What a Document Gap Review Covers
A document gap review is a focused check on the paperwork that supports a transaction. We look for missing records, mismatched dates, unsigned pages, outdated copies and entries that do not line up across the file. For company matters, that may include registration extracts, director records, shareholder documents, resolutions, financial packs, tax references, lease papers and supporting correspondence. For property transactions, we review title documents, transfer support, municipal accounts, body corporate records, occupancy material and proof of ownership where relevant.
The aim is simple. Before money changes hands, we help you see whether the file is complete enough for the next step. If there are gaps, we point them out clearly and show why they matter. In Centurion, Sandton or Midrand, that might mean a missing resolution. In Cape Town or Durban, it may be an older title copy that needs confirmation before a lender proceeds. The review does not replace legal advice, but it gives a practical view of what still needs attention.
- Missing or outdated company records
- Unsigned, inconsistent or duplicate documents
- Ownership, authority and approval gaps
- Property file omissions and support document gaps
What We Check Before the File Moves On
Every file is different, so we work from the transaction type and the level of risk involved. A small private company in Pretoria will not need the same depth of review as a larger portfolio matter in Johannesburg or a property transfer in Bloemfontein with several linked documents. We compare the contents of the file against the expected checklist and note what is missing, what is unclear, and what needs to be confirmed with the other party.
Our team also checks whether the records support the transaction story. If a director signs on behalf of a company, we verify that the authority is documented. If a property is occupied, we check whether the occupancy papers and any inspection notes are in place. We often find simple issues that can still delay a deal, such as a name that differs on two forms, a stale bank letter or a lease annexure that was never attached. In coastal areas like Durban and Cape Town, we also pay attention to records that should reflect recent maintenance, moisture or damage notes where they affect the deal.
- Authority to sign and approve
- Identity and ownership consistency
- Supporting schedules, annexures and attachments
- Records that explain occupancy, use or condition
How the Review Is Done
We start with the documents you already have. Once the file is submitted, we sort it into categories and compare it to the list expected for the transaction. The first pass shows obvious omissions. The second pass checks for inconsistencies, missing signatures, mismatched dates and references that do not reconcile. If needed, we can also cross-check the file against available public records and internal research notes so that the gaps are not only listed, but understood in context.
Where a gap is material, we flag it in plain language and explain the possible impact. For example, if a company file lacks a signed resolution or a property pack has no updated ownership proof, that can affect funding, transfer timing or the ability to proceed at all. We then prepare a practical summary that shows what is in order, what is not, and what should be requested before the transaction continues. Our process is handled from our Centurion base, with work completed for clients across Gauteng and beyond.
- Receive the file and transaction brief
- Map the expected records against the actual file
- Mark gaps, inconsistencies and risky items
- Produce a clear findings summary and action list
Turnaround Times and What Affects Them
Turnaround depends on the size of the file, the number of linked parties and whether the papers are neat and complete when they arrive. A straightforward review may be completed within 1 to 2 working days. Larger files, property portfolios or company structures with multiple approvals can take longer, especially if supporting documents must be compared across different sources. If a deal is urgent, tell us early so we can plan the work around your deadline.
For buyers and lenders in Pretoria, Johannesburg, Sandton and Midrand, speed often matters because funding windows and offer conditions are tight. We work to practical deadlines and keep the feedback direct. If we find a serious gap, we say so early rather than waiting until the end. That said, the review is only as fast as the source material allows. When papers are scanned poorly or pages are missing, a careful re-check is usually needed. A rushed file can create avoidable delays, and sometimes a miss in the paperwork becomes a much bigger problem later.
- 1 to 2 working days for simpler reviews
- Longer timelines for multi-party or portfolio files
- Urgent files handled on request, subject to capacity
Pricing Approach and File Size Considerations
We price document gap reviews according to the scope of the file, the number of documents to assess and whether the matter is company, property or a mixed transaction. A single-company review with a modest file will cost less than a portfolio matter with several linked schedules and layered ownership records. If there are add-on checks such as field verification or extra record comparison, we quote for those separately so you know exactly what is included.
Our approach is transparent. You tell us what the transaction is, where it sits, and how much support you need. We then give a fee based on the work involved rather than guessing. For lenders, that usually means a tighter scope with a clear record of missing items. For buyers, it may include a more detailed breakdown so the due-diligence file can be corrected before signing or drawdown. We do not bundle unnecessary work into the price, and we do not leave out items that should have been checked. That keeps the cost tied to the real file size and risk level.
- Quoted on scope, document count and complexity
- Separate pricing for extra record checks where needed
- Suitable for single deals and portfolio work
Keeping the File Current Until Signing or Drawdown
Documents can go out of date quickly, especially when a deal stretches over weeks or months. A resolution may be amended, a lease may be replaced, or a municipal account may change after a new billing cycle. For that reason, we recommend a maintenance check before signing, before bond approval and again before final drawdown if the transaction has been sitting for a while. This is especially useful in cities where admin delays are common and files move through several hands.
For active matters, we can recheck the same file at agreed intervals so that new gaps are caught early. Typical maintenance intervals are weekly for high pressure transactions, fortnightly for standard matters and immediately before finalisation where the risk is higher. If the file changes, we update the gap list and note whether the original concerns have been resolved. That way the buyer, lender or attorney always has a current view. It is a practical way to avoid signing on stale information, which can cause trouble later on.
- Weekly, fortnightly or pre-signing rechecks
- Useful for slow-moving or amended transactions
- Tracks whether earlier gaps have been closed
Who Uses This Service
Buyers use a document gap review to see whether the file behind an acquisition is complete enough to trust. Lenders use it to reduce the chance of funding against incomplete support. Attorneys and transaction teams use it to tidy up the paperwork before the next stage. In company deals, the review helps when ownership, authority or compliance records need tightening. In property deals, it helps where title support, occupancy records or municipal papers need one more look before the matter advances.
Around Report SA is based in Centurion and serves clients across South Africa, including Pretoria, Johannesburg, Sandton, Midrand, Cape Town, Durban and Bloemfontein. Our work is handled by a team led by Mpho Sekgobela, with support from specialists in property research, company analysis, field verification, client services and quality control. Clients reach us through the enquiry form on our contact page, and we respond with a clear next step for the file in front of you.
Key facts
| Service type | Document gap review for company and property transactions |
|---|---|
| Core output | Missing records list, inconsistency notes and action summary |
| Typical turnaround | 1 to 2 working days for straightforward files |
| Scope | Company, property and mixed transaction files |
| Coverage | Centurion, Pretoria, Johannesburg, Sandton, Midrand, Cape Town, Durban and Bloemfontein |
| Review intervals | Weekly, fortnightly or before signing and drawdown |
