Annexa produces 20 documents from the property file: contracts, annexes, powers of attorney, cost summaries and notary and bank reports. Here are 16, each with a real example made with a fictitious sale.
From quote to notary, the paperwork for every stage
Contracts, annexes, powers of attorney, cost summaries and reports for the notary and the bank, filled in from the file: some bilingual, side by side, others in Spanish or in English. Pick one and look inside: these are real examples from the software, made with a fictitious sale.
For
Here are 16 documents for the client, the seller, the notary and the bank. The software produces 4 more: the commission invoice, the email to the notary and two internal sheets (cash control and the transaction file).
Client engagement 3
Reservation and deposit 4
Pre-signing 3
Signing 2
After-sales 1
Separate from the sale
Tax services 3
116
Client engagement
Fee proposal
The fee proposal for the full service to a foreign buyer, valid for 30 days.
What it includes
The service explained in blocks: due diligence, buyer preparation, notary, taxes and final handover
An estimate of the costs it does not include
Fees before VAT and the total with VAT
Several properties of the same client, with a bundle discount
The payment details
Before it is generated, a window asks for the reference, the prices, the fees and the properties included.
Who it is for
The buyer, before hiring the service
Languages
In Spanish or in English: you choose when you generate it
Format
Opens ready to print or save as PDF
Where to find it (menus in Spanish)
Ficha del cliente (client file)›Presupuesto (quote)Also in the property file, under «Generar documento» (generate document).
Example pages
Page 1 of 3Page 2 of 3
Showing pages 1 and 2 of 3, from a fictitious sale. Click a page to see it full size.
Page 1 of 3Page 2 of 3
Showing pages 1 and 2 of 3, from a fictitious sale. Click a page to see it full size.
Client engagement
Services agreement
The services agreement between the advisory firm and the client, with the chosen services and their fees.
What it includes
The parties and the properties
Pre-sale services, from a list of 15: NIE, bank account, land-registry extract, deposit contract, power of attorney, signing…
Post-sale services, from a list of 11: Form 600, Form 211, Land Registry, changes of holder…
Services added by hand and, if switched on, annual tax representation
Fees with VAT, payment terms, liability, anti-money-laundering, data protection and jurisdiction
It also comes as a blank template in four types: pre-sale, post-sale, both together or annual tax representation.
Who it is for
The buyer, who signs it with the advisory firm
Languages
Spanish and English in the same document, in two columns
Format
Opens ready to print or save as PDF
Where to find it (menus in Spanish)
Ficha de la finca (property file)›Generar documento (generate document)Services and fees are chosen beforehand, in Gestión › Servicios (management › services).
Example pages
Page 1 of 8Page 2 of 8
Showing pages 1 and 2 of 8, from a fictitious sale. Click a page to see it full size.
Client engagement
Tax representation agreement
The non-resident owner appoints the advisory firm as their representative before the Spanish Tax Agency, for a renewable year.
What it includes
Representation before the Tax Agency and replies to its notices
Annual Form 210, quarterly if the property is let, and Form N2
Tracking and payment of IBI, waste tax and community fees
13 clauses: annual fee with VAT, proportional refund, renewal and revocation, anti-money-laundering, confidentiality and jurisdiction
Who it is for
The non-resident owner, usually after the purchase
Languages
Spanish and English in the same document, in two columns
Format
Opens ready to print or save as PDF
Where to find it (menus in Spanish)
Ficha de la finca (property file)›Generar documento (generate document)It is switched on in Gestión › Servicios (management › services). Also as a blank template, under Plantillas (templates).
Example pages
Page 1 of 7Page 2 of 7
Showing pages 1 and 2 of 7, from a fictitious sale. Click a page to see it full size.
Reservation and deposit
Deposit contract
The purchase agreement with a penitential deposit (art. 1454 of the Spanish Civil Code) or a confirmatory one (art. 1455).
What it includes
Parties, attorneys and property, with land-registry and cadastral details
Price in figures and words, with the prior reservation as background
Each deposit payment, with its date, recipient and account
Withholdings at the deed, agency fees and escrow of the deposit, if any
Deadline for the deed, costs, encumbrances, breach and your own clauses
Before generating it, it warns you if the address, the price, the deposit amount, the date or the sellers are missing.
Who it is for
Buyer and seller, who sign it; a copy for the agencies
Languages
Spanish and English in the same document, in two columns; there is no single-language version
Format
Opens ready to print or save as PDF
Where to find it (menus in Spanish)
Ficha de la finca (property file)›Generar documento (generate document)Also in the «Informes y contratos» (reports and contracts) section.
