Completion Documents When Buying an Apartment are some of the most important items every buyer should understand before making final payment, accepting handover or moving forward with ownership registration. Many buyers focus on the apartment’s design, location, amenities and payment plan, but forget to ask one crucial question: what documents should I receive when the apartment is ready?

A new apartment may look complete physically, but completion is not only about walls, paint, tiles, lifts and parking. A proper completion process should confirm that the buyer is receiving the correct unit, that the development has the necessary approvals, that the handover process is documented, that the buyer understands service charge obligations and that the legal transfer process is clear.

At Realty Boris, we advise buyers to treat completion documents as part of due diligence. Whether you are buying in Kilimani, Kileleshwa, Westlands, Riverside, Lavington, Parklands, Upper Hill or another Nairobi apartment market, do not rely only on verbal confirmation that the project is ready. Ask for the right documents, review them with your advocate and confirm that everything matches the agreement you signed.

This guide explains the key Completion Documents When Buying an Apartment and what buyers should check before accepting handover.

Completion Documents When Buying an Apartment: Why They Matter

Completion Documents When Buying an Apartment matter because they protect the buyer at the most sensitive stage of the transaction. By completion stage, the buyer may have already paid a deposit, several instalments or even most of the purchase price. This is the point where the buyer must confirm that the property being delivered matches what was promised.

Completion documents help confirm:

• The unit being handed over
• The agreed purchase terms
• Construction completion status
• Occupation readiness
• Parking allocation
• Service charge obligations
• Management structure
• Transfer process
• Developer obligations
• Defect liability terms
• Ownership documentation
• Handover condition

At Realty Boris, we advise buyers not to rush into accepting keys simply because the apartment looks attractive. Handover should be supported by paperwork.

A properly documented completion process gives the buyer clarity, protects the transaction and reduces disputes after occupation.

1. Sale Agreement and Completion Terms

The sale agreement is the first document to review when checking Completion Documents When Buying an Apartment.

The sale agreement should state:

• Buyer details
• Seller or developer details
• Unit number
• Floor level
• Apartment size
• Purchase price
• Deposit amount
• Payment schedule
• Completion date
• Documents to be provided
• Default clauses
• Delay clauses
• Handover terms
• Refund terms where applicable
• Parking allocation
• Service charge details
• Transfer obligations
• Defect liability terms

At Realty Boris, we advise buyers to compare what is being handed over with what was promised in the agreement. If the agreement states a certain unit size, parking bay, finishing standard or completion timeline, those details should be checked carefully before the buyer accepts completion.

If there are changes, they should be explained in writing.

A sale agreement is not just a signing document. It becomes the reference point when confirming whether the developer has met the agreed obligations.

2. Occupation Certificate or Completion Approval

An occupation certificate or completion approval is important because it helps confirm whether the building has reached a stage where it can be occupied.

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

At Realty Boris, we advise buyers to ask whether the building has the relevant occupation or completion documentation before moving in or accepting handover.

This is especially important in large apartment developments because buyers need to know whether the development has passed the required inspection and whether occupation is formally supported.

Before accepting completion, ask:

• Has the building received occupation approval?
• Has the final inspection been done?
• Are there pending compliance issues?
• Is the certificate available for review?
• Does the approval cover the whole building or only part of the project?
• Are amenities and common areas complete?
• Are lifts, water systems and fire safety systems operational?

A building may look complete visually, but buyers should confirm regulatory readiness.

3. Handover Letter

The handover letter is a key document in the completion process.

It usually confirms that the developer or seller is handing over possession of the apartment to the buyer. It may also state the date of handover, unit details and any pending matters.

A handover letter should ideally include:

• Buyer name
• Unit number
• Floor level
• Handover date
• Parking bay details
• Meter readings
• Keys issued
• Access cards issued
• Pending defects where applicable
• Developer representative
• Buyer acknowledgement
• Management office details

At Realty Boris, we advise buyers not to accept a casual key handover without documentation.

The handover letter helps confirm when the buyer took possession. This can be important for service charge, utility responsibility, defect liability periods and future disputes.

If there are defects, they should be recorded before signing full acceptance. A buyer should avoid signing a document that says everything is satisfactory if there are unresolved issues.

Handover should be clear, written and properly acknowledged.

4. Snag List or Defects Report

A snag list is one of the most practical Completion Documents When Buying an Apartment because it records defects or incomplete items identified during inspection.

Common defects may include:

• Poor paintwork
• Cracked tiles
• Loose fittings
• Leaking taps
• Faulty sockets
• Poor drainage
• Weak water pressure
• Damaged cabinets
• Scratched surfaces
• Broken locks
• Poor door alignment
• Window defects
• Balcony drainage issues
• Lighting problems
• Missing fixtures

At Realty Boris, we advise buyers to inspect the apartment carefully before signing handover. Do not inspect in a rush. Walk through every room, test fittings, check doors, windows, bathrooms, kitchen, balcony, sockets and water flow.

