Documentation

In short: The matrícula is the property’s equivalent of a “social security number” — a historical, individualized record kept at the Real Estate Registry Office (Cartório de Registro de Imóveis, or CRI) that contains everything that has ever happened to that property: who the owners are, its area, and whether there are any debts or restrictions on it. It’s the first document to request before buying, financing, or renting a property.

What’s on the title record

• Property identification: location, total and built area, boundaries with neighboring properties
• Ownership history: every transfer of ownership since the record was opened
• Active liens and encumbrances: mortgage, fiduciary guarantee (alienação fiduciária), judicial lien (penhora), usufruct, easement — any restriction is recorded here
• Annotations (averbações): construction, renovations, demolitions, changes to the owner’s marital status, subdivisions, mergers
• Title record number: a unique code at the CRI — required for any inquiry

Why the title record matters so much

In Brazil, ownership of a property only exists legally once it’s registered at the CRI. A signed purchase contract does not transfer ownership — only registering the deed on the title record does that (Civil Code, Art. 1,245). That’s why, without checking the title record, you can’t know:

• Whether the seller is actually the owner
• Whether the property has a mortgage or lien against it
• Whether there’s a usufruct holder that blocks the sale
• Whether the actual area matches what the seller stated

How to get the title record

1. Online: access the state’s e-cartório system (in Santa Catarina: e-cartório via the National Council of Justice, CNJ) with your CPF (tax ID) and the property’s details — results in minutes
2. In person: visit the relevant CRI office for the property’s area (in Florianópolis: 1st District — downtown, or 2nd District — other neighborhoods)
3. What to provide: the title record number (if known) or the property’s full address
4. Cost: between R$30 and R$60, depending on the notary office and method

For a deed or financing, banks and notary offices require a title record certificate issued less than 30 days before the transaction — request it close to the transaction date.

Title record vs. deed: an important difference

The deed (escritura) is the document that formalizes the parties’ intent to buy and sell. The title record (matrícula) is the registration of that transaction at the real estate registry. Ownership only passes to the buyer once the deed is registered on the title record — having a signed deed alone isn’t enough.

About properties in Florianópolis

Some properties on the island sit on land leased from the federal government (União, via SPU). In those cases, the title record may include notes about laudêmio — a fee paid by the seller to the SPU at each transfer. Checking this on the title record before closing any deal is especially important in Florianópolis.

Related questions

• What is a lien certificate (certidão de ônus reais), and when should I request one?
• What is a property annotation (averbação)?
• What documents are required to sell a property?
• How does the property sale process work at Regente?

Need help checking a property’s documentation? Talk to Regente.

In short: The certidão de ônus reais (lien certificate) is an extract from the property’s title record showing whether it has any active debts or restrictions — mortgage, judicial lien, fiduciary guarantee, easement. It’s the document that confirms a property is free and clear to sell or finance. Always request it before closing any real estate deal.

What the lien certificate shows

• Mortgage: the property was pledged as collateral for a loan — that debt must be paid off before the sale
• Fiduciary guarantee (alienação fiduciária): the property is financed and doesn’t fully belong to the seller until the debt is paid off
• Judicial lien (penhora): the property has been legally frozen due to the owner’s debt
• Usufruct: another person has the right to use the property — the buyer can’t fully enjoy it until that right ends
• Easement (servidão): a use restriction in favor of another property or a third party (e.g., a utility line, access for a neighbor)
• Transfer restriction: a clause that blocks the sale (e.g., a gift with conditions attached)

If the certificate doesn’t mention any of these encumbrances, the property is free and clear — ready to be sold.

When it’s required

• Bank financing: every bank (Caixa, Banco do Brasil, Itaú, Bradesco) requires this certificate before approving a loan
• Notarized deed: the notary office typically requires it along with an updated title record
• Probate: to settle the property of someone who has passed away
• Any real estate transaction of significant value: good practice even when not strictly required

Difference between the title record and the lien certificate

The title record (matrícula) is the complete, historical record of the property. The lien certificate (certidão de ônus reais) is extracted from it and focuses on active encumbrances — a “current snapshot” of the property’s legal status. In practice, many notary offices issue both in a single document (a full-content certificate or an updated title record certificate).

How to obtain one

1. Access the state’s e-cartório system (CNJ) with your CPF (tax ID) — available online for Santa Catarina
2. Provide the title record number or the property’s address
3. Request the updated title record certificate with liens and legal actions
4. Cost: between R$30 and R$60; turnaround: immediate (online) to 5 business days (in person)

In Florianópolis, the relevant registry offices are: 1st District (downtown, Agronômica, José Mendes, and nearby areas) and 2nd District (other neighborhoods on the island and mainland). Check the address to determine which office covers your property.

