Real estate documents: how long should you keep them?
Whether you are a property owner, co-owner or tenant, you accumulate a large number of documents throughout the life of a property. Deeds of sale, mortgage contracts, leases, invoices and tax notices all have different legal retention periods.
When moving, selling a property or simply organizing your paperwork, it is important to know which documents should be kept and for how long. This guide summarizes the main retention periods for real estate documents in France.
Documents to Keep as a Property Owner
Documents Related to Buying or Selling a Property
After the sale is completed, the notary provides the buyer with a copy of the deed of sale. This document proves ownership and should be kept for as long as you own the property.
After the property has been sold, documents relating to the purchase or sale of real estate or land should generally be retained for 30 years.
The preliminary sale agreement (compromis de vente) should be kept for at least 10 years after signature.
The original authentic deed remains in the notary's archives for 75 years, after which it is transferred to the public archives. If your personal copy is lost or destroyed, you can request a certified copy from the relevant public archives.
Mortgage Loan Documents
All documents relating to your mortgage loan and the associated borrower insurance should be kept until two years after the final loan repayment.
Documents to Keep as a Co-owner
If you own an apartment in a condominium (copropriété), several documents should be retained for at least 10 years, even after selling your property.
These include:
- receipts for condominium charges paid;
- correspondence with the property management company;
- minutes of condominium general meetings.
When selling your apartment, the most recent minutes of the General Assembly are generally required by the purchaser.
Documents to Keep When Renting a Property
For Tenants
Whether renting an unfurnished or furnished property as a principal residence, tenants should keep the following documents:
- the lease agreement and rent receipts throughout the tenancy and for three years after leaving the property;
- the entry and exit inventories until the security deposit has been fully refunded and any disputes have been resolved;
- letters concerning rent revisions for at least one year after departure.
For Landlords
Landlords should also retain rental documents, including:
- lease agreements;
- rent receipts;
- entry and exit inventories.
These documents should generally be kept for three years after the end of the tenancy.
Utility Bills
Water, Gas and Electricity Bills
Although these invoices are paid regularly, disputes may arise years later. It is therefore recommended to keep:
- water bills for five years;
- gas bills for five years;
- electricity bills for five years.
Telephone and Internet Bills
Home telephone, mobile phone and internet invoices should generally be retained for one year.
Proof of returning rented equipment, such as an internet box, should be kept for two years.
Renovation and Maintenance Invoices
Major Renovation Works
Major construction or renovation work is often covered by the French ten-year structural warranty (garantie décennale). Related invoices should therefore be kept for 10 years.
Minor Repairs
Invoices for smaller works, such as replacing windows or other minor improvements, should be retained for at least two years. Keeping them longer may nevertheless prove useful for future maintenance.
Boiler and Chimney Maintenance
- Boiler maintenance invoices should be kept for two years.
- Chimney sweeping certificates should be kept for one year, as annual maintenance is generally required.
Accounting Documents
Accounting books, financial records and payment receipts should generally be retained for 10 years.
This recommendation applies to both businesses and individuals who must justify financial transactions.
How Should You Store Your Documents?
To simplify document management, many property owners now use a digital safe or secure online storage service.
Many banks offer secure digital vaults where important documents can be scanned, organized and stored electronically. This solution reduces paper archives while making important records easier to retrieve whenever needed.
Tax Documents
According to Article L102 B of the French Book of Tax Procedures, tax authorities may require access to numerous accounting and tax documents.
Supporting documents relating to income tax, business taxes, VAT, property taxes and other taxes should generally be retained for six years.
How Long Should Tax Notices Be Kept?
Property tax and housing tax notices should be kept until the end of the following calendar year in case the tax administration challenges the assessment.
Proof of payment of taxes should generally be retained for four years.
Document Retention Checklist
- Deed of sale: throughout ownership, then 30 years.
- Preliminary sale agreement: 10 years.
- Mortgage documents: 2 years after final repayment.
- Condominium documents: 10 years.
- Lease agreements and rent receipts: 3 years after the tenancy.
- Water, gas and electricity bills: 5 years.
- Telephone and internet bills: 1 year.
- Major renovation invoices: 10 years.
- Minor repair invoices: 2 years.
- Tax documents: 6 years.
Keeping the right documents for the appropriate period can help you protect your legal rights, simplify future property transactions and avoid unnecessary complications during tax or administrative procedures.
Photo by Andrew Pons on Unsplash.
Editor: Siyi CHEN
