Renovating from abroad: what to prepare before work starts

What can be done from abroad, and what cannot?

Much of the early work can happen at a distance. You can send photos and the approximate floor area by email or WhatsApp and receive a first estimate. You can review an itemised quote, choose finishes from samples or showroom links, and agree decisions in writing. What a distance does not change is that some steps are legally yours as owner, and that a renovation needs physical access, functioning utilities and timely decisions.

Be wary of anyone promising that you need do nothing at all. The steps in this guide are the owner’s responsibility whatever contractor you hire. Getting them done before the start date is the single biggest factor in whether a renovation planned from abroad runs smoothly. We say clearly what we do: we coordinate our own trades on our own job. We do not act as your representative or offer remote project management.

What should your first message to a builder include?

A complete first message saves a round of questions. Include photos of every room from the doorway, close-ups of the bathroom, kitchen and fuse board, and any damp or cracks; the approximate floor area; the town and whether it is a flat, townhouse or villa; what you want to change; whether the property is let or empty; and the period when you would like the work done. With that, a builder can tell you quickly whether the job fits their scope and give a realistic first estimate.

Which documents and details should you have ready?

• Your NIE and passport details, which you will have from the purchase and which appear on most Spanish paperwork.
• The property’s cadastral reference (referencia catastral), found on the IBI property tax receipt or the deeds. Town hall forms ask for it.
• Contact details for the community administrador, if the property is in a block or urbanisation.
• Utility contracts and meter details for water and electricity, so supplies stay active and the contracted capacity can be checked if the installation changes.
• Your home insurance policy, so you can tell the insurer about the works.
• Any previous plans or permits for the property, especially if alterations have been made before.

Do you need someone to act for you in Spain?

Sometimes. Town hall paperwork can be filed by the owner or by a representative, but a representative must prove their authority to act. Depending on the procedure, that can be a signed authorisation or, for broader matters, a power of attorney (poder notarial) granted before a Spanish notary or a consulate, or before a notary abroad with the required legalisation. Which form the town hall accepts for a given procedure should be checked in advance (to be verified with the ayuntamiento or a Spanish lawyer).

Many owners already work with a gestor, a lawyer or a property manager who can take on this role. Others file electronically themselves using a digital certificate. Choose the route before you need it; arranging a power of attorney from abroad takes time and should not be left until the week before the start date.

How do the community and town hall steps work from a distance?

The horizontal property law requires owners to notify whoever represents the community before carrying out works in their flat. From abroad, an email to the administrador with a description of the works and the start date is usually the practical route; keep a copy of the reply. Ask at the same time about lift protection, working hours and any seasonal restrictions on noisy works.

The town hall step — usually a declaración responsable for interior works without structural change, or a licence for larger works — is separate. We provide a written description of our scope that you or your representative can use. Our guides on the owners’ community and on permits in Andalusia explain both steps.

How should decisions be made when you are not on site?

Decision delays are the main reason renovations planned from abroad slow down. Finishes not chosen, a tile out of stock with no alternative agreed, a question about a socket position answered days later — each one can leave a trade waiting. Two habits help a great deal:

1. Make the big choices before the start date: tiles, flooring, sanitaryware, taps, kitchen, door style, light positions. Agree back-up options for anything with uncertain supply.
2. Agree how questions will be put and answered: one channel, in writing, with photos, and a realistic response time on your side.

Any extra work should be described and priced in writing before it goes ahead, as explained in our contract and quote guide.

What practical arrangements does a renovation need?

Beyond paperwork and decisions, a few practical points should be settled before the job starts:

• Keys and access: who holds them, how they are handed over and returned, and any alarm codes or gate fobs.
• Deliveries: whether the building has a concierge, where materials can be received and stored.
• Belongings: what stays, what goes into storage, which rooms are closed off.
• Bookings: if the property is let, which dates are blocked and when it must be ready.
• Handover: whether you will attend the final walk-through in person or nominate someone to do it with us.

If the property is used as a holiday let, also check whether the changes you plan affect its tourist registration, and remember that VAT on works to a let dwelling may be treated differently (to be verified with your adviser).

Official sources

• Ley 49/1960 de Propiedad Horizontal, consolidated text – BOE
• Ley 7/2021 (LISTA), consolidated text – BOE
• Town hall guidance on filing a declaración responsable for works (Monachil)
• Agencia Tributaria – FAQ on VAT for works and repairs to buildings