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How to sell an apartment? Agency Support vs Independent Sale

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apartment for sale

Selling an apartment is a process that requires good organization, market knowledge, and negotiation skills. Property owners often wonder whether to sell their apartment independently or use the services of a real estate agency? This article presents a detailed analysis of both options. We will also describe step by step the process of selling an apartment through a real estate agency.

Selling an apartment without an agent – what you should know


Selling an apartment independently might seem attractive, especially for those who want to avoid agency fees. However, this process comes with several challenges that should be thoroughly considered before making a decision.

1. Property valuation


One of the most challenging aspects of selling is accurately assessing the value of the apartment. Owners might struggle to determine how much their property is truly worth, which can result in:

  • an overly high price, discouraging potential buyers,
  • an overly low price, leading to unnecessary loss of profit.

2. Limited reach and promotional effectiveness


An independent seller must manage the promotion of their property entirely on their own. This often involves posting ads on platforms like Otodom or OLX, which might not be sufficient to reach a wide audience. A lack of professional photos, compelling descriptions, or additional marketing efforts such as social media ads can significantly reduce inquiries from potential buyers.

3. Preparing the property for viewing


The presentation of the apartment is a decisive moment when potential buyers determine if the property meets their expectations. Owners often lack the knowledge to prepare the apartment to attract interest, which can lead to a poor impression:

  • Unrefreshed interiors or too many personal items may hinder buyers from imagining themselves living in the space.
  • A lack of professional photos or virtual tours can deter online buyers.

4. Legal formalities and documentation


Selling a property requires gathering various documents, including:

  • Land and Mortgage Register Extract – confirms the property’s legal status; obtainable from the local court or online via the Electronic Land and Mortgage Register.
  • Certificate of no outstanding rent – issued by the housing association, cooperative, or building manager.
  • Document confirming property right – for example, a notarial deed, administrative decision, inheritance ruling, or another document confirming ownership rights.
  • Certificate of occupancy – confirms no one is registered in the apartment who could claim rights to the property.
  • Energy certificate – details energy consumption; mandatory for sales from 2023 onward.
  • Certificate of no outstanding property taxes – issued by the relevant municipal office.
  • Cadastral map and land registry extract – required for house or land sales, obtainable from the county office.
  • Utility agreements – for properties with active agreements, documents confirming no outstanding balances.
  • Proof of ground rent payments (if applicable) – for properties on leased land.
  • Notarial power of attorney – if selling through a representative.

Gathering all necessary documents is essential to avoid delays or legal issues. Working with an agency can make this stage significantly easier.

5. Contacting potential buyers


An independent seller must handle numerous calls, respond to inquiries, and arrange viewings. This can be time-consuming and may require flexibility that could conflict with daily responsibilities.

6. Negotiations


Negotiating the price and terms of the transaction can be challenging, especially for those without experience in real estate sales.

Real estate agency office


How does selling through a real estate agency work?


Selling a property is a complex process that requires proper preparation and strategy. Carefully planning each step is key to achieving success. This process includes, among other things, property valuation, preparing the property for sale, and effective marketing actions that increase the visibility of the offer on the market. A well-executed sale can not only speed up the entire process but also ensure a satisfactory financial outcome for the owner.

1. Choosing an agency and signing an agreement


The process begins with selecting a suitable real estate agency. At Hamilton May, we offer flexible cooperation terms, from open agreements to full exclusivity, allowing us to adapt our services to the client’s needs while ensuring complete transparency.

2. Property valuation and market analysis


An agent conducts an in-depth analysis of the local real estate market, considering factors such as location, size, finishing standard, and demand in the area. This allows for a competitive price that also maximizes the owner’s profit.

3. Preparing the apartment for sale


Professional property preparation is crucial for making a positive impression on potential buyers.
As part of our service, we offer:

  • Professional photo sessions and virtual tour options to enhance the online appeal of the listing.
  • Detailed, engaging property descriptions that stand out among other listings.
  • Aerial drone shots to showcase the property and its surroundings.

4. Marketing activities


The agency can promote the offer on popular social media platforms such as Facebook, Instagram or LinkedIn. The key advantage of the agency is having an engaged community on its profiles, including people actively
searching for properties. Among them are also influencers, who prefer direct communication via social media, which allows building relationships and increasing the reach of the offer.

Using advanced advertising tools such as Google Ads, Meta Ads or promoting ads on real estate portals increases the visibility of the offer.

Agencies invest in SEO (Search Engine Optimization), which allows for increasing the visibility of ads in internet search engines. Well-optimized descriptions appear more often at the top of search results, which increases the chances of finding a buyer.

Additionally, professional real estate agencies have access to their own databases, which contain people searching for properties. Thanks to this, the offer can be quickly presented to interested buyers, even before it appears on advertising portals.

Regular contact with clients searching for properties allows the agent to quickly match the apartment to a specific need.

Properties in focus

5. Organizing property viewings


Agents take over the responsibility of organizing and conducting property viewings. With their experience and communication skills, they effectively highlight the property’s advantages and address buyer questions.

6. Negotiating with buyers


Agents act as mediators during negotiations, representing the seller’s interests and helping secure the most favorable terms. Professional descriptions, photos, and communication build trust, making the transaction seem safer to buyers.

7. Preparing and signing the preliminary agreement


Once terms are agreed upon, the preliminary agreement outlines sale details, from the price to the handover date.
The agent ensures all documents comply with legal requirements.

8. Finalizing the transaction


The final step involves signing the sales agreement in the form of a notarial deed. The agent coordinates the process to ensure it runs smoothly and concludes as agreed.

Summary


Selling an apartment is a complex process requiring knowledge and commitment. While selling independently avoids agency fees, it carries higher risks of errors and organizational difficulties. Collaboration with an agency increases the likelihood of a quick and profitable sale, offering professional support at every stage.
The best choice depends on your needs and capabilities.


FAQ - frequently asked questions

How to sell an apartment quickly?

Partnering with an experienced real estate agency is the most efficient way to accelerate the selling process. With professional valuation, strategic marketing and expert negotiation support - you can secure a buyer far more quickly than by handling the sale independently.

How long does it take to sell an apartment?

In a study conducted by the portal nieruchomosci-online.pl in the second quarter of 2024, for larger apartments than studios, the most commonly mentioned average sales period was 3 to 6 months (50,7%). 31,6% of agents indicated a shorter sales time, from 1 to 3 months. 13,9% of respondents believed that selling an apartment takes 6 to 12 months.

When is the commission paid to a listing broker?

The commission is usually paid after the transaction is finalized, i.e. upon signing the final sales agreement. In some cases, a portion of the commission may be paid earlier, for example, after signing the preliminary agreement. When listing an apartment with Hamilton May, you don't pay any costs - if the transaction doesn't go through.

Hamilton May is fully licensed real estate company offering services primarily in the premium residential sector in sales, leasing and property management. We operate in Kraków, Warsaw and Wrocław. Since our conception in Krakow in 2004 we have continuously challenged traditional real estate practice in Poland, with a strong aspiration to change and improve the way the industry works. As a result of 20 years in business, Hamilton May has grown into a recognized brand in the Polish property market and has a reputation for maintaining high standards of professionalism and customer service.
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