On this page, you can find the documents that you will need to stipulate the most common notary deeds. Further documents may be requested during the preliminary stage depending the particular details of each case.
To use the services that our firm offer, it is necessary to send the form of instruction to the email address studio@notaitorino.com.
For all parties of the deed:
- Parties’ identity documents and tax code, a copy of which must be sent in advance and the originals must be shown to the notary at the time when the deed is stipulated:
- for non-EU citizens: currently valid permit of stay
- for organisations and companies: chamber of commerce certificates and legal representative’s identity document, with awarding of powers if existing.
- Civil status of the parties (single-status certificate, short marriage certificates, separation of assets deed, separation or divorce decree)
- Confirmation of current residency of parties
- Photocopy of cheques or bank transfers for deposits or confirmation deposits
- Photocopy of preliminary contract, with registration details and duty payment receipt
- If any intermediation takes place, the real estate agency’s chamber of commerce certificates, invoices for commission and photocopy of cheques or bank transfers for relative payments
For the vendor/gifting party
- proof of origin
- copy of deed of purchase, including relative annexes
- declaration of succession with proof of payment of duties and original copy of short death certificate for any transcription of the tacit acceptance of inheritance
- cadastral variations made to the property
- building regularity report or, alternatively, municipal construction authorisations for the property
- for properties with central heating: original copy of energy performance certification, stamped and signed by a professional and with receipt of sending to the Regional Administration
- for properties in condominiums, the administrator’s declaration of the non-existence of previous debts and current work in reference to the day on which deed is stipulated
- for land: certificate of land use
- if the property is burdened by previous mortgage: loan deed and letter from the bank declaring the discharge of the debt or calculation of residual debt in reference to the day on which the deed is stipulated
For the purchasing/gift-receiving party
- verification of existence of the prerequisites for requesting any tax incentives
- the incentives on the “repurchase” of a main property: deed of purchase of the previous main property with registration details and deed of sale for the latter, or the deed of sale certificate (if the deed has not yet been registered)
- for stipulation of the mortgage: details of the bank issuing the mortgage
We can send the information about the documents required for the stipulation of this type of deed via email.
- parties’ identity documents and tax code, a copy of which must be sent in advance and the originals must be shown to the notary at the time when the deed is stipulated:
- for non-EU citizens: currently valid permit of stay
- for organisations and companies: chamber of commerce certificates and legal representative’s identity document, with awarding of powers if existing.
- civil status of the parties (single-status certificate, short marriage certificates, separation of assets deed, separation or divorce decree)
- confirmation of current residency of parties
- proof of origin
- copy of deed of purchase, including relative annexes
- declaration of succession with proof of payment of duties and original copy of short death certificate for any transcription of the tacit acceptance of inheritance
- details of the bank issuing the mortgage
- if the property is burdened by previous mortgage:mortgage loan deed and letter from the bank declaring the discharge of the debt or calculation of residual debt in reference to the day on which the deed is stipulated
We can send the information about the documents required for the stipulation of this type of deed via email.
Articles of association
- parties’ identity documents and tax code, a copy of which must be sent in advance and the originals must be shown to the notary at the time when the deed is stipulated:
- for non-EU citizens: currently valid permit of stay
- for organisations and companies: chamber of commerce certificates and legal representative’s identity document, with awarding of powers if existing.
- civil status of the parties (single-status certificate, short marriage certificates, separation of assets deed, separation or divorce decree)
- confirmation of current residency of parties
- company details: name, premises, company purpose, share capital, duration and signatory powers
- company’s current certified email address
Transfer of shares
- parties’ identity documents and tax code, a copy of which must be sent in advance and the originals must be shown to the notary at the time when the deed is stipulated:
- for non-EU citizens: currently valid permit of stay
- for organisations and companies: chamber of commerce certificates and legal representative’s identity document, with awarding of powers if existing.
- civil status of the parties (single-status certificate, short marriage certificates, separation of assets deed, separation or divorce decree)
- company’s updated chamber of commerce certificate
- copy of articles of association or the last deed amending the company containing updated shareholders’ agreements
Shareholders’ meeting minutes / Amendment to shareholders’ agreements / Dissolution of the company
- identity documents and tax codes of parties to the deed, a copy of which must be sent in advance and the originals must be shown to the notary at the time when the deed is stipulated
- company’s updated chamber of commerce certificate
- copy of articles of association or the last deed amending the company containing updated shareholders’ agreements
- indication of the resolution or amendments to be made, with the necessary documents required by the specific subject of the resolution (e.g.: to amend the company name or to transfer premises; copy of deeds and proofs of origin of real estate property and registered moveable property; for capital operations: updated company declaration of assets and liabilities)
- for non-plenary shareholders’ meetings: details of shareholders’ meetings summons and copy of the meeting’s agenda
Sale of company/Lease of company
- parties’ identity documents and tax code, a copy of which must be sent in advance and the originals must be shown to the notary at the time when the deed is stipulated:
- for non-EU citizens: currently valid permit of stay
- for organisations and companies: chamber of commerce certificates and legal representative’s identity document, with awarding of powers if existing.
- civil status of the parties (single-status certificate, short marriage certificates, separation of assets deed, separation or divorce decree)
- company’s updated chamber of commerce certificate
- copy of the company deed of purchase
- inventory of company assets or updated declaration of assets and liabilities
- copy of administrative licences and authorisations to conduct the business
- statement of sale price or lease fee and duration
We can send the information about the documents required for the stipulation of this type of deed via email.
For all succession applications
- photocopy of deceased person’s latest identity documents and tax code
- statement of deceased person’s last residency
- civil status of the deceased person (single-status certificate, short marriage certificates, separation of assets deed, separation or divorce decree)
- original copy of death certificate
- photocopy of all heirs’ identity documents and tax codes
- Confirmation of all heirs’ current residency and indication of relationship with deceased person
For declarations of succession
- indication of a current bank account in the name of (or jointly held( the heir who signs the declaration of succession (for withdrawal of duties by the Inland Revenue)
- bank certification which states the accounts in the deceased person’s name on the date on which succession was opened
- for this certificate to be issued, it may be necessary to submit a sworn affidavit to the bank (signed by an heir and authenticated by the Notary) or a notary deed (notary deed signed by two people who knew the deceased person who are neither relatives or heirs)
- for all properties: copy of proof of origin and any cadastral documents in the heirs’ possession
- any documents regarding other assets held in the deceased person’s name (shares, company shares etc)
- funeral costs, if not stated in the tax return
- verification of existence of the prerequisites for requesting any tax incentives for the main home
- copy of any deeds of donation made by the deceased person
- copy of any deeds of sale made in the last six months of the deceased person’s life
- statement of any origin of assets from successions opened in the last five years
For certifications of opening deposit boxes
- bank certification which shoes the identification details of the deposit box and the names of the persons holding it
For publications of wills
- original copy of the will and testament
We can send the information about the documents required for the stipulation of this type of deed via email.
- parties’ identity documents and tax code, a copy of which must be sent in advance and the originals must be shown to the notary at the time when the deed is stipulated:
- for non-EU citizens: currently valid permit of stay
- for organisations and companies: chamber of commerce certificates and legal representative’s identity document, with awarding of powers if existing.
- civil status of the subject awarding power of attorney/wishing to draw up the will (single-status certificate, short marriage certificates, separation of assets deed, separation or divorce decree)
- confirmation of current residency of parties
- for special powers of attorney: cadastral certificate? certificate of the subject of the power of attorney (interest-bearing notes, post office savings book etc.)
We can send the information about the documents required for the stipulation of this type of deed via email.
