Index documents by purpose and date
Record the property, period, source and version for each relevant document. Keep summaries connected to originals and label missing dates. A spreadsheet total should not silently replace an underlying record with a different period or scope.
Compare like-for-like figures
Only place figures side by side when their period, unit and meaning are understood. Keep estimates separate from recorded outcomes. The assistant can identify a discrepancy to investigate, but should not invent missing expenses or convert a seller's projection into verified performance.
Prepare requests for advisers
Group missing information by the review it affects and assign the next request. Preserve the question and response source when new evidence arrives. A complete document checklist supports review but does not make a purchase advisable.
Work you can get help with
Illustrative scenario using sample information.
Index documents by purpose and date
- What you provide
- Property documents, periods, source details and versions.
- The useful result
- A due-diligence index with uncertain scope identified.
- When the task is complete
- The responsible reviewer confirms the document classification.
Compare like-for-like figures
- What you provide
- Comparable source figures and explicit assumptions.
- The useful result
- A discrepancy table with the evidence behind each value.
- When the task is complete
- The reviewer resolves the difference or records the remaining uncertainty.
Prepare requests for advisers
- What you provide
- Adviser checklist, missing items and response records.
- The useful result
- A request list showing document dependencies and any recorded owners.
- When the task is complete
- The advisers receive the relevant material and record outstanding questions.
Questions you may have
Can this tell me whether to buy the property?
No. It prepares the evidence for your decision and professional advice.
Does a complete index mean due diligence is complete?
No. Receipt, professional review and resolution of questions are different stages.
Sources and further reading
- Data room index for real estate
A provider that organizes real estate transaction documentation presents a document index, signed versions of agreements and their annexes, and a completeness matrix with source, responsible person, and status. It also describes obtaining missing documents.
The example is intended for institutional transactions in Germany. The list and references to law are not universal requirements or an investment assessment.
2026-11-04
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