Selling in Kalaoa can move fast, and the strongest offers usually land on listings that feel complete and low risk. A thorough disclosure packet does more than check a box. It signals to buyers, lenders, and title that your property is documented, transparent, and ready to close. In this guide, you’ll learn exactly what to include for Kalaoa and wider Hawai‘i County, how to organize it, common pitfalls to avoid, and how to keep your timeline on track. Let’s dive in.
Why a disclosure packet matters
A clear, complete packet answers the questions buyers and lenders will ask during due diligence. It reduces surprise renegotiations, protects you from avoidable delays, and supports smooth underwriting. In Kalaoa, local factors like Special Management Area history, lava hazard designations, catchment water systems, and solar interconnection paperwork often make the difference between a clean approval and a last‑minute scramble.
Core documents every Kalaoa seller should include
Seller’s Property Disclosure Statement
Complete the Hawaii Association of REALTORS Seller’s Property Disclosure or an attorney‑approved equivalent. Be thorough about known material defects, past repairs, renovations, and hazards. Buyers expect accuracy and completeness.
Property identification and tax records
Include the Tax Map Key number, current property tax bill, and the Hawai‘i County Real Property record. The TMK is the key for pulling permits and planning history.
Deed, easements, and title exceptions
Provide the current deed, any recorded easements, rights‑of‑way, covenants, and use restrictions. If you have a recent title report, include it.
Survey and legal description
Buyers and lenders value an up‑to‑date boundary survey, especially if improvements are near lot lines or the parcel is coastal. If available, add any shoreline certification or erosion survey.
Permits and final approvals
Collect building, electrical, plumbing, mechanical, roofing, grading, and foundation permits, plus final inspection sign‑offs or Certificates of Completion. Clearly identify any unpermitted improvements and note if you have started a retroactive permit process.
Certificates of occupancy or change of use
If any structure changed use, include the county documentation.
Open cases or violations
Attach any notices of violation, open permits, and mitigation plans. Transparency helps buyers understand the path to resolution.
Permitting, zoning, and SMA: what to pull
Special Management Area (SMA) history
If your parcel lies within the county’s SMA jurisdiction, buyers and lenders will want SMA determinations, permits or exemptions, and any related enforcement actions or conditions. Confirm files with the Hawai‘i County Planning Department. Include any environmental assessments or mitigation documents.
Building and planning permits
Use your TMK to request records from the Hawai‘i County Building Division and Planning Division. Some files are online, while older records can require an in‑person request or a short wait.
Common Kalaoa permit issues
- Unpermitted lanais, garages, or accessory structures
- Modifications to septic or legacy cesspools without permits
- Solar or battery systems missing county permits or utility interconnection approval
- Grading and retaining walls on slopes without final sign‑off
If you have unpermitted work, document what was done, gather contractor statements and photos, and speak with the county early about a remedy. Resolving violations ahead of listing prevents title insurance holdbacks and financing delays.
Hazard maps buyers expect to see
Tailor this section to your exact location and include a short note on what each designation means for risk, insurance, and construction.
Flood risk
Provide the FEMA Flood Insurance Rate Map panel and flood zone for your property. Note if the parcel is in a special flood hazard area and whether an elevation certificate exists. Lenders use this to confirm insurance requirements.
Tsunami hazard and evacuation
Include the county or state tsunami evacuation or inundation map that covers your area. Note whether your property lies inside an evacuation zone and reference the nearest evacuation routes.
Volcanic and lava hazard
Add the USGS lava flow hazard zone for Kalaoa. While Kona is typically lower risk than East Rift areas, lenders and insurers still note the official designation.
Erosion, setbacks, and shoreline change
For coastal parcels, include shoreline setback records, certified shoreline surveys if available, and any local erosion studies relevant to your property’s frontage or nearby coastline.
Landslide, slope, and groundwater
If your property is on steeper terrain, include available slope stability layers or any geotechnical reports. Buyers appreciate proactive engineering documentation.
Wildfire and vegetation management
Summarize local fire risk context, access considerations, and any defensible space or brush clearance records. Note any county guidance that applies to your neighborhood.
Utilities and onsite systems: exactly what to document
Electrical service and solar
HELCO is the island’s electric utility. Include your recent electric bills, meter type, and service capacity. If you have solar or batteries, add the net‑metering or interconnection approval, county permits, inspection sign‑offs, equipment specs, serial numbers, installer contacts, and maintenance records.
