When buying an apartment, it is important to evaluate more than just the quality of the renovation or the view from the window. First and foremost, you need to ensure the "cleanliness" of the property. Knowing how to verify apartment ownership is critical because this procedure reveals whether the individual has the legal right to sell the property and whether there are any hidden risks for the buyer.
In the State Register of Real Property Rights, you can see who owns the real estate, on what grounds the ownership arose, and whether there are active arrests, mortgages, or other encumbrances.
Furthermore, it is vital to cross-reference registry data with physical paper documents, as any discrepancy in the surname, address, or square footage serves as a red flag for further investigation. If this is not done prior to the transaction, the buyer risks losing money and facing severe legal issues.
Which Documents Prove Apartment Ownership?
The buyer must ask the seller for title documents (deeds), as they establish the legal basis upon which the individual became the owner of the property.
Legal Grounds for Ownership May Include:
- Deed of purchase and sale (sale contract);
- Deed of gift (donation contract);
- Barter/exchange contract;
- Certificate of inheritance rights;
- Court ruling or other valid documents proving apartment ownership.
If the ownership right was registered in recent years, an extract from the State Register will serve as additional verification.
At the same time, it is crucial not to confuse title deeds with technical or auxiliary documentation. For instance, a technical passport (floor plan/data sheet) outlines the physical characteristics of the apartment but does not prove ownership on its own. Similarly, utility receipts, certificates, or copies without the originals cannot be considered sufficient proof. Therefore, before closing a deal, the buyer should check not just the presence of documents, but whether they match the actual source of acquisition and leave no doubt about the identity of the lawful owner.
Where Can You Verify Apartment Ownership?
Today, there are several legal ways to check a property's title. The primary source is the State Register, as it reflects all active real estate rights, as well as records of mortgages, arrests, or other restrictions. You can access this information both online and offline.
The most common options used for verification include:
- The "Diia" portal, where you can order an electronic extract from the register;
- Administrative Service Centers (CNAP), if you require a physical, paper information statement;
- A notary, who comprehensively checks the data before the contract signing;
- A state registrar;
- Official services of the Ministry of Justice linked directly to the State Register of Real Property Rights.
For a buyer, the priority is not just getting a piece of paper, but ensuring the information comes strictly from an official source. Do not rely on screenshots, unverified printouts without official credentials, or the seller's word. If you have any doubts, it is better to request an information statement independently or entrust the property verification to LEVEL GROUP experts.
What Exactly Should You Check in an Extract or Information Statement?
Obtaining an extract or an information statement is only half the battle—you must know how to read it correctly. This is where the buyer checks whether the apartment truly belongs to the seller and whether any conditions exist that could disrupt the deal. In other words, an apartment ownership check must never be handled as a mere formality.
Key Points to Cross-Reference in the Document:
- The full name of the registered property owner;
- The exact address of the property;
- Total and residential square footage;
- The exact date of the state ownership registration;
- The legal ground for acquiring ownership;
- The property's registration number;
- The presence of arrests, mortgages, prohibitions on alienation, or other encumbrances.
Pay close attention to the legal grounds for acquisition. For example, if the registry lists a deed of gift, but the seller presents a purchase contract, you must pause the transaction and investigate. Discrepancies in square footage, address, owner's name, or registration date should trigger immediate caution. Even a minor mismatch can point to a technical error or mask a severe legal dispute.
The encumbrances section requires a separate review. If the apartment is mortgaged, under arrest, or subject to an alienation ban, you cannot sign the contract without further resolution. This is one of the most critical stages for a buyer, as it clearly indicates whether it is safe to proceed or if the risks must be handled first.
How to Cross-Reference Registry Data with Paper Documents
Once you receive the registry extract, carefully compare it against the original paper documents provided by the seller. The owner's full name, property address, square footage, and the specific title deed must align perfectly. If the register indicates one specific contract or certificate, but the seller shows another, you must identify the cause of the discrepancy.
Additionally, verify the registration date and document credentials. Occasionally, sellers hold outdated physical papers, while the electronic register already reflects updates following an inheritance, gift, court ruling, or division of property. In such cases, the active electronic record in the register and its alignment with all documentation must serve as your guide.
⚠️ Important: Ensure the seller presents original documents. Erasures, physical damage, missing pages, or faint credentials indicate the need for deeper background checks.
What Additional Background Checks Are Needed?
Even if the ownership right is fully verified, this alone does not guarantee a safe purchase. You must ensure that the apartment is free from active court litigations, utility debts, liens, enforcement proceedings, or other circumstances that could complicate your usage of the property post-purchase. Pay special attention to individuals registered (occupying residency status) in the apartment, as evicting or unregistering them after the purchase can become highly problematic.
It is equally important to determine if there are other co-owners and whether they have provided written consent to the sale. If the apartment was acquired during marriage, the spouse's formal consent must be verified. Furthermore, ensure the seller is not undergoing bankruptcy proceedings, as active cases against them can nullify the legality of the property transfer. These additional real estate background checks help expose risks that remain hidden if you look solely at title deeds and registry entries.
What to Do If the Apartment Was Registered Long Ago and Registry Data Is Missing?
This is a common scenario, especially if the ownership right was established decades ago, prior to the launch of the modern electronic State Register. In this situation, you cannot rely on a brief registry query or assume "everything is fine" just because there are no negative records. You must examine the old paper title documents, paying close attention to their issuance dates, the credentials of the issuing authority, and how they match the actual property parameters.
If electronic records are insufficient, the buyer should request all original physical deeds from the seller, consult a notary or state registrar for an extended background check, and, if necessary, pull archival records from the Bureau of Technical Inventory (BTI) or other state archives. In certain instances, the seller may need to restore documents or manually enter the historic data into the modern electronic register before the transaction can legally proceed.
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