Practical example

A buyer interested in an apartment in Córrego Grande requested the lien certificate. It showed a fiduciary guarantee in favor of Banco do Brasil — the owner had an outstanding loan. With that information, Regente helped structure the deal: part of the sale proceeds were used to pay off the bank, and the release of the fiduciary guarantee was recorded before the deed was signed. A secure transaction for the buyer.

Related questions

• What is a property title record (matrícula) and what is it for?
• What is a property annotation (averbação)?
• What documents are required to sell a property?
• How does the property sale process work at Regente?

Have a question about the documentation for a property you want to buy or sell? Talk to Regente.

In short: An averbação is the act of recording any change in a property’s status or its owner’s status directly on the title record at the Real Estate Registry Office. Without the annotation, the change doesn’t exist legally — and it can hold up a sale or financing.

What can be annotated

• Construction or expansion: when a structure (house, apartment, garage) is built on the lot — the title record then reflects the actual property, not just the land
• Demolition: removal of an existing structure
• Owner’s marriage: changes the property regime and shared ownership
• Divorce: the settlement judgment, once annotated, establishes who owns the property from that point on
• Name change: from marriage or a legal name correction
• Release of a fiduciary guarantee or mortgage: once the loan is paid off, releasing the lien is annotated — the property becomes free and clear
• Subdivision or merger: splitting one lot into two, or combining two properties into one
• A lease with a term over 10 years: can be annotated to protect the tenant in case the property is sold

Why the annotation matters in practice

Imagine you built a house on a lot but never annotated the construction. As far as the notary office — and the bank — is concerned, the property is still just land. Result: you can’t finance it as a residential property, its appraised value is lower, and the deed may not match the physical reality.

The same applies to divorce: without an annotation of the settlement, the property still shows the ex-spouse’s name. Any attempt to sell would require their signature — even years later.

How to file an annotation

1. Gather the supporting document for the change:
   • Construction: certificate of occupancy (habite-se) or completion certificate from the city
   • Marriage/divorce: marriage certificate or the settlement judgment annotated in civil records
   • Loan payoff: the payoff statement issued by the bank
2. File it at the relevant registry office (CRI) — in person or through an attorney or paralegal (despachante)
3. Pay the notary fees (they vary by type of annotation and the property’s value)
4. Wait for the review period: generally 5 to 15 business days

Legal deadline

The law doesn’t set a mandatory deadline for most annotations — but failing to make them can block financing, a sale, or probate. The recommendation is to file the annotation immediately after any relevant change, especially completion of construction and loan payoff.

About properties in Florianópolis

New developments in Greater Trindade often reach the market with the title record still in the developer’s name and construction not yet annotated. Buyers need to check whether the construction annotation has been completed before registering the deed — otherwise, the property remains “on paper” as far as the CRI is concerned.

Related questions

• What is a property title record (matrícula) and what is it for?
• What is a lien certificate (certidão de ônus reais), and when should I request one?
• What documents are required to sell a property?
• How does the property sale process work at Regente?

Need to bring your property’s documentation up to date? Regente can guide you.

In short: To sell a property, the owner needs to gather documents on the property itself (title record, property tax/IPTU, certificate of occupancy) and personal certificates (ID, tax ID/CPF, marital status, clearance certificates). Regente guides the entire documentation process, and the Sales Manager follows through to the deed signing — the owner doesn’t have to navigate the notary offices alone.

Property documents

• Updated title record from the CRI: issued less than 30 days before the deed signing — confirms the owner, the area, and the absence of liens
• Lien certificate (certidão de ônus reais): extracted from the title record; confirms the property is free and clear (no mortgage, fiduciary guarantee, or judicial lien)
• Current year’s property tax (IPTU): the payment booklet with proof of payment, or a certificate showing no outstanding municipal debts
• Certificate of occupancy (habite-se) or construction completion certificate: issued by the city, certifying the construction — banks require this for financing
• Condo good-standing statement: if the property is part of a condominium, the building manager or management company must issue a statement confirming there are no outstanding condo fees
• Floor plan and property description (memorial descritivo): not required in every case, but the buyer’s bank may request it

Seller’s personal documents

• ID and tax ID (CPF)
• Marital status certificate: if married — an updated marriage certificate and property regime; if divorced — with the divorce annotated on the certificate
• Proof of address
• Clearance certificate for civil lawsuits (state and federal court systems)
• Federal tax clearance certificate (Receita Federal)
• Labor debt clearance certificate (TST — Superior Labor Court)
• Most recent income tax return

Spouse: if the seller is married (except under full separation of property), the spouse must also provide personal documents and sign the deed.

