Off-Plan Apartment Documents are the most important items every buyer should request before paying a deposit, signing a sale agreement or committing to a payment plan. Off-plan apartments can be attractive because they often offer flexible instalments, modern layouts, early buyer prices and possible capital appreciation before completion. However, they also require serious due diligence because the apartment is not yet complete.

Many buyers are carried away by brochures, renders, show houses, launch prices and payment plans. While these marketing materials are useful, they are not enough to prove that a project is safe. A beautiful render does not confirm land ownership. A flexible payment plan does not confirm approvals. A nice showroom does not confirm that the developer can deliver.

At Realty Boris, we advise buyers to verify first and pay later. Whether you are buying an off-plan apartment in Kilimani, Kileleshwa, Westlands, Riverside, Lavington, Upper Hill, Parklands or any other Nairobi location, the documents must be clear before money moves.

This guide explains the 10 key Off-Plan Apartment Documents every buyer should request before buying.

Off-Plan Apartment Documents: Why They Matter Before You Pay

Off-Plan Apartment Documents matter because the buyer is purchasing a promise of a future apartment. Unlike a ready unit, an off-plan apartment cannot be fully inspected at the beginning. The buyer depends on the developer’s credibility, land documentation, project approvals, construction capacity, sale agreement and handover commitments.

The right documents help you confirm:

• Who owns the land
• Whether the developer has authority to sell
• Whether the project has approvals
• Whether the apartment unit is clearly allocated
• Whether the payment plan is properly documented
• Whether parking is included
• Whether amenities are promised in writing
• Whether delays and refunds are addressed
• Whether the ownership structure is clear
• Whether the transfer process is possible

At Realty Boris, we advise buyers not to treat due diligence as an inconvenience. Due diligence is what protects your money.

A genuine developer should be willing to provide documents for professional review.

1. Developer Company Documents

The first document category to request is the developer’s company documentation.

Before buying, ask for:

• Developer company name
• Certificate of incorporation
• KRA PIN certificate
• Company profile
• Director or authorized signatory details
• Previous completed projects
• Current project portfolio
• Official office address
• Official company contacts
• Official bank account details

At Realty Boris, we advise buyers to know exactly who they are buying from. The developer should not be a mystery. A serious buyer should confirm whether the company selling the apartments is properly registered and whether the person signing documents has authority to act for the company.

Developer credibility is one of the strongest indicators of off-plan safety. A developer with completed projects, visible offices, professional consultants and clear documentation gives buyers more confidence.

This does not mean a new developer should automatically be dismissed, but it does mean buyers must ask more questions.

If the developer cannot provide basic company documents, pause before paying.

2. Mother Title Document

The mother title is one of the most important Off-Plan Apartment Documents.

For an off-plan apartment project, the mother title is the main title under which the development is being built before individual units are transferred or registered.

Before committing, ask for:

• Copy of the mother title
• Title number
• Land reference number or parcel number
• Name of registered owner
• Tenure details
• Land size
• Any registered interests
• Any charge, caution or restriction
• Explanation if the landowner and developer are different

At Realty Boris, we advise buyers to check whether the developer owns the land or has a proper legal arrangement with the landowner. Sometimes the land may be owned directly by the developer. In other cases, the developer may be working with a landowner under a joint venture. Either way, the legal position must be clear.

A copy of the mother title is not enough on its own. It must be verified through an official search and reviewed by an advocate.

Buyers can use official land information resources such as Ardhisasa where applicable.

A strong off-plan project should have a clear land ownership foundation.

3. Official Title Search or Search Certificate

An official title search is one of the most critical Off-Plan Apartment Documents to request.

A title search helps confirm the current ownership status and whether there are any registered interests affecting the land. It may reveal charges, cautions, restrictions or other encumbrances that could affect the development or future transfer.

Before paying, request an updated official search on the mother title.

The search should confirm:

• Registered owner
• Title number
• Property details
• Encumbrances
• Charges
• Cautions
• Restrictions
• Registered interests
• Date of search

At Realty Boris, we advise buyers not to rely only on a search provided by the seller. Your advocate should independently verify the search where possible.

