Group the documents by purpose, keep complete copies and add a simple index. Mark anything missing or held by someone else rather than filling the gap with a guess.
Make the folder easy for another person to follow
Start with ownership papers, then supporting property records, agreements and payments. Give files names that identify the document and date. Keep working drafts away from signed or registered copies so they are not confused. A one-page note with the property description, your question and upcoming dates can be more helpful than sending dozens of files without context.
A small index is enough
Use a simple list with document name, date, original holder and whether a readable copy is available. Number the files to match that list. Keep unanswered requests in a separate section rather than mixing them with received documents. You do not need elaborate software; the useful part is that another person can tell what is present, what is missing and which version they are reading.
Details to check
- Keep one clearly identified version of each record.
- Include schedules, annexures and reverse pages where relevant.
- Check that text and seals are legible.
- Separate draft documents from executed and registered copies.
The next step
Share an index first if you are unsure what is needed. Agree how to send sensitive records, then provide the relevant files in complete form.
Should I combine everything into one PDF?
Ask the reviewer’s preference. A single file can work if it is indexed and readable, but separate labelled documents are often easier to update.
Related reading
For current records and requirements, use the official sources below. Advice about your own property needs a review of its documents.
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