You read a sales file strategically by linking each document to a concrete question: what is the condition of the property, what are the legal risks, and what is a realistic offer? The file typically contains the seller’s questionnaire, the energy label, cadastral information, and for apartments the homeowners’ association (VvE) documents. Those who understand these documents well are in a much stronger position when determining a bid, especially in a market where overbidding is the order of the day.
What documents are included in a sales file?
A sales file typically contains five to seven documents that together provide a complete picture of the property. The most common ones are: the seller’s questionnaire, the energy label, the cadastral map, a floor plan, and for an apartment the VvE documents including the deed of division and annual accounts.
Some files also contain a structural survey report, an appraisal report, or a list of recent renovations. Not every file is equally complete; missing documents are themselves already a signal. If a seller does not provide a structural survey report for a property from the 1930s, it is wise to request one yourself.
Upon receiving the file, always check whether the following documents are present:
- Seller’s questionnaire (NVM model or equivalent)
- Energy label (valid and registered with RVO)
- Cadastral information and proof of ownership
- Floor plans and living area
- For apartments: deed of division, house rules, VvE annual accounts, minutes
- Structural inspection report if applicable
How do you read the seller’s questionnaire?
The seller’s questionnaire is the most informative document in the file. In it, the seller answers questions about known defects, completed renovations, easements, and whether there has ever been any leakage, subsidence, or asbestos. Read each answer critically — not only what it says, but also what is not said.
Pay specific attention to the following points:
- Defects the seller discloses themselves: these are legally relevant disclosures. Check whether the asking price already takes these into account.
- Answers such as “unknown”: this may mean the seller genuinely does not know, but it may also mean they prefer not to provide clarity.
- Renovations without a permit: if the seller indicates that work was carried out without a planning permit, this can cause problems when reselling or obtaining a mortgage.
- Easements and chain clauses: these are obligations attached to the plot that automatically transfer to the new owner.
An answer such as “to the best of my knowledge, no defects” protects the seller legally, but does not relieve you of your duty to investigate. If in doubt, ask further questions or have a structural inspection carried out.
What does the energy label say about the property?
The energy label indicates how energy-efficient a property is, on a scale from A++++ to G. A high label means lower energy costs and better insulation. But the label also says something about future investments: a property with label E or F will likely require sustainability improvements, which come at a cost.
Always check whether the label is definitive and registered via the RVO register. Provisional labels or labels older than ten years are no longer valid. If a label has expired, ask for a new energy certificate or factor the cost of sustainability improvements into your bid yourself.
From 2026, energy labels will also play a greater role in mortgage lending. Some lenders offer more favorable terms for properties with label A or higher. A low label can therefore indirectly affect your financing options.
What should you look out for in VvE documents?
When buying an apartment, you are not only buying the property itself, but also a share in the Homeowners’ Association (VvE). The VvE documents tell you whether the association is financially healthy, whether there is deferred maintenance, and what rules apply within the complex.
Check at least the following:
- Size of the reserve fund: a healthy VvE reserves at least 0.5% of the rebuild value per year. A low reserve means that major maintenance costs may be recovered from residents through an additional contribution.
- Minutes of the last meeting: these contain decisions about planned renovations, disputes between residents, or pending legal proceedings.
- Deed of division: this document determines which part of the building belongs to your apartment and who is responsible for which maintenance.
- Service costs: check what is included in the monthly contribution and whether it is realistic for the building.
A VvE that has not held a meeting in years or whose annual accounts are missing is a risk. In that case, it is wise to seek legal advice before submitting a bid.
How do you use the file to determine a strong bid?
A strong bid is not just a high bid — it is a bid that is well substantiated based on what the file reveals. Use the information in the file to determine the actual value of the property and align your bidding strategy accordingly, even if you plan to overbid.
Go through the file with these questions in mind:
- Are there defects that reduce the value? Calculate the repair costs and deduct them from your maximum bid.
- Is the energy label low? Factor sustainability costs into your overall picture.
- Is the VvE financially healthy? A low reserve may mean you will need to make an additional contribution in the short term.
- Are there legal risks? Easements, chain clauses, or missing permits can affect the value.
Once you have a complete picture, you determine your maximum bid based on the adjusted value. In a market where overbidding is common, you will then know exactly how much room you have above the asking price, without paying more than the property is worth to you.
When do you bring in a buyer’s agent to read a file?
A buyer’s agent is useful as soon as you find that you do not fully understand the file, have doubts about the legal risks, or do not know how to translate the information into a concrete bid. In a competitive market where overbidding is the norm, professional guidance can make the difference between a good bid and an overpriced one.
Specific situations in which you engage a buyer’s agent:
- The questionnaire contains answers you cannot properly interpret
- The VvE documents are incomplete or show a low reserve
- There are indications of renovations carried out without a permit
- You are buying as an expat or international and are not familiar with the Dutch property market
- You want to submit a bid but do not know how to assess the asking price
A buyer’s agent reads the file with a trained eye, identifies risks you might miss yourself, and negotiates on your behalf. The cost of guidance in most cases far outweighs the mistakes you could make without it.
How we help with reading a sales file
At Urban Homies, we guide buyers from the first file all the way to the notary. Our buyer’s guidance starts with a video call to map out your wishes and financial situation. We then analyze the sales file together with you: we go through the questionnaire, assess the energy label, screen the VvE documents, and identify legal or structural risks. Based on that, we draw up a personalized bid that is realistic, even when overbidding is necessary.
We handle all communication with the selling agent, appraiser, structural inspector, and notary. That way, you only need to focus on the question: is this the property that suits me? Get in touch and we will tell you exactly what we can do for you.
