Congratulations! 🏠 Your offer has been approved, you've signed the purchase agreement with the developer, and you already have the keys to your new apartment. Now comes the most important step to ensure you are legally recognized as the owner: the execution of the public deed and its registration at the Real Estate Registry Office.
⚠️ Warning: Keys ≠ Legal Ownership
Without registration at the registry office, even with the keys and a signed contract, you are not formally the owner under the law. This can cause serious problems in the future, such as difficulty selling, financing, or proving ownership in disputes.
The good news is that you don't need to hire a broker or dispatcher to do this. With organization and the right information, you can handle the entire process yourself. Let's get to the complete guide.
1. Which Notary Office to Visit? (There Are Two!)
Many people get confused here, but the process involves two different notary offices, each with a specific function:
| Step | Office | What It Does |
|---|---|---|
| Deed Execution | Notary Public (any one in your city) | The notary executes the public deed — the formal purchase and sale document |
| Property Registration | Real Estate Registry Office (where the property is located) | Adds your name to the property record, making you officially the owner |
📌 Important
The Real Estate Registry must be exclusively the office in the district where the property is located. It is pointless to go to another one. Check the IRIB (Brazilian Real Estate Registry Institute) website to find the competent office for your area.
2. How Much Will It Cost? Prepare Your Budget
You will need to set aside funds for three main costs:
a) ITBI — Property Transfer Tax
- What it is: municipal tax charged on property transfer
- Amount: between 2% and 4% of the property's assessed value, depending on the municipality
- Example (São Paulo): 3% of the property value
- When to pay: before the deed execution
- Where to pay: directly at the city hall of the municipality where the property is located
b) Deed Fees (Notary Public)
- Fee charged by the Notary Public to execute the public deed
- Varies by state and property value — usually between 1% and 3%
- Each state has its own fee table, set by law
c) Registration Fee (Real Estate Registry)
- Fee to officially record the transfer in the property record
- Amount defined by each state's fee table
- Example (São Paulo): for a R$ 700,000 property, the registration fee can be around R$ 3,500
💡 50% Discount on First Purchase via SFH!
You may get a 50% discount on both the deed fee and the registration fee if this is your first property purchase through the Housing Finance System (SFH). Simply present the bank's declaration proving this condition. This little-known benefit can save you thousands!
3. Required Documents: Get Organized First
Gather the following documents before going to the notary. Arriving prepared avoids unnecessary trips:
📋 Buyer (You)
- Original ID and CPF (if married, spouse's documents too)
- Civil status certificate: birth (single), marriage (married), divorce or death (widow/er)
- Proof of address
- Occupation (to inform at the notary)
🏢 Developer (Seller)
- Deed authorization letter or clearance letter
- Articles of incorporation and amendments (CNPJ)
- Clearance certificates (federal, state, labor, civil)
🏠 Property
- Updated property registration certificate (valid for 30 days)
- IPTU (property tax) clearance certificate for the current year
- INSS clearance certificate (CND)
4. Step-by-Step: How to Do It All Without a Broker
✅ Step 1: Pay the ITBI
- Generate the ITBI payment slip on the city hall website
- Pay at any bank branch
- Keep the receipt — it will be required at the notary
✅ Step 2: Gather all documentation
- Use the list from the previous section as a checklist
- Verify that certificates are within their validity period (especially the property registration, valid for 30 days)
✅ Step 3: Visit the Notary Public
- Bring all documents and the ITBI payment receipt
- Request the execution of the public purchase and sale deed
- The deed can be issued on the same day, but the certified copy may take 2-3 days
- Pay the deed fees
✅ Step 4: Take the Deed to the Real Estate Registry
- With the deed in hand, go to the Real Estate Registry Office for the property's district
- File the registration request
- Pay the registration fee
✅ Step 5: Wait for Registration
- The legal deadline for registration is up to 30 days after filing
- For SFH/SFI financed purchases, the deadline is 15 days
- The registry will issue the updated record with your name as owner
⏱️ Estimated Total Timeline
The entire process, from document gathering to final registration, can take 60 to 90 days. Prior organization is what speeds things up the most.