For official search context, buyers can refer to the State Department for Lands search certificate page and Ardhisasa.

If the title has a charge, the buyer’s advocate should confirm how the charge will be handled. If there is a caution or restriction, the buyer should understand what it means before making any payment.

A clean and current search gives stronger confidence.

4. Approved Building Plans and County Approval

Approved plans are essential when buying off-plan.

A developer may show beautiful renders, but buyers must confirm whether the actual project has been approved by the relevant county authority.

Before buying, request:

• Approved architectural plans
• County development approval
• Building permit
• Approved number of floors
• Approved unit mix
• Approved parking provision
• Change of user approval where applicable
• Planning conditions where applicable

At Realty Boris, we advise buyers to compare the approved plans with what is being marketed. If the brochure shows 20 floors, confirm whether 20 floors are approved. If the brochure shows amenities, parking, rooftop facilities or commercial spaces, check whether these are reflected in the planning documents.

For Nairobi developments, buyers can refer to NairobiPlan, which provides access to county physical planning services, including building permit and occupation certificate services. Buyers can also review the Nairobi City County Built Environment and Urban Planning Sector for broader planning context.

A legitimate off-plan apartment project should not depend on renders alone. It should have approval documents that support what is being sold.

5. NCA Project Registration and Contractor Information

For construction projects, buyers should ask whether the project is registered with the relevant construction authority where applicable.

Important documents and details may include:

• NCA project registration information
• Contractor name
• Contractor registration details
• Project consultants
• Architect details
• Engineer details
• Quantity surveyor details
• Site supervisor details
• Project brief where available

The National Construction Authority provides official construction-sector information and project registration context.

At Realty Boris, we advise buyers to know who is responsible for building the project. The developer is important, but the contractor and consultants also matter.

A strong project should have qualified professionals behind it.

Ask:

• Who is the contractor?
• Has the contractor delivered similar projects?
• Who is supervising construction?
• Who is the architect?
• Who is the structural engineer?
• Is the project properly registered where required?

Off-plan buying involves trust in future delivery. That trust should be supported by documentation.

6. NEMA Approval or EIA Licence Where Applicable

Depending on the nature and scale of the project, environmental approval may be required.

Buyers should ask whether the project has the necessary environmental documentation, including NEMA approval or an EIA licence where applicable.

Documents may include:

• Environmental Impact Assessment approval
• EIA licence where applicable
• Environmental report summary where available
• Project environmental compliance documents
• Conditions attached to approval

The National Environment Management Authority provides official guidance on Environmental Impact Assessment processes.

At Realty Boris, we advise buyers not to assume every project has the same environmental requirements. Some developments may require deeper environmental review than others depending on size, location, risk and regulatory classification.

The key point is that the developer should be able to explain the project’s environmental compliance position.

If a buyer asks about NEMA approval and the sales team dismisses the question without explanation, that should raise concern.

A serious off-plan development should be transparent about compliance.

7. Sale Agreement or Purchase Agreement

The sale agreement is one of the most important Off-Plan Apartment Documents because it controls the buyer’s rights and obligations.

Before signing or paying a major deposit, request a copy of the sale agreement for advocate review.

A strong agreement should clearly state:

• Buyer details
• Developer or seller details
• Project name
• Unit number
• Floor level
• Apartment size
• Purchase price
• Deposit amount
• Payment schedule
• Completion date
• Delay clauses
• Refund terms
• Default clauses
• Parking allocation
• Finishing specifications
• Amenities promised
• Handover conditions
• Defect liability period
• Service charge terms
• Transfer process
• Dispute resolution process

At Realty Boris, we advise buyers never to sign a sale agreement they do not fully understand. If a promise matters, it should be written into the agreement.

For example, if the developer promises a heated pool, gym, rooftop lounge, borehole, backup generator, parking bay, high-speed lifts or specific finishing, these should be properly reflected in the documentation.

A brochure promise is weaker than a contractual obligation.

