different floor areas, open permits, tax exemptions or repairs without invoices. Assign a contact and a deadline based on the contract.
- Seek interpretation from the relevant professional. Document the answer, its scope and what remains unverified.
- Recheck records that can change before closing, such as credit conditions, coverage, possession and agreed repairs. Retain settlement and handover records.
Sources and next steps
Sources for all 50 states and DC · Metropolitan jurisdictions · Compare costs for two homes · Decision checklists