Home-sale documentation checklist for Bainbridge Island.

1. Identity and Authority to Sell

Not every item applies — review based on your ownership structure.

• Government-issued photo ID for all signing parties
• If married: confirm whether Washington community property rules apply and whether spouse must sign or sign a waiver
• If power of attorney: original POA document accepted by the title company
• If trust-owned: current trust document confirming trustee authority to sell
• If estate (probate): court-issued Letters Testamentary or Letters of Administration

  • Certified death certificate (title companies require original or certified copy)
  • Attorney confirmation of court approval if required for the sale
• If LLC or other entity: operating agreement and resolution authorizing the sale

2. Title and Ownership Records

• Current recorded deed — confirm legal description matches the property
• Order a preliminary title report from a title company early in the process
• Review title report for liens, easements, encroachments, or CC&Rs

  • Recorded access easements affecting the property
  • HOA or community covenants if applicable
• If any co-owners: confirm all parties are reachable and can sign
• Kitsap County Auditor recorded documents: deed, easements, liens

  • kitsapgov.com/auditor/Pages/recording.aspx

3. Mortgage and Liens

• Contact your mortgage lender(s) for a current payoff statement
• Confirm any prepayment penalty terms
• Request payoff statements for any HELOCs or second mortgages
• Check for mechanic's liens from contractors or suppliers
• Check for IRS or state tax liens (title search catches most, but verify)
• Confirm HOA dues are current if applicable

4. Building Permits and Unpermitted Work

Unpermitted work must be disclosed on Washington State Seller Disclosure Form 17.

• Request permit history from City of Bainbridge Island — Permitting

  • bainbridgewa.gov/1287/Permitting
  • For older or unincorporated-area records, also check Kitsap County permit records
• Identify additions, conversions, or significant remodels since original construction
• Note any work done without permits — required disclosure
• Gather permits already pulled: certificates of occupancy, final inspection records
• Consider whether retroactive permitting is warranted for significant unpermitted work

5. Septic or Private Water (if applicable)

Applies if the property is on an on-site sewage system and/or private well. Skip if on municipal sewer and public water.

• Confirm whether property is on municipal sewer or on-site sewage (septic)
• If septic: locate system records through Kitsap Public Health District

  • kitsappublichealth.org/dwos/selling
  • Request records by parcel number; note system type, install date, last inspection and pump date
• Find last septic inspection and pump service records; gather any service receipts
• If private well: locate well log from Washington State Ecology database
• Gather most recent water quality test results (bacteria, nitrates)
• Note any known well or septic conditions relevant to disclosure

6. Utilities

• Gather account numbers and provider contacts: electric (PSE or similar), gas, water, sewer, garbage
• Note average monthly utility costs (buyers will ask)
• Confirm all accounts are current — no arrears
• Plan utility transfer or cancellation once closing date is confirmed
• If well pump: confirm working condition and when last serviced
• Internet/cable: note current provider and plan

7. Insurance

• Notify your homeowner's insurer of the pending sale
• If the property will be vacant before closing: confirm vacancy clause terms and whether endorsement is required
• Gather claims history — insurers of buyers may request this
• Review any active claims and confirm how they interact with the sale

8. Repair and Condition Documentation

• Complete the Washington State Seller Disclosure Statement (Form 17) — required for most sales
• List known material defects: roof, foundation, plumbing, electrical, HVAC, water intrusion
• Gather receipts and warranties for any significant repairs in the last 5 years
• Note any known water intrusion history and what remediation was done
• Identify appliances included in the sale; gather manuals and remaining warranties
• Note any HOA rules restricting condition, modifications, or rentals

9. Tenant or Occupancy Status (if applicable)

Applies only if the property is currently rented or occupied by someone other than the owner.

• Gather current lease agreement with expiration date and rent amount
• Review Washington landlord-tenant law for required notice timelines
• Confirm security deposit amount and location
• Document current key access and number of keys
• Confirm tenant has been notified of pending sale per lease and WA law

10. Estate or Trust Documents (if applicable)

Applies if the property is owned through an estate, trust, or by a deceased person.

• Full trust document confirming trustee identity and authority to sell
• Letters of Administration or Letters Testamentary (certified)
• Death certificate — certified copies (title companies require one)
• Court approval if probate court requires approval to sell
• Washington Courts self-help probate resources: courts.wa.gov/forms/?fa=forms.contribute&formID=20
• Estate attorney contact for any title or legal clearance questions

11. Cleanout Logistics

• Inventory personal property remaining in the home
• Arrange Bainbridge Island Transfer Station access for debris and bulk items

  • Hours and accepted categories may change — verify before scheduling
• Schedule junk removal with ferry-aware lead times — allow extra days
• Contact estate sale company if significant personal property remains
• Arrange charitable donation pickups well in advance (island scheduling requires lead time)
• Note hazardous materials: paint, chemicals, electronics — separate disposal required

12. Ferry-Dependent Scheduling

All service providers crossing the ferry should be confirmed well in advance.

• Home inspector: confirm 98110 coverage and ferry-adjusted scheduling
• Appraiser: confirm familiarity with Bainbridge Island comparable sales
• Contractors for pre-sale repairs: get bids with ferry logistics in mind
• Plan closing timeline factoring in ferry-dependent coordination
• If seller is off-island: plan in-person visits around peak ferry capacity (summer weekends and commute hours are congested)

13. Closing Preparation

• Select title and escrow company and confirm timeline
• Confirm signing method: in-person, remote notary, or mobile notary
• Prepare bank wiring instructions for proceeds disbursement
• Confirm utility transfer or cancellation dates
• Plan key handover procedure
• Review the closing disclosure carefully for accuracy before signing — verify payoffs, credits, and net proceeds figure