Example pages
Page 1 of 10Page 2 of 10
Showing pages 1 and 2 of 10, from a fictitious sale. Click a page to see it full size.
Reservation and deposit
Annexes to the deposit contract
Numbered annexes that amend or add to the signed deposit contract. The parties and the property come from the file.
4 types
Sale of furniture and fittings, with the price and the inventory
Extension of the deadline or a new signing date, with an extra payment if any
Price amendment
Free-text annex
Each annex includes the recitals, the agreed terms and the signatures.
Who it is for
Buyer and seller, who sign it
Languages
Spanish and English in the same document, in two columns
Format
Opens ready to print or save as PDF
Where to find it (menus in Spanish)
Ficha de la finca (property file)›Económico (financials)›Arras (deposit)›Anexos (annexes)
Example pages
Page 1 of 4Page 3 of 4
Showing pages 1 and 3 of 4, from a fictitious sale. Click a page to see it full size.
Page 1 of 4Page 2 of 4
Showing pages 1 and 2 of 4, from a fictitious sale. Click a page to see it full size.
Page 1 of 3Page 2 of 3
Showing pages 1 and 2 of 3, from a fictitious sale. Click a page to see it full size.
Reservation and deposit
Buyer’s cost summary
An indicative estimate of what the purchase costs and of the money the buyer needs in their account on signing day.
What it includes
Three figures at the top: price, money needed in the account for signing, and costs and taxes
The price less the deposit already paid, and how the rest is paid
Transfer tax (ITP), or VAT and stamp duty for new builds, notary, land registry and agency fees, with their percentage of the price
Your own notes
Who it is for
The buyer
Languages
Bilingual, or English only for buyers who do not read Spanish
Format
Opens ready to print or save as PDF
Where to find it (menus in Spanish)
Ficha de la finca (property file)›Generar documento (generate document)Also in Económico › Gastos (financials › costs).
Example pages
Page 1 of 3Page 2 of 3
Showing pages 1 and 2 of 3, from a fictitious sale. Click a page to see it full size.
Page 1 of 3Page 2 of 3
Showing pages 1 and 2 of 3, from a fictitious sale. Click a page to see it full size.
Reservation and deposit
Seller’s cost summary
An indicative estimate of what the seller will receive: the price, the approximate net amount and everything deducted from it.
What it includes
Municipal capital-gains tax (plusvalía)
The 3% non-resident withholding (Form 211), explained as a tax prepayment, not a cost
Withheld IBI and waste tax, and the second-occupancy licence
Seller costs, such as cancelling the mortgage or the energy certificate
The net amount and its percentage of the price
Who it is for
The seller
Languages
Spanish and English in the same document
Format
Opens ready to print or save as PDF
Where to find it (menus in Spanish)
Ficha de la finca (property file)›Económico (financials)›Gastos (costs)The «Informe de gastos del vendedor» button (seller cost report).
Example pages
Page 1 of 2Page 2 of 2
Showing pages 1 and 2 of 2, from a fictitious sale. Click a page to see it full size.
Pre-signing
Special power of attorney template
The special power of attorney deed so the client can buy without travelling to Spain, blank or filled in with their details.
What it includes
A note for the notary or the consul
Up to two grantors, filled in from the file: name, nationality, ID, NIE, address and marital status
19 powers to choose from; 14 come ticked: buying, bank accounts, Tax Agency, utilities, NIE, Land Registry…
Powers written by hand in Spanish and English, with the numbering updated automatically
Who it is for
The buyer, who signs it before a notary or consulate, and the notary
Languages
Spanish and English in the same document, in two columns
Format
To print or save as PDF, plus a Word download
Where to find it (menus in Spanish)
Plantillas (templates)›Poder especial (special power of attorney)Also in the property file, under «Informes y contratos» (reports and contracts).
Example pages
Page 1 of 5Page 2 of 5
Showing pages 1 and 2 of 5, from a fictitious sale. Click a page to see it full size.
Pre-signing
Instructions for signing the power of attorney
The step-by-step guide for clients who sign the power of attorney in their own country.
