Buying or selling a home is exciting — but the paperwork and deadlines can feel like a second job. Working with a real estate Notary in British Columbia, plus a simple checklist, can help reduce last-minute issues and keep your closing on track.
Important: This article is general information only and isn’t legal advice. Real estate transactions vary — please speak with your BC Notary about your situation.
At The Notary Group, we help clients across the Okanagan with real estate conveyancing (the legal work behind buying, selling, transferring, or refinancing property). If you’d like to see what we offer, you can review our real estate services here: https://thenotarygroup.ca/our-notarial-services/real-estate/buying-selling-or-refinancing-property/
What a real estate notary does during a BC closing
A BC Notary can help you with all of the many steps involved in real estate transactions, including:
- Reviewing your purchase, sale, or refinance details and confirming key dates
- Collecting ID and confirming legal names for documents
- Completing title searches and reviewing charges on title
- Preparing and registering land title documents (transfer, mortgage, discharge, etc.)
- Handling trust funds, payouts, and adjustments (property taxes, strata fees, utilities)
- Completing the required Property Transfer Tax filing when applicable
- Giving legal advice with respect to real estate transactions
In fact, real estate notaries handle a significant number of real estate transactions in British Columbia every year. Your real estate notary has the same powers and obligations as any real estate lawyer in BC, and we must meet the same standard of care that real estate lawyers in BC have.
If your matter involves a dispute, litigation, or court steps, you may be referred to a litigation lawyer. A litigation lawyer is a specialist lawyer who deals with matters that need to go to court.
Real estate notary timeline in BC: what to expect
Every file is different, but most real estate transactions follow a similar pattern.
Step 1: Right after the contract finalized (subjects are removed)
Reach out to us as your BC Notary to ask us to represent you for the transaction. You can have your REALTOR® send us your contract once it has been finalized, or you can do that yourself if you aren’t using a Realtor.
As your real estate notary, we will call you to ask you details about your transaction once we receive your contract. For example, we will ask for:
- Two pieces of current, government-issued ID for all parties (Canadian passport and driver’s licence are preferred)
- Proof of Canadian citizenship (Canadian passport or birth certificate)
- Your contact details (email & phone)
- Information about the property and how you will use it
- Financing details (lender contact, broker info, and deadlines)
- Tax information (GST, PST, Property Taxes, Property Transfer Tax)
Tip: Name mismatches (middle names, hyphens, spelling differences) can slow documents and registration.
Step 2: In the weeks leading up to completion
This is where much of the behind-the-scenes conveyancing work happens:
- Title search and review of registered charges
- Document preparation (transfer, mortgage, discharges, supporting forms)
- Statement of adjustments (the math that balances taxes/fees between buyer and seller)
- Coordination with your lender, Realtor, and the other side’s legal professional
- Reviewing and signing documents with you
Step 3: Completion day
Completion is the day we exchange funds and submit documents to the appropriate registry for registration. Your real estate notary helps ensure:
- Funds are received and disbursed according to instructions and your contract
- Existing mortgages are paid out where required
- Documents are submitted for registration
- You receive a report when everything is done
Step 4: Possession day (when you get the keys)
Possession day is when you get access — and it can be later than completion day. Your Realtor typically coordinates keys on the possession date set out in your contract.
Real estate notary checklist for buyers in BC
If you’re buying in BC, preparing early can prevent avoidable delays:
- Two pieces government issued ID (ideally your Canadian Passport and Driver’s Licence)
- Purchase contract (your REALTOR® usually provides it)
- Home insurance arranged (your lender will require us to obtain proof of insurance)
- Down payment source confirmed (and available in time)
- Strata documents reviewed (if buying a strata property)
- Any gifted down payment paperwork (if applicable)
- A plan for closing funds (bank draft/wire instructions as provided)
If you’re curious about how registration works in BC, you can read the Land Title and Survey Authority of BC overview here: https://ltsa.ca/property-owners/make-changes-to-title/registration-process/
Real estate notary checklist for sellers in BC
Selling is smoother when you gather details early for your real estate notary:
- Two pieces of current, government issued ID (ideally your Canadian Passport and Driver’s Licence)
- Mortgage details (lender, account number, approximate balance)
- Strata details (if applicable), including any fees owing
- Forwarding address for final statements and mail
Real estate notary checklist for refinancing in BC
Refinances can move quickly — until one missing document slows things down. Help your real estate notary by preparing:
- Lender/broker contact info and instructions
- Two pieces government issued ID (ideally your Canadian Passport and Driver’s Licence) for all owners
- Current mortgage details (and any secured lines of credit on title)
- Home insurance arranged (your lender will require us to obtain proof of insurance)
Common closing delays a real estate notary sees (and how to reduce them)
Most delays are preventable with a head start:
- Last-minute ID or name issues → send ID early and confirm your legal name spelling
- Lender instructions arriving late → ask your lender/broker to send them as soon as possible
- Funds timing → follow your notary’s wire/bank draft instructions carefully
- Title surprises (old mortgages still showing, incorrect names, unexpected charges) → early review helps identify issues sooner
Choosing a real estate notary in Kelowna and the Okanagan
When you’re comparing options, look for:
- Clear communication and a defined process
- Experience with purchases, sales, and refinances
- Fee transparency (so you know what’s included)
- Local familiarity if your property is in Kelowna or the Okanagan
If you’re looking for a real estate notary locally, you can find our Kelowna locations here: https://thenotarygroup.ca/locations/kelowna-locations/
Or start through our contact page: https://thenotarygroup.ca/contact-us/
FAQ: Real estate notary questions we hear often
Do I need a lawyer or a real estate notary in BC?
Your real estate notary can handle all types of conveyancing matters – buying, selling or refinancing. We can also help with all kinds of properties – manufactured homes, stratas, First Nations Property, single family dwellings, leasehold interests and more. This is general information only — your BC Notary will tell you if you need different help for your situation.
What is conveyancing?
Conveyancing is the legal process of buying, selling, or transferring property — including preparing documents, handling funds, and registering changes to title.
When is Property Transfer Tax handled?
In most cases, the buyer’s BC Notary completes the filing and payment as part of the registration process when applicable. Learn more from the BC government here: https://www2.gov.bc.ca/gov/content/taxes/property-taxes/property-transfer-tax. The seller does not have to pay or file paperwork for Property Transfer Taxes.
What should I do first after my offer is accepted?
Contact your real estate notary early, confirm your dates, and send your ID promptly. Early preparation can help reduce last-minute stress.