Reservation deposit Recordkeeping Guide
A reservation-deposit file should preserve the signed reservation version, exact property/unit identifier, parties, amount/currency, payment date/channel and the clause that explains whether and when the money is refundable.
Keep evidence of authority for the recipient plus bank/receipt proof and all written changes to price, deadline, property or conditions. If the reservation is cancelled or converted into a sales contract, preserve the cancellation/refund or transfer-of-credit evidence as well.
Record each deadline and event against the agreement: due-diligence expiry, seller acceptance, extension, refund request and actual refund date. Good recordkeeping lets a reviewer reconstruct both the contractual promise and what money actually moved.
Create a record that connects the agreement, the payment and the fate of the deposit
Reservation-deposit recordkeeping begins before the transfer. Assign the reservation file an internal reference and connect it to the property identity, buyer, seller/developer, actual recipient, currency and amount. Preserve the version of the agreement that existed when payment was made. If the terms are amended later, do not overwrite the earlier copy; retain a new version with the date and reason for amendment.
The bank evidence should reconcile to the agreement: sender and beneficiary, IBAN/account information, amount, currency, date and payment reference. If the deposit is paid in two instalments, record two separate events. If part is later refunded, preserve the return payment and link it to the original amount rather than closing the record with a vague note such as “settled.”
Record every event that changes refund entitlement
A deposit can change status as a transaction progresses, so maintain a chronology: reservation date, expiry of the reservation, due-diligence deadline, offer acceptance, later contract signature, cancellation by either party and any refund demand. At each point, state whether the agreement treats the amount as fully refundable, partly refundable or non-refundable and cite the clause that supports the classification.
Do not leave the refund decision in one employee's mailbox. Attach the evidence that produced it: a title-review result, finance refusal if financing was an express condition, a seller communication changing price, or evidence that closing became impossible. The file should explain why money was returned or retained even after the person who managed the transaction is no longer available.
Communications, signatures and recipient authority
Keep the complete signed agreement, not only the signature page. For electronic signing or exchanged copies, preserve the transmission message, timestamp and the version signed by each party. Messages that materially change a refund or deadline term should be exported or formally incorporated into the record rather than left only on an employee's phone.
If an intermediary received the funds, retain the document authorising collection and the receipt it issued. A later change of beneficiary account should be accompanied by the change instruction and evidence of independent verification. The reservation file is not just document storage; it should show that each movement of money followed a valid instruction.
Close the deposit file with a complete reconciliation
When the sale completes, show the deposit in the final price reconciliation and prove whether it was credited against the price or passed to another party. On cancellation, record the account to which money was returned, refunded amount, date and any retained portion with its contractual basis. Do not mark a case “refunded” when there is no bank evidence tying the return to the original payment.
Apply appropriate access controls because identity and banking data are sensitive, and retain records according to the organisation's legal and retention requirements rather than leaving copies on personal devices. Months later, a reviewer should be able to reconstruct the full story: which unit was reserved, the governing conditions, who paid, who received, what event ended the reservation and exactly how the deposit was reconciled.
Evidence and decision plan for Reservation deposit Recordkeeping Guide
The due-diligence purpose of “Reservation deposit Recordkeeping Guide” is to preserve source, date, version, property identifiers and the final conclusion so another reviewer can reproduce the file. A reviewer should be able to trace every material conclusion to a current source and identify any assumption that has not yet become evidence.
Evidence to assemble
- For “Reservation deposit Recordkeeping Guide”, match the property and party identifiers in the evidence to the asset and people actually involved; a correct document for the wrong unit or person does not close the check.
- For “Reservation deposit Recordkeeping Guide”, record issuer, source, issue or retrieval date and version where available, then distinguish an original/current record from a scan, translation, draft, expired copy or superseded version.
- For “Reservation deposit Recordkeeping Guide”, compare documentary status with the physical, payment or operational reality relevant to the topic and write down every unexplained difference before commitment.
- For “Reservation deposit Recordkeeping Guide”, convert each unresolved difference into a named condition: evidence required, person responsible, deadline and the consequence if the condition is not satisfied.
Official reference to recheck
The source register for “Reservation deposit Recordkeeping Guide” includes TKGM — Property Sale Procedure (https://www.tkgm.gov.tr/en/node/206). Use that source for the matters within its authority and recheck it when timing or rules are material; it does not replace a registry, engineering, tax, banking or contractual record that the specific decision separately requires.
Decision boundary
For “Reservation deposit Recordkeeping Guide”, a residual issue should remain open whenever its legal, technical, tax, payment or cost consequence cannot yet be measured. The file is ready only when that issue is closed or consciously accepted by the appropriate decision-maker.