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ADMINISTRATIVE PROCEDURES

FINAL STEPS

Final Steps in the Construction Process

From Reception to Registration in the Land Registry

With the completion of construction, the most important phase has been achieved, but before the new house in Mallorca can be officially occupied, several administrative and legal procedures must be completed. These ensure not only the legality of use but also full protection of ownership rights.

  1. Acta de Recepción – Site Handover Protocol

Once the construction works are finished, the Dirección Facultativa de la Obra (DFO – Technical Site Management) —comprising the Director de Obra (Lead Architect) and the Director de la Ejecución de la Obra (Technical Architect / Aparejador)— signs the Acta de Recepción (Site Handover Protocol) together with the contractors.

This document formally confirms the completion of the building and marks:

  • The beginning of the statutory warranty periods.
  • The commencement of the deadlines for possible defect rectifications.
  1. Certificado Final de Obra (CFO – Final Works Certificate)

Following reception, the DFO issues the Certificado Final de Obra (CFO), which certifies that:

  • The works have been completed and the building is fully finished.
  • Construction has been carried out in accordance with the approved and COAIB-stamped project, the granted licences, and applicable regulations.

The CFO must be stamped by the COAIB – Colegio Oficial de Arquitectos de las Islas Baleares and is an indispensable requirement for subsequent procedures.

  1. Licencia de Primera Ocupación (LPO – First Occupancy Licence)

With the CFO, the Licencia de Primera Ocupación (LPO) is applied for at the relevant municipality.

Typical documentation:

  • Final Works Certificate (CFO).
  • Final safety element certificates (railings, glazing, fire doors, etc.).
  • Certificates of installations (lifts, gas, electricity, etc.).
  • As built drawings, including planting plans required in certain municipalities.

Procedure:

  1. Review of documentation by the municipality.
  2. On-site inspection by municipal technicians.
  3. Granting of the LPO.

Important notes:

  • Increasingly, municipalities require verification of the declared costs (PEM – Presupuesto de Ejecución Material) against actual invoices, applying a surcharge of the ICO tax if discrepancies are found.
  • According to Law 3/2024 (Illes Balears, BOIB No. 61, 9 May 2024), the Cédula de Habitabilidad (Habitability Certificate) is no longer required for new construction: the LPO replaces it and is sufficient to contract utilities. For older buildings, the procedures for obtaining or renewing the cédula remain in place.
  1. Technical Certificates and Energy Performance Certificate (EPC)

With the LPO and installation certificates, definitive utility connections can be contracted.

Required documentation:

  • Installation certificates (gas, electricity, water, telecoms, etc.).
  • Definitive Energy Performance Certificate (EPC – Certificado de Eficiencia Energética, CEE).
  • Registration of the EPC with the Dirección General de Energía y Cambio Climático (Balearic Government).
  1. Libro del Edificio – Building Book

The Libro del Edificio (Building Book) must include:

  • Building drawings.
  • User and maintenance manuals.
  • Technical certificates and warranties.
  • Details of the companies and professionals involved.

It must be delivered in digital format and is mandatory for the Escritura de Obra Nueva (Deed of New Construction). It is prepared by the architect.

  1. Georeferenced Topographic Survey and Cadastre

After completion, a Georeferenced Topographic Survey (Estudio Topográfico Georreferenciado) of the building within the plot is required as the basis for:

  • Updating the Catastro (Cadastre).
  • Registration before a notary for the declaration of new construction.

This procedure is coordinated by the architect.

  1. Escritura de Obra Nueva – Notarial Deed of New Construction

For the Escritura de Obra Nueva, the following documents are required:

  • Final Works Certificate (CFO).
  • First Occupancy Licence (LPO).
  • Building Book.
  • Georeferenced Topographic Survey.
  • Registered Energy Performance Certificate (EPC).
  • Technical installation certificates.

The notary, in collaboration with the architect, formalises the declaration and the deed.

  1. Registration in the Land Registry

With the notarial Escritura de Obra Nueva, the property is entered into the Registro de la Propiedad (Land Registry), legally establishing full ownership rights.

Conclusion

The process from construction completion to registration in Mallorca begins with the Acta de Recepción, which activates warranty periods. From there, the technical documents and municipal authorisations ensure the transition from construction to a legally habitable and fully registered property.

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