Before a Manhattan apartment goes on the market, check what a buyer can find about the building and the property. A public-record review will not replace your attorney’s or managing agent’s work, but it can reveal questions worth resolving before photography, pricing, and buyer diligence begin.
Start with the building’s Department of Buildings history
Search the address in the city’s Building Information System (BIS) and DOB NOW Public Portal. The Department of Buildings says these tools show complaints, violations, applications, permits, inspections, and certain compliance filings. Look at both systems because older records and newer DOB NOW filings may live in different places.
Do not treat every complaint as an open defect. Note the filing date, status, and whether the record concerns your unit, a common area, or another part of the building. If a record appears unresolved, ask the managing agent or appropriate professional for its current status and supporting documentation before describing it to buyers.
Review the certificate of occupancy and renovation history
BIS may show the building’s certificate of occupancy, which the city describes as stating its legal use or permitted occupancy. If your apartment has a changed layout, combined rooms, or significant renovation, gather the building approvals and any relevant permit sign-offs. A listing should describe the space as it is documented, rather than assume an attractive floor plan settles a legal-use question.
Work with your attorney, architect, or managing agent where the record is unclear. This is especially useful before advertising a room under a specific label or presenting a renovation as fully approved.
For condos and townhouses, check recorded documents
New York City’s ACRIS lets users search Manhattan property records and view recorded documents. Its records include deeds and certain mortgage documents. Confirm the correct borough, block, and lot before relying on a result, and give your attorney time to investigate any mismatch in names, ownership, or recorded interests.
A public ACRIS search is a starting point. The Department of Finance cautions that reviewing these documents is not the same as a title search. Individual co-op apartments also do not have the same separate block-and-lot structure as condos, so a building-level ACRIS search should not be presented as a complete record of a particular co-op unit.
Turn findings into a listing plan
Make a short list with three columns: what the public record says, who can verify its current status, and what document will answer a buyer’s likely question. The managing agent may have building-level updates; your attorney can address ownership and contract issues; a design professional can review renovation documentation. This sequence can help the team avoid unsupported claims and respond promptly when diligence begins.
We would also compare the record review with the property’s marketing materials. Floor plans, stated room uses, amenity descriptions, and renovation language should be consistent with what can actually be substantiated. That does not mean every historical filing belongs in a listing; it means the team should know the facts before buyers ask.
Frequently asked questions
Will an old DOB complaint stop my sale?
Not necessarily. A complaint is a record to investigate, not proof that the issue is still active. Check its status in BIS or DOB NOW and ask the building or relevant professional for current documentation.
Do I need to check both BIS and DOB NOW?
Yes, for a useful first review. The city directs users to both systems for building history, and the records they display are not identical. Search by the correct building address and verify the status of any item that matters to the listing.
Is an ACRIS search enough to clear title?
No. The Department of Finance expressly says a review of recorded documents is not the same as a title search. Have your attorney handle ownership, liens, and transfer questions for your transaction.
What if my apartment’s layout differs from old records?
Gather your renovation paperwork before marketing the space. Ask the managing agent and, when needed, an architect or attorney to explain what was approved and how the apartment should be described. Avoid claiming a room use or sign-off that you cannot verify.
Discuss your sale with us
Nick Athanail and Spencer Cutler of AREA at Corcoran can help you turn a property-record review into a practical listing plan. Contact us at NickTeam@corcoran.com or 917-268-8083.