The excitement of an accepted offer can fade fast when a stack of forms and a closing statement full of unfamiliar line items land in your inbox. Knowing the home seller costs and paperwork in Virginia ahead of time takes the mystery out of it, helps you compare offers on what you’ll actually walk away with, and keeps your closing on schedule.
This guide focuses only on the Virginia-specific documents and money questions. For the broader process from pricing to settlement, see our complete guide to selling a home in Virginia Beach. Nothing here is legal or tax advice; always confirm details with your settlement agent, attorney or tax professional.
Home seller costs and paperwork in Virginia start with disclosures
The Residential Property Disclosure Statement
Virginia’s Residential Property Disclosure Act requires sellers of most one- to four-unit residential properties to give buyers a disclosure statement on the form published by the Virginia Real Estate Board. Virginia is often called a “buyer beware” state, and much of the form tells buyers to do their own research on things like flood risk, sex offender registries and zoning.
That doesn’t mean anything goes. The law and the form also call for specific disclosures in certain situations, and you should never conceal a known material defect. Items that can apply include:
- Military air installation zones. In Virginia Beach, that matters: many neighborhoods fall within noise or accident potential zones around NAS Oceana, and sellers in affected areas must disclose it.
- Known defective drywall, if applicable.
- Pending notices of building, zoning or health code violations that haven’t been corrected.
- Lead-based paint information for homes built before 1978, under federal rules.
The form and its requirements are updated from time to time, including on flood-related matters, so ask your agent for the current version. Delivering it on time matters, since buyers can have termination rights if they don’t receive it before the contract is ratified.
HOA and condo resale packets
If your home is in a property owners’ association or a condominium, Virginia law requires a resale disclosure packet (often called a resale certificate). It typically includes the governing documents, rules, budget, current assessments, any pending special assessments and whether your account is current.
Key points:
- The seller usually requests it from the association or its management company.
- Associations can charge preparation fees, and some charge rush or transfer fees.
- The buyer gets a short window after receiving the packet to review it and, in many cases, cancel. Order early so this window doesn’t delay closing.
Other documents to gather
- Your survey and any prior title policy, if you have them
- Mortgage account information for each loan or line of credit, so the settlement agent can order payoffs
- Permits for additions, decks or major systems, if available
- Warranties, service records and manuals you plan to leave
- A power of attorney, if someone will sign on your behalf (check the settlement agent’s requirements first)
Who’s who at a Virginia closing
| Role | What they do for the seller |
|---|---|
| Listing agent | Negotiates, tracks deadlines, coordinates inspections and appraisal access |
| Settlement agent | Neutral party that prepares the closing statement, collects signatures, records documents and disburses funds |
| Seller’s attorney (optional) | Prepares the deed or reviews documents on your behalf |
| Lender (yours) | Provides the payoff statement for your existing mortgage |
| HOA or management company | Produces the resale packet and confirms dues |
In Virginia, closings are handled by a settlement agent, typically a title company or attorney registered to conduct settlements. The buyer generally has the right to choose the settlement agent, but you can hire your own attorney for deed preparation or advice.
Typical seller closing cost categories in Virginia
Every closing is different, and the contract often shifts who pays what. Here are the categories sellers commonly see on their side of the settlement statement:
| Category | What it is |
|---|---|
| Mortgage payoff | The remaining loan balance plus interest through the payoff date |
| Brokerage compensation | As set out in your listing agreement |
| Virginia grantor tax | State tax on the deed, customarily paid by the seller |
| Deed preparation | Fee for drafting the deed transferring title |
| Lien release recording | Recording the release of your mortgage |
| Real estate tax proration | Your share of local property taxes up to the settlement date |
| HOA or condo items | Prorated dues, resale packet fees and any transfer fees |
| Seller concessions | Any credit toward the buyer’s closing costs you agreed to |
| Repairs or credits | Items agreed to after inspection |
| Miscellaneous | Final utility readings, courier or wire fees, home warranty if offered |
A closer look at the grantor tax
Virginia’s grantor tax is set by state statute at 50 cents per $500 of the sale price or value, and it’s customarily paid by the seller. Depending on the locality, other recording-related charges may also apply. Rather than calculating it yourself, ask your settlement agent for an estimate once you have a likely sale price.
Federal items to know about
- The settlement agent typically reports the sale to the IRS on Form 1099-S.
- If you’re a foreign person for tax purposes, federal FIRPTA withholding rules may apply.
- Many owners can exclude part or all of their gain on a primary residence if they meet the ownership and use tests, and there are special rules for service members on extended duty. Confirm your situation with a tax professional.
Building a net-proceeds estimate
Before you list, and again with each offer, ask your agent for a seller net sheet. You can follow the logic yourself with this simple worksheet:
- Start with the contract sale price.
- Subtract your mortgage payoff(s), including any home equity line.
- Subtract brokerage compensation per your listing agreement.
- Subtract the grantor tax and deed and recording-related fees.
- Subtract seller concessions and any agreed repair credits.
- Adjust for prorated property taxes and HOA dues.
- The result is your estimated proceeds before moving and personal costs.
Comparing offers this way often changes which one looks best. A higher price with a large closing cost credit and a repair allowance can net less than a slightly lower, cleaner offer. If you’re also weighing a cash or online offer, run each through the same worksheet; our comparison of fast home sale options explains how fees differ by route.
Avoiding paperwork delays
- Order the HOA or condo packet before you list.
- Gather payoff information for every loan secured by the home.
- Tell your agent early if anyone on the deed is deceased, divorced or living out of state.
- Respond to settlement agent requests the same day when you can.
If you’re selling from another state or after a PCS move, our guide to selling a home in Hampton Roads covers selling remotely.
Let us walk through the numbers with you
Maureen Montealegre and the Aulegre Real Estate Team at Iron Valley Real Estate can prepare a seller net sheet, help you gather your disclosures and coordinate with your settlement agent from contract to close. Read more about our team, check out more seller resources on our blog, and contact us or call 219-406-1757 when you’re ready.
Frequently asked questions
Who pays the grantor tax when a house sells in Virginia?
By custom and statute the grantor, meaning the seller, pays Virginia's grantor tax on the deed. It's calculated on the sale price or value of the property. Your settlement agent will show the exact amount on your closing statement.
Can I choose the settlement company as the seller?
In Virginia, the buyer generally has the right to choose the settlement agent. As the seller, you can still hire your own attorney to prepare the deed or review documents, and your agent will coordinate with whichever settlement agent is handling the closing.
What if I'm a military seller who moved before the house sold?
You can usually sign closing documents remotely or through a properly prepared power of attorney. Talk with the settlement agent early about what they accept, since requirements for remote signing and powers of attorney vary. If you lived in the home, ask a tax professional about how your service affects any capital gains exclusion.
When should I order my HOA or condo resale packet?
As early as possible, ideally while preparing to list. Associations can take time to produce the packet, and the buyer's review period typically starts only once they receive it. Ordering early keeps the paperwork from holding up your contract.