The sale agreement should protect both buyer and seller by making the transaction clear.

8. Unit Allocation Letter and Floor Plan

A buyer should request written confirmation of the exact unit being purchased.

This is especially important in off-plan projects because many units may look similar, but floor level, view, size, orientation and layout can affect value.

Request:

• Unit allocation letter
• Unit number
• Floor level
• Unit size
• Floor plan
• Layout plan
• Balcony details
• Parking allocation
• Store allocation where applicable
• View or orientation details where relevant
• Payment reference tied to the unit

At Realty Boris, we advise buyers to confirm that the unit allocation in the letter matches the sale agreement and payment receipts.

A buyer should avoid paying for a unit if the unit number, floor level or size is vague.

For apartments, a 2 bedroom unit on one floor may not have the same value as a 2 bedroom unit on another floor. Corner units, higher floors, larger balconies and better views may command different prices.

Your documents should identify exactly what you are buying.

A clear unit allocation letter prevents confusion later.

9. Sectional Plan, Proposed Sectional Plan and Management Documents

Apartment ownership requires clarity on the unit, common areas and building management.

The Sectional Properties Act provides useful legal context around units, common property, sectional plans, by-laws and management structures.

Before buying an off-plan apartment, request documents or draft documents relating to:

• Sectional plan
• Proposed sectional plan
• By-laws or proposed by-laws
• Management agreement where applicable
• Management company documents
• Common property description
• Unit factor where applicable
• Service charge structure
• Shared amenities
• Parking rights
• Common area rules

At Realty Boris, we advise buyers to understand what they will own individually and what will be shared.

In apartment developments, common areas may include parking, staircases, lifts, rooftop areas, gardens, pools, gyms, corridors, driveways and service areas. These spaces require management and funding.

A buyer should know who will manage the building, how service charge will be calculated and what rules will apply after handover.

A good apartment investment is not only about the interior unit. It is also about the management of the whole development.

10. Payment Schedule, Official Account Details and Receipts

The payment structure must be clear before buying off-plan.

Before sending money, request:

• Written payment schedule
• Deposit amount
• Instalment dates
• Construction milestone payments where applicable
• Balance on completion
• Official bank account details
• Account name
• Payment reference instructions
• Receipt process
• Refund terms
• Penalty terms
• Currency guidance for diaspora buyers
• Advocate or client account details where applicable

At Realty Boris, we advise buyers to avoid paying into personal accounts unless the legal process clearly supports it and your advocate has reviewed the structure.

Every payment should be traceable and receipted.

A legitimate developer should issue formal receipts and maintain proper records.

For transfer and registration context, buyers can review the State Department for Lands land transfer requirements. For stamp duty valuation guidance, buyers can refer to the State Department for Lands valuation for stamp duty page.

A safe payment process is documented, professional and aligned with the sale agreement.

Off-Plan Apartment Documents for Diaspora Buyers

Off-Plan Apartment Documents are even more important for diaspora buyers because distance increases risk.

If you are buying from abroad, request digital copies of all relevant documents and let your advocate verify them before payment.

Diaspora buyers should request:

• Developer company documents
• Mother title
• Official search
• Approved plans
• Sale agreement
• Unit allocation letter
• Floor plan
• Parking allocation
• Payment schedule
• Official account details
• Receipts
• Construction updates
• Handover timeline
• Management documents

At Realty Boris, we advise diaspora buyers not to rely only on WhatsApp conversations. Important confirmations should be written, receipted and legally reviewed.

A trusted relative can help with viewing, but legal verification should be handled by a qualified advocate.

A diaspora buyer should also request regular construction updates after payment. These may include site photos, videos, milestone reports and completion timelines.

Buying from abroad can be safe when the process is structured.

Off-Plan Apartment Documents for Investors

Investors should request Off-Plan Apartment Documents not only for legal safety but also for financial analysis.

