If you have an upcoming appraisal for a sale, refinance, estate, or divorce, the right documents can save time and reduce surprises. While an appraisal is an independent valuation—not a negotiation—clear, factual paperwork helps a New York Real Estate Appraiser verify the legal use, size, improvements, and income that support your property’s market value.
Lloyd Real Estate Services put together this practical, New York–specific checklist so you can feel prepared on appraisal day.
Core documents every homeowner should gather
These items are useful across single-family homes, condos, and co-ops in the city and surrounding counties:
- Latest property tax bill and assessment: Confirms taxes, exemptions, and parcel identifiers (Block/Lot or Section/Block/Lot).
- Certificate of Occupancy (C of O) or Letter of No Objection: Shows legal unit count and permitted use. If you have a Temporary C of O, include it.
- Permits and final sign-offs: Printouts from NYC DOB or local building department for renovations, extensions, decks, or finished basements. Include job numbers and final inspections.
- Floor plan or survey: For houses, a survey confirms lot size, setbacks, easements, and outbuildings. For condos/co-ops, a measured floor plan or offering-plan diagram helps clarify layout; note that actual measured GLA may differ.
- Improvement log with dates and costs: Summarize kitchen/bath remodels, roof, windows, boiler/HVAC, electrical upgrades, insulation, and waterproofing. Attach invoices and warranties if available.
- Systems and utilities info: Age and fuel type of heating system, central air details, hot water heater, electrical service amperage, and any recent service records.
- Flood information, if applicable: FEMA flood zone, elevation certificate, and flood insurance policy declarations page.
- Parking and storage documentation: Deeded parking, license agreements, or storage cage details that transfer with the unit.
- Violation status: Any open DOB/ECB/HPD violations and proof of correction or dismissal.
Income-property documents (2–4 family and small mixed-use)
A New York Real Estate Appraiser will analyze the income approach when applicable. Have these ready:
- Current rent roll: Unit numbers, tenant names (initials are fine), lease start/end, rent amounts, and concessions.
- Executed leases and riders: Include any renewal letters and pet, parking, or storage addenda.
- Utility breakdown: Who pays heat, electric, gas, and water; presence of separate meters or submetering.
- Security deposit ledger and arrears status.
- For rent-stabilized units: DHCR rent history, IAI/MCI documentation, and any related approvals.
- Trailing 12-month operating statement: Real estate taxes, water/sewer, insurance, fuel, super/management, repairs and maintenance, permits, and other recurring expenses.
Condo and co-op specifics
Because building financials and policies can influence marketability and buyer costs, include:
- Monthly common charges or maintenance, and any current or upcoming assessments.
- Amenity list and fees (gym, roof deck, pool, parking, storage, bike room).
- Building financial summary if available to owners: Latest audited financials or budget, reserve balance (a high-level page is sufficient).
- Offering plan excerpts or building fact sheet: Useful for original square footage, line layouts, and building description.
- Recent sales in the building: If your agent has verified, unit-level comps can help the New York Real Estate Appraiser understand line, exposure, and view premiums.
- Co-op details: Underlying mortgage balance (building-level), owner-occupancy ratio, sublet policy, flip tax, and pied-à-terre rules.
Special situations and use cases
- Estate or retrospective appraisals: Provide date of death, letters testamentary/administration, and any photos or invoices reflecting condition as of the effective date.
- Divorce or partition: Court case caption if applicable, and clarification on whether a prospective or retrospective value is needed.
- New construction or gut renovations: Architect plans, Schedule A, progress photos, contractor’s scope, and percentage of completion.
- Accessory dwelling units and finished basements: Documentation of legality, egress, fire stopping, and any conditional approvals.
What a New York Real Estate Appraiser does with your documents
- Confirms legal use and unit count via the C of O or LNO.
- Verifies size and utility with surveys, plans, and measurements.
- Assesses quality, recency, and scope of renovations against comparable sales.
- Applies the income approach using rent rolls, leases, and realistic operating expenses for 2–4 families and small income assets.
- Evaluates building-level risk factors for condos and co-ops, such as assessments, reserves, and owner-occupancy rates.
- Notes location and risk considerations like flood zone, easements, or open violations.
How to package your paperwork for a smoother visit
- Create a one-page highlights sheet: Bullet the top upgrades with dates and costs, unit count, parking/storage, monthly HOA/maintenance, and assessments.
- Assemble a labeled PDF: Scan permits, plans, leases, and financials into a single, clearly named file with a table of contents.
- Keep originals safe: Provide copies or digital files; originals aren’t required.
- Share through the right channel: For lender-ordered appraisals, most banks allow sharing factual property information directly with the appraiser; some prefer you send it to the lender to forward. Ask your loan officer if unsure.
- Be factual, not persuasive: Stick to verifiable data. You can also print a few objective, recent comparable sales that closely match size, line, exposure, and condition.
Quick checklist by property type
- Single-family: Tax bill; C of O/LNO; survey; floor plan; permits/sign-offs; improvement log; system ages; flood documents; parking/storage paperwork.
- Condo: Tax bill; floor plan; offering-plan excerpts; common charges; assessment notices; amenity list and fees; improvement log; permits; building financial summary if available.
- Co-op: Maintenance statement; assessment notices; building financial summary if available; offering-plan excerpts; improvement log; alteration agreement approval; house rules that affect marketability (sublet/flip tax).
- 2–4 family: Everything above plus rent roll, leases, DHCR history if stabilized, trailing 12-month income/expenses, utility split details, certificates for separate meters.
- Estate/divorce: Engagement letter requirements, effective date, supporting documents that reflect condition as of that date.
Common questions
- Do I need to provide the deed? Not typically. The tax bill and C of O, along with the appraiser’s public record search, are usually sufficient. If ownership names differ from what’s on file, have supporting paperwork handy.
- Will appraisers accept contractor estimates for planned work? They can note them, but value is based on current condition unless the scope is completed or the assignment specifically requires hypothetical conditions.
- Can I pick the comps? You can share recent, nearby sales that are truly comparable; the New York Real Estate Appraiser will independently verify and select the most relevant ones.
Day-of document bundle to leave on the counter
- Highlights sheet with renovations and system ages
- Copy of floor plan or survey
- Permits and final sign-offs
- HOA/maintenance and assessments
- Rent roll and leases (if applicable)
- Flood elevation certificate and policy page (if applicable)
- Any recent building sales printouts
Why work with Lloyd Real Estate Services
Lloyd Real Estate Services is a local New York Real Estate Appraiser with experience across co-ops, condos, single- and multi-family homes, and small mixed-use properties. We combine neighborhood expertise with transparent methodology, so your appraisal is credible, compliant, and delivered on time. If you have questions about which documents matter for your specific property, we’re happy to provide a tailored pre-appraisal checklist.