When a house changes hands, the water equipment often changes hands without anyone writing down what it needs. The seller knows the salt level, which valve does what, and when the filters were last changed. The buyer knows none of it. This guide covers what to gather on the way out, what to ask before the walkthrough, and what to confirm in the first month in the new home.

What the seller should hand over

  • The make, model, and serial number of each unit, plus where it sits (basement, utility room, under the kitchen sink).
  • Installation paperwork, the owner manual, and any warranty card or registration copy.
  • The service history: each visit, the company and technician if known, what was done, and any readings or problems noted.
  • A consumables log: when filters or cartridges were last replaced, the exact type that fit, and where they were bought.
  • For a softener, the hardness setting, the regeneration schedule, the salt type in use, and the location of the bypass valve.
  • The service company's phone number and the name of the account on file.

Ask the seller these before the walkthrough

  • Has any unit been serviced by someone other than the company on the paperwork?
  • Are there recurring problems, such as taste changes, low pressure, a slow drip, or a unit that cycles at odd times?
  • Is a service plan billed to the seller's name or card? Ask whether it ends at closing or continues, and read the cancellation terms rather than relying on a verbal answer.

What the buyer should confirm

  • Ask the home inspector whether the equipment was noted, and get that note in writing.
  • Ask the service company whether the address is on file or only the seller's name. If it is only the seller's name, the next service call may be delayed while the account is sorted out.
  • Check whether any warranty is tied to the original owner or to the property. Read the terms, and ask the company or your real estate agent to explain anything unclear. This is a question for the paperwork, not a legal opinion.
  • Locate the main shutoff, the unit shutoffs, and the bypass valve with the seller still present, and label them.

The first month

  • Check the basics: the salt level in a softener, the condition of any visible filter housings, and any unexplained drips or wet spots around fittings.
  • Start a simple log from the day you take possession, noting what you check and what you find.
  • Notice whether the water tastes, smells, and feels the same as it did during the walkthrough. A change is a reason to call, not a reason to wait.
  • Ask the company for the next scheduled visit and whether a service plan exists on the new account.

When the paperwork is missing

If the seller cannot provide records, a reputable company should be able to look up a unit by its model and serial number and confirm what was installed and when it was last serviced. If the company cannot help, that tells you something about who will support the equipment next. If you need to choose a new provider, the Award Methodology page explains how the listed winners are chosen, which is one place to start.

Keep the folder with the house papers, not in a glovebox or a seller's email. The equipment will outlast the closing, and the person who needs those records most will be whoever calls for service in the years after.