Note: a property with an active loan

If the property still has an outstanding loan (fiduciary guarantee), the sale requires paying off the debt before the deed — or a debt “sub-rogation,” where the buyer’s bank takes over the existing financing. Regente’s Sales Manager guides this process.

What Regente formalizes with the owner

Before starting the sale, the owner digitally signs three documents with Regente:

1. Marketing Authorization: allows the property to be listed on portals and its information shared
2. Management Agreement: formalizes the terms of the sale, responsibilities, and commission
3. Power of Attorney: authorizes Regente to carry out specific actions during the process

About income tax on the sale

Profit from the sale (capital gain) may be taxed — at a rate of 15% to 22.5% depending on the amount. Important exemptions apply: a sole property sold for up to R$440,000, or reinvestment in another property within 180 days. See more at: Do I need to pay income tax when I sell my property?

Practical example from Florianópolis

An owner in Pantanal sold a 2-bedroom apartment. Property documents were ready within a week: title record, property tax, and condo good-standing statement. Personal certificates took 4 more days (two were available online through Receita Federal; the rest through the state civil court system (TJSC) and the labor court system (TRT)). The buyer financed through Caixa — the bank also requested the floor plan, obtained from the condo management company. The deed was signed without any surprises.

Related questions

• What is a property title record (matrícula) and what is it for?
• What is a lien certificate (certidão de ônus reais), and when should I request one?
• Do I need to pay income tax when I sell my property?
• How does the property sale process work at Regente?

Want a personalized checklist for your property? Talk to Regente.

Short answer: To rent a property through Regente, you’ll need an ID card (RG) or driver’s license (CNH), your CPF (tax ID), proof of income for the last 3 months, and proof of address — plus the specific documentation for whichever guarantee (security deposit alternative) you choose: guarantor, security deposit insurance, capitalization bond, or CredPago.

Basic documentation — all applicants

• ID document: RG (national ID card) or CNH (driver’s license)
• CPF (individual taxpayer registry number)
• Proof of income for the last 3 months: pay stub, bank statement, self-employment income statement, or income tax return (for self-employed applicants)
• Proof of current address
• Completed applicant form — provided by Regente at the start of the process

Proven income needs to be compatible with the rent amount — the review also factors in the property’s expenses (condo fees, property tax if applicable). If you’re unsure, check with Regente before assembling your documents.

Documentation by guarantee type

Guarantor

• All of the guarantor’s basic documentation (ID, CPF, proof of income)
• Updated property registration certificate (matrícula) for the guarantor’s property — proving the asset is fully paid off and in their name
• As a rule, the guarantor needs to own property in the same state as the lease (Santa Catarina)

Security deposit insurance (seguro fiança)

• Just the applicant form — the insurer runs the credit check directly
• Faster approval than a guarantor; the cost is an extra monthly fee added to the rent

Capitalization bond (título de capitalização)

• Arranged directly by the tenant with the partner bank — Regente guides the process
• Amount deposited: usually 3 to 6 months of rent, redeemable at the end of the lease
• No extra documentation sent to the real estate agency

CredPago

• Simplified credit check by CredPago (via CPF and registration data)
• Fast approval — no guarantor or deposit required

What happens after you submit the documents

1. Regente runs a background and credit check: SPC/Serasa (Brazil’s credit bureaus) lookup and income verification
2. If approved, signing of the lease agreement (digital) is scheduled
3. A move-in inspection report is issued by a third-party company and signed by both parties
4. Mandatory fire insurance is arranged — Regente guides you through this step
5. Once everything is signed and inspected: keys are handed over

Practical example in Florianópolis

An applicant renting in Itacorubi — an apartment at R$ 2,800/month. Chose security deposit insurance. Submitted ID, CPF, the last three pay stubs (income: R$ 9,200) and proof of address. Background check approved in 2 business days. Lease signed digitally on day 5. Keys handed over the following week, after the move-in inspection.

Related questions

• What is a guarantor, and what are the alternatives to renting without one?
• What is the move-in/move-out inspection, and why does it matter?
• How does the annual rent adjustment work?
• What documents are required to sell a property?

Have a question about your specific documentation? Talk to Regente before putting your paperwork together.