A snag list should include:

• Description of each defect
• Location of each defect
• Photos where possible
• Developer acknowledgement
• Agreed repair timeline
• Date for follow-up inspection

The snag list protects the buyer by showing that defects existed before full occupation.

A good developer should be willing to correct genuine defects within the agreed defect liability period.

5. Parking Allocation Letter

Parking is a major issue in Nairobi apartment ownership, so the parking allocation should be documented clearly.

The buyer should confirm:

• Number of parking bays
• Parking bay number
• Whether parking is exclusive or shared
• Whether parking is covered or open
• Visitor parking rules
• Additional parking cost where applicable
• Parking rights in the sale agreement
• Whether parking appears in ownership or management documents

At Realty Boris, we advise buyers to avoid assumptions about parking. A verbal promise that “parking is available” is not enough.

Parking affects:

• Daily convenience
• Rental demand
• Resale value
• Tenant satisfaction
• Family suitability
• Investment performance

A 2 bedroom or 3 bedroom apartment without proper parking can be harder to rent or resell in some Nairobi markets.

Before completion, make sure the parking allocation matches the sale agreement and handover documents.

6. Service Charge Statement and Management Documents

Service charge is one of the most important ownership obligations after buying an apartment.

Before accepting handover, buyers should ask for clear service charge information.

This may include:

• Monthly service charge amount
• Service charge deposit
• What the service charge covers
• Payment date
• Management company details
• Building rules
• Sinking fund where applicable
• Utility billing structure
• Waste collection arrangements
• Security arrangements
• Lift maintenance responsibilities
• Generator and water system costs
• Common area maintenance

At Realty Boris, we advise buyers to understand service charge before moving in or renting out the apartment.

A low service charge may look attractive, but it can become a problem if the building is not properly maintained. A high service charge may be acceptable if the building delivers strong security, reliable lifts, water, generator support and good amenities.

For apartment investors, service charge directly affects rental returns. A tenant may reject a unit if service charge or utility obligations are unclear or too high.

Buyers should request management documents and understand the rules of the building before completion.

7. Sectional Plan or Proposed Sectional Plan

For apartment ownership, sectional property documentation is important because it helps define the unit, common areas and ownership structure.

Under the Sectional Properties Act, apartment developments may involve sectional plans, by-laws, management structures and documentation relating to the unit and common property.

Before completion, buyers should ask whether the developer has provided or will provide:

• Sectional plan
• Proposed sectional plan where applicable
• Unit details
• Common property details
• By-laws or proposed by-laws
• Management agreement where applicable
• Title or lease documents
• Information on any charge affecting the title
• Management corporation details where applicable

At Realty Boris, we advise buyers to discuss sectional property documentation with their advocate. This is especially important for new apartments because individual ownership documents may depend on the development’s registration structure.

A buyer should understand whether they are receiving immediate transfer documents, a certificate of lease, a sectional title process or another recognized ownership arrangement.

Do not assume ownership structure. Ask and verify.

8. Utility Connection and Meter Documents

Utility documentation helps confirm responsibility for water, electricity, gas where applicable and other services.

Before completion, ask for:

• Electricity meter number
• Water meter number
• Meter readings at handover
• Internet provider options
• Utility account transfer process
• Deposit requirements
• Borehole arrangements
• Backup generator cost structure
• Water billing method
• Common area utility billing
• Service charge utility inclusions

At Realty Boris, we advise buyers to record meter readings on the day of handover. This helps avoid disputes over bills accumulated before possession.

For landlords, utility clarity is also important before renting out the unit. Tenants will ask about electricity tokens, water billing, internet installation, backup power and service charge.

A new apartment should be ready not only physically but also operationally.

Before accepting handover, test water pressure, check power points, confirm lighting, inspect the meter area and understand how bills will be handled.

9. Transfer Documents and Ownership Registration Process

Completion does not always mean ownership has been fully transferred. Buyers must understand what documents are needed to complete registration.

Important transfer-related documents may include:

• Executed transfer documents
• Consent where applicable
• Stamp duty documents
• Valuation documents
• Original title or lease where applicable
• Identification documents
• KRA PIN documents
• Passport-size photos where required
• Clearance documents
• Registration documents
• Certificate of lease or title documents where applicable

Buyers can refer to the State Department for Lands land transfer requirements and the State Department for Lands stamp duty valuation page for official guidance on transfer and stamp duty valuation processes. Buyers may also use Ardhisasa for land information services where applicable.

At Realty Boris, we strongly advise buyers to involve a qualified advocate to confirm the transfer process.

A buyer should ask:

• When will transfer begin?
• What documents are pending?
• Has stamp duty been assessed?
• Who is responsible for which costs?
• When will ownership documents be issued?
• What happens if the developer delays?
• Is there a charge on the title?
• How will the charge be discharged if applicable?

The key point is simple: taking keys and completing registration are not always the same thing. Both must be handled properly.

