Documents to gather before you sell a farm

Short answer. Gather your title, easements, consents, environmental plans, effluent and water records, farm maps, stock and production records, contracts and building records before you list. Real Estate Authority guidance says the agent should collect a property information file and have the vendor sign it off before the agency agreement is signed.

The checklist

Title and legal

• Record of title and any easements, covenants, leases and licences
• Forestry rights, ETS registration details, carbon contracts
• Grazing, sharemilking or contracting agreements
• Any boundary or access issues

Council and regional council

• Building consents and code compliance certificates for houses and sheds
• Resource consents, including water takes, discharges, bores and effluent
• Any council notices, compliance letters or inspection reports
• Any farm environment plan, freshwater farm plan or nutrient management plan

Farm records

• Farm maps with effective hectares, paddocks, water and contour
• Fertiliser, lime and soil test records
• Stock numbers and winter carrying capacity
• Production history (milk or livestock sales summaries)
• Equipment, plant and chattels list
• Health and safety hazard map

Dairy-specific

• Effluent system details, pond sealing certificates, effluent management plan
• Supply agreements, shed documents, milk records
• Information about Fonterra shares (leave the advice to an authorised adviser)

Money

• Rates notices
• GST position confirmed with your accountant
• Insurance details

Why it matters

Real Estate Authority guidance says listing agents shouldn't withhold known defects or material risks, and that material issues should be disclosed to buyers with the vendor's written, informed consent (REA, disclosure principles, checked 2 Nov 2026). Gathering documents early gives you time to fix gaps, and gives buyers confidence.

Steps

1. Start the checklist at least a few weeks before listing.
2. Ask your solicitor to check the title and any covenants.
3. Ask the councils for copies of consents you can't find.
4. Give the agent a complete copy and keep your own.
5. Update it if something changes during the campaign.

Check before you rely on this

General information only, not legal advice. Check with your solicitor.

Sources

• Real Estate Authority, rural real estate guidance
• Real Estate Authority, principles of disclosure
• Real Estate Authority, rural environmental issues (CPD, Feb 2020)