Before buying, investors should use the documents to confirm:

• Purchase price
• Unit size
• Expected service charge
• Parking rights
• Target completion date
• Amenities
• Rental restrictions
• Furnished rental suitability
• Management structure
• Resale potential
• Completion risk
• Developer credibility

At Realty Boris, we advise investors to avoid buying only because the payment plan looks easy.

An off-plan apartment should make sense after completion. Ask whether tenants will want that unit, whether the building will be competitive and whether the price supports future returns.

A strong investor does not only ask, “How much is the deposit?”

A strong investor asks, “What proves this project is safe and profitable?”

Off-Plan Apartment Documents and Completion Stage

Some documents are requested before buying, while others become important closer to completion.

As the project progresses, buyers should also ask about:

• Completion notice
• Occupation certificate where applicable
• Handover letter
• Snag list
• Defect liability terms
• Service charge statement
• Utility meter details
• Parking confirmation
• Keys and access cards record
• Management office contacts
• Transfer progress update

At Realty Boris, we advise off-plan buyers to track the project throughout construction. Do not disappear after paying and only return at handover.

A serious buyer should request updates, inspect progress and keep records.

At completion stage, compare what has been delivered with what was promised in the agreement.

A good off-plan purchase should end with clear handover, not confusion.

Red Flags in Off-Plan Apartment Documents

Be careful if you notice:

• Developer refuses to share documents
• No mother title is provided
• No official search is available
• Names on documents do not match
• Project location is unclear
• Approved plans are missing
• Payment requested to unrelated personal accounts
• Sale agreement is vague
• Completion date is unclear
• Parking allocation is not written
• Service charge is not disclosed
• Developer has no visible track record
• Construction progress is not visible
• No official receipts are issued
• Sales team discourages advocate review
• Agreement does not mention delay or refund terms

At Realty Boris, our advice is simple: pause when the documents are unclear.

A genuine project should not fear verification.

If a developer wants your money but avoids documentation, that is a serious warning sign.

Common Mistakes Buyers Should Avoid

When reviewing Off-Plan Apartment Documents, avoid these mistakes:

• Paying before seeing documents
• Trusting renders more than approvals
• Not checking the mother title
• Not conducting an official search
• Ignoring the sale agreement
• Not using an advocate
• Accepting vague unit allocation
• Not confirming parking
• Ignoring service charge
• Not checking developer credibility
• Forgetting completion costs
• Sending money to personal accounts
• Not keeping receipts
• Not checking construction progress
• Assuming all off-plan projects appreciate
• Buying under pressure

At Realty Boris, we advise buyers to slow down and verify.

Off-plan property can be rewarding when the project is genuine, the price is fair and the documentation is clear.

A buyer who checks documents early reduces risk later.

Realty Boris Expert View on Off-Plan Apartment Documents

Our view is that Off-Plan Apartment Documents should be requested before a buyer pays any serious money.

For legal safety, request the mother title, official search, sale agreement and transfer-related documents.

For project safety, request approved plans, county approval, NCA registration where applicable and NEMA approval where applicable.

For buyer protection, request unit allocation, floor plan, parking details, service charge structure and payment schedule.

For ownership clarity, request sectional plan or proposed sectional plan, by-laws and management documents where applicable.

For diaspora buyers, request verified digital copies, advocate review, virtual site inspections, traceable payments and construction updates.

At Realty Boris, we help buyers identify verified off-plan apartment opportunities across Nairobi by checking location, developer credibility, project documents, payment structure and long-term value.

A good off-plan investment should be clear before it becomes complete.

Final Thoughts

Off-Plan Apartment Documents are not just paperwork. They are buyer protection tools.

Before buying an off-plan apartment, request the developer company documents, mother title, official title search, approved building plans, NCA registration details where applicable, NEMA approval where applicable, sale agreement, unit allocation letter, sectional property documents and payment schedule.

Do not rely only on brochures, renders, social media adverts or verbal promises.

At Realty Boris, we advise buyers to verify every off-plan development before paying. The right documents can help you confirm ownership, approvals, developer credibility, payment safety, handover expectations and future ownership structure.

A safe off-plan purchase begins with documentation.

Call to Action

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