What to collect
- The provider's written assessment, naming each odor source found
- The written scope of work and any approved changes to it
- Photos before work, during removal and after, labeled by room
- Invoices from every trade involved: odor provider, plumber, HVAC, painter, flooring
- Any test results, such as moisture readings or a sewer scope report
- Product information for sealers and primers used, if provided
- Notes from the recheck: date, conditions, who checked, what was found
- Correspondence with an HOA about shared-system or neighbor issues
How each record tends to be used
| Record | Useful for | Who usually holds it |
|---|---|---|
| Written assessment | Explaining what the cause was | Seller; copy to agent |
| Scope and invoices | Showing what was done and by whom | Seller |
| Before and after photos | Answering inspection questions quickly | Seller and agent |
| Plumber or HVAC report | Showing a mechanical cause was repaired | Seller |
| Recheck notes | Showing the result held under showing conditions | Agent |
| HOA correspondence | Explaining shared-building issues | Seller and agent |
Questions to settle with your agent
- Which of these records should be referenced on the disclosure form?
- Should a summary be available to buyers at showings or only on request?
- Do any records mention conditions that need more explanation before sharing?
- How should records be shared: printed in the house, in a document folder, or through the transaction platform?
- If the buyer's inspector notes odor, which document answers it best?
Why this is worth the effort
Inspection periods move quickly. When a buyer's inspector notes 'evidence of past moisture' or 'odor present', the seller who can produce a dated invoice and photos the same afternoon is in a much better negotiating position than one who has to reconstruct what happened. The records also protect the seller from a buyer later claiming something was hidden, since they show the condition was addressed openly.
Records also help when the house does not sell quickly. If the listing is relisted or the price changes months later, a new agent, or a new buyer, can see what was done without relying on memory.
Common questions
- How long should a seller keep these records after closing?
- Ask your agent or attorney for a recommendation. Many sellers keep transaction paperwork for several years, and odor work records belong in the same folder as the disclosure and closing documents.
General information for the Denver area, not a quote or professional advice. In an emergency, call 911.