Completion Documents When Buying an Apartment for Off-Plan Buyers

Off-plan buyers should be especially careful because the apartment is purchased before completion.

At handover stage, off-plan buyers should review:

• Sale agreement
• Construction completion status
• Occupation certificate where applicable
• Handover letter
• Snag list
• Parking allocation
• Service charge statement
• Management documents
• Utility meter details
• Unit allocation confirmation
• Transfer process update
• Developer completion notice
• Defect liability terms
• Building rules
• Amenities completion status

At Realty Boris, we advise off-plan buyers not to accept handover blindly. Compare the finished apartment with the brochure, agreement, floor plan and finishing schedule.

Check whether the delivered unit matches:

• Agreed size
• Layout
• Number of bedrooms
• Kitchen style
• Bathroom fittings
• Balcony
• Parking
• Finishes
• Amenities
• Common areas
• Completion timeline

If major items differ, ask for written clarification before accepting completion.

Off-plan investment can be rewarding, but buyers must protect themselves at handover.

Completion Documents When Buying an Apartment for Diaspora Buyers

Diaspora buyers need a stronger completion process because they may not be physically present.

If you are abroad, appoint a trusted representative, advocate or professional property advisor to inspect and document the apartment before handover.

Diaspora buyers should request:

• Video walkthrough
• Photos of every room
• Photos of common areas
• Handover letter
• Snag list with images
• Meter readings
• Parking confirmation
• Service charge statement
• Management office contacts
• Completion or occupation status
• Transfer process update
• Receipts for payments made
• Keys and access card record
• Rental readiness assessment

At Realty Boris, we advise diaspora buyers not to accept “the unit is ready” as enough confirmation.

A proper virtual handover should be structured. The buyer should see the unit, the building, the parking, the common areas, the amenities and the defects before accepting.

If the apartment will be rented out, the buyer should also plan property management immediately after completion.

A diaspora buyer should receive documentation, not just photos.

What Buyers Should Inspect Before Signing Handover

Before signing handover, inspect:

• Main door and locks
• Windows
• Balcony doors
• Floor tiles
• Wall paint
• Ceiling
• Lighting
• Sockets
• Kitchen cabinets
• Countertops
• Sink and taps
• Bathroom fittings
• Water pressure
• Drainage
• Shower screens
• Wardrobes
• Intercom
• Internet points
• Parking bay
• Lifts
• Corridors
• Staircases
• Security desk
• Rooftop
• Gym
• Swimming pool
• Water tanks
• Generator
• Waste area

At Realty Boris, we advise buyers to take photos and videos during inspection. Documentation helps if the developer needs to correct defects.

Do not be afraid to ask questions. Completion is a serious stage of the purchase, and the buyer has a right to understand what is being handed over.

A clean handover reduces future disputes.

Common Mistakes Buyers Should Avoid

When reviewing Completion Documents When Buying an Apartment, avoid these mistakes:

• Accepting keys without a handover letter
• Ignoring occupation certificate status
• Failing to create a snag list
• Not confirming parking allocation
• Not checking service charge
• Ignoring management documents
• Not testing water and electricity
• Assuming transfer is complete because the unit is ready
• Not involving an advocate
• Accepting verbal promises
• Not documenting defects
• Not confirming meter readings
• Failing to inspect common areas
• Not checking building rules
• Rushing because the developer is pushing for final payment

At Realty Boris, our advice is simple: do not let excitement replace verification.

A new apartment should be accepted carefully, not emotionally.

Realty Boris Expert View on Completion Documents When Buying an Apartment

Our view is that Completion Documents When Buying an Apartment should be reviewed before final acceptance and final payment wherever possible.

For new apartment buyers, we recommend checking the sale agreement, occupation status, handover letter, snag list, parking allocation, service charge statement, management documents, utility details and transfer process.

For off-plan buyers, we recommend comparing the finished unit against the original agreement, brochure, floor plan and payment terms.

For diaspora buyers, we recommend virtual inspection, advocate review, documented handover and professional property management planning.

For investors, we recommend confirming rental readiness, service charge, tenant rules, furnished rental restrictions and management quality before advertising the unit.

At Realty Boris, we help buyers understand not only which property to buy, but also how to complete the purchase safely and professionally.

A good apartment purchase should end with clear documents, not confusion.

Final Thoughts

Completion Documents When Buying an Apartment are essential because they confirm whether the unit is ready, whether the handover is properly recorded and whether the buyer understands the next steps toward ownership and occupation.

Before accepting handover, check the sale agreement, occupation certificate status, handover letter, snag list, parking allocation, service charge statement, management documents, sectional plan details, utility information and transfer process.

Do not assume that a beautiful finished unit is automatically complete from a legal and practical perspective.

At Realty Boris, we advise buyers to complete the process with discipline. Ask for documents, inspect carefully, involve your advocate and record everything before accepting keys.

The best handover is one where the buyer knows exactly what they are receiving, what is pending and what happens next.

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