5. Special Tips for Developer Properties
- The developer usually has all property documentation organized — request the deed authorization letter as soon as possible
- Verify that the developer has paid all property taxes (IPTU, fees) before the deed
- The purchase agreement signed with the developer does not replace the public deed — it's only the first step
6. Summary: What You Need to Have Ready
| Item | Estimated Cost | Where to Pay |
|---|---|---|
| ITBI | 2% to 4% of assessed value | City Hall |
| Deed Fees | 1% to 3% of value | Notary Public |
| Registration Fee | State fee table | Real Estate Registry |
| Documents / Certificates | Free (only issuance costs) | Issuing authorities |
📅 7. Deadline Between Signing and Registration: What the Law Says
The Law Does NOT Set a Maximum Deadline
There is no "expiration date" on the contract for registration purposes. You don't lose the right to register if it takes a month, six months, or even longer. However — and here's the warning — this doesn't mean you should wait. Quite the opposite.
⚠️ The Deadline the Law Actually Sets: After You File
The legal deadline exists, but it starts from the moment you submit the documents to the registry, not from when you signed the contract.
📖 Public Records Law (No. 6.015/73), Art. 188:
"Once the title is filed, the registration shall proceed within a period of 30 (thirty) days."
| Situation | Registry Deadline |
|---|---|
| Standard registration (cash purchase) | 30 days from filing |
| Financed purchase (SFH/SFI) | 15 days from filing |
This is the registry's deadline to process, not your deadline to get there.
⚡ 8. Why You Should NOT Wait: The 3 Major Risks
🚨 Serious Risks of Delaying Registration
- ❌ Duplicate Sale: The seller can sell the same property to another person in bad faith. Whoever registers first becomes the owner.
- ❌ Liens and Seller Debts: Since the property is still in the seller's name, creditors can seize it for the seller's debts — and you could lose the property.
- ❌ Heir Disputes: If the seller passes away before registration, heirs may claim the property.
| Risk | What Can Happen |
|---|---|
| ⚠️ Duplicate sale | The seller can sell the same property to someone else. Whoever registers first becomes the owner |
| ⚠️ Liens and seller debts | Creditors can seize the property for the seller's debts — you could lose the property |
| ⚠️ Heir disputes | If the seller dies, heirs may claim the property |
| ⚠️ Total legal insecurity | Without registration, you have no legal protection against third-party claims |
📆 9. Other Deadlines You Must Watch
1. Property Registration Certificate Validity (30 days)
The property registration certificate, required for both the deed and registration, is valid for 30 days. If you delay, you'll need to issue a new one, at additional cost and time.
2. ITBI Payment (usually 15-30 days)
The ITBI must be paid before the deed execution. The payment slip is usually valid for 15 to 30 days. Expired slips are not accepted.
3. Deadline to Fix Registry Requirements (30 days)
If the registry finds document irregularities, it may grant 30 days for corrections. If you don't comply, the filing may be cancelled.
✅ What's the Best Path Forward?
🏁 Register Your Property as Soon as Possible
Don't wait for a legal deadline to "expire" — because it doesn't exist. Act for legal security.
- ✅ Lower risk of losing the property to third parties
- ✅ Less chance of having to reissue expired certificates
- ✅ Faster path to becoming the legal owner
📋 Quick Summary: Questions & Answers
🏁 Conclusion
The law doesn't force you to race against the clock after signing the contract — but legal insecurity races against you. Registration is the act that consolidates your ownership. The sooner you file at the registry, the sooner you'll sleep soundly knowing the property is truly yours.
Executing the deed and registering your new property may seem bureaucratic, but it's a perfectly manageable process without a dispatcher. Simply:
- Know which offices to visit (Notary Public + Real Estate Registry)
- Gather all documentation in advance
- Pay the ITBI before going to the notary
- Take everything to the Notary Public to execute the deed
- Take the deed to the Real Estate Registry to officialize the transfer
Good luck in your new home! 🏠 And remember: don't delay the registration. Your greatest asset's security depends on it.