What it includes
What the power of attorney is and what it is for
Where to sign it: a local notary with a Hague apostille, or a Spanish consulate
What to bring and what to check before leaving the notary
How to send the original and when a sworn translation is needed
Indicative cost and timing
Who it is for
Buyers who live outside Spain
Languages
Spanish and English: each section in both languages
Format
To print or save as PDF, plus a Word download
Where to find it (menus in Spanish)
Plantillas (templates)›Instrucciones para otorgar el poder (instructions for signing the power of attorney)Also in the property file, under «Informes y contratos» (reports and contracts).
Example pages
Page 1 of 4Page 2 of 4
Showing pages 1 and 2 of 4, from a fictitious sale. Click a page to see it full size.
Pre-signing
Client email before signing
An email drafted from the property file that tells the client where their purchase stands. If they have several properties, all are included.
Two messages
First message: the deposit contract to sign and the payment details for the deposit or the reservation
The next steps, such as the second payment and the notary appointment
The cost summary, with the total funds to set aside
Second message: the second deposit payment and a signing reminder
An opening and closing text, if you want one
Who it is for
The buyer
Languages
In Spanish, in English or in both
Format
Preview: copy the text, open it in your email with recipient and subject filled in, or print it
Where to find it (menus in Spanish)
Gestiones (tasks)›Tarjeta de la finca (property card)The «Enviar al cliente un email con el estado de las gestiones» button (send the client an email with the status of each step).
Example
Preview
Real email preview from the software, made with a fictitious sale and shown in Spanish. Click it to see it full size.
Signing
Notary report
Everything the notary needs to prepare the deed, in one report.
What it includes
Price, net mortgage and what has already been paid
Buyers and sellers with ID, share and marital regime; property and cadastral reference
Settlement of the 3% non-resident withholding (Form 211) and the seller withholdings
Payments already made, and the cheques and transfers at signing
Documents provided and post-signing services
Before generating it, a window lets you add payment methods, tick the documents provided and write notes. From that same window you can download a ZIP of the documents provided, renamed by type, to send to the notary.
Who it is for
The notary, in Spanish; the foreign buyer, in English
Languages
In Spanish or in English: two versions
Format
Opens ready to print or save as PDF
Where to find it (menus in Spanish)
Ficha de la finca (property file)›Generar documento (generate document)Also in the «Informes y contratos» (reports and contracts) section, with a data checklist.
Example pages
Page 1 of 3Page 2 of 3
Showing pages 1 and 2 of 3, from a fictitious sale. Click a page to see it full size.
Signing
Bank report
To agree the signing cheques and the funds provision with the bank. It is available when the property has a mortgage.
What it includes
Price, approved mortgage and the net mortgage released
Total amount for the seller and the cheques the bank issues, including the cancellation of the seller’s mortgage if there is one
Funds provision: what the bank withholds on behalf of the buyer and of the seller
The balance the buyer must hold in their account before signing
Who it is for
The lending bank, and the buyer
Languages
In Spanish or in English: two versions
Format
Opens ready to print or save as PDF
Where to find it (menus in Spanish)
Ficha de la finca (property file)›Generar documento (generate document)Also in Económico › Hipoteca (financials › mortgage).
Example pages
Page 1 of 3Page 2 of 3
Showing pages 1 and 2 of 3, from a fictitious sale. Click a page to see it full size.
Page 1 of 3Page 2 of 3
Showing pages 1 and 2 of 3, from a fictitious sale. Click a page to see it full size.
After-sales
Client email after signing
After signing, an email that tells the client what money to keep available and how each pending procedure is going.
What it includes
The money to keep in the account, such as transfer tax
The status of each procedure: changes of holder, plusvalía…
All of the client’s properties, if there are several
An opening and closing text, if you want one
Who it is for
The buyer
Languages
In Spanish, in English or in both
Format
Preview: copy the text, open it in your email with recipient and subject filled in, or print it
Where to find it (menus in Spanish)
Gestiones (tasks)›Tarjeta de la finca (property card)The «Enviar al cliente un email con el estado de las gestiones» button (send the client an email with the status of each step).
Example
Preview
Real email preview from the software, made with a fictitious sale and shown in Spanish. Click it to see it full size.
Tax services, Separate from the sale
Tax services quote
A quote valid for 30 days for clients who hire individual tax procedures.
What it includes
Items such as NIE, bank account, digital certificate, Forms 210, 211, 600 and 720, plusvalía or local registration
Extra items written by hand
Base, VAT (21%, included or exempt) and total
A note that official fees and disbursements are not included
Who it is for
Clients who hire individual tax procedures
Languages
Headings and notes in Spanish and English; the items are in Spanish