Water source and quality
- County water: include Department of Water Supply account and meter information.
- Private well or catchment: provide well permits or system details, plus the most recent water quality tests for bacteria, nitrates, and pH. If your home depends on private water, buyers and lenders often expect recent lab results.
Sewage and wastewater
Confirm if you are on county sewer or an onsite system. For septic, include permits, as‑built plans, and service logs. If you have a cesspool, disclose its status, any Department of Health correspondence, and any planned upgrade timeline.
Fuel and HVAC
Provide propane tank ownership details, last inspection date, and any service contracts. Include heat pump or HVAC service records.
Trash and recycling
Note Hawai‘i County solid‑waste pickup schedules or any community systems that apply to your property.
Service continuity and backups
If you have experienced outages or have backups like generators or battery storage, summarize known issues and solutions. Buyers value realistic context and documented resilience.
Warranties and vendor files buyers will ask about
Collect the original warranty documents, proof of purchase or installation dates, serial numbers, service history, and installer contacts. Note whether each warranty transfers to a new owner and what steps are required to transfer it.
Common items to include:
- Roof, structural, and foundation (if applicable)
- HVAC, plumbing, and electrical
- Termite or wood‑destroying organism treatment reports and coverage
- Solar panels, inverters, and battery systems
- Appliances, pool or spa equipment
For solar, include interconnection approvals, county permits, inspection sign‑offs, and equipment serial lists. Many manufacturers require registration to maintain coverage, so confirm status and note any transfer steps.
How to organize your packet
A clean structure speeds reviews and appraisals. Use a cover page with your address, TMK, and contact info, followed by tabbed sections.
- Cover page: property address, TMK, seller and listing agent contacts, date
- Executive summary: a one‑page snapshot of key disclosures and any pending items
- Section A: core property docs, deed, TMK, survey, title exceptions
- Section B: permits and compliance, SMA files, final approvals, open permits
- Section C: hazard maps and environmental notes, FEMA, tsunami, lava, shoreline
- Section D: utilities and systems, DWS or well/catchment, sewer, septic or cesspool, HELCO and PV docs
- Section E: warranties and vendor files
- Section F: inspections and reports, home, roof, structural, termite, septic, water tests, geotech
- Section G: HOA or CC&Rs, bylaws, minutes, assessments, reserve studies
- Section H: disclosures and statutory notices, seller’s form, lead paint if built before 1978
- Appendix: contractor list and key county and utility contacts
Practical checklist before you list
- Pull your TMK and county property tax parcel report
- Request permit history from the Building Division and Planning Division, including SMA
- Download FEMA FIRM panels and the applicable tsunami map for your area
- Order a current boundary survey if one is missing or outdated, and add shoreline certification for coastal parcels if applicable
- Schedule water quality testing if you rely on well or catchment, and obtain septic inspection or service records
- Gather all warranties, serial numbers, installation contracts, and service logs
- Disclose any unpermitted improvements and consult the county on retroactive permitting
- Compile everything into one well‑organized PDF for buyers, inspectors, lenders, and title
Timelines and what to expect
- County permit records: many recent files are available quickly, while older or SMA case files can take 1 to 4 weeks to retrieve and scan
- New inspections and tests: water, septic, or termite appointments usually deliver results in 1 to 7 days, based on vendor availability
- Retroactive permits or violation cures: plan for weeks to months depending on scope and complexity
- Warranties and vendor contacts: expect a few days to a couple of weeks based on contractor responsiveness
Set expectations early in your listing timeline so you are not waiting on a key document during escrow.
Buyer and lender priorities your packet should answer
Lender priorities
- Flood status and insurance needs, supported by FEMA maps, and any elevation certificate
- Utility availability and capacity for electric, water, and sewage
- Title clarity and closed permits, since open violations can block title insurance
Buyer priorities
- Clarity on any unpermitted additions and your remediation plan
- Proof of potable water quality and functional wastewater systems
- Understandable hazard context for flood, tsunami, lava, and shoreline
Practical mitigation
Offer documentation that aligns with common contingencies, such as a current termite inspection, a 90‑day water test, and permit final approvals or evidence of closure. Clear, organized proof reduces friction and builds confidence.
Local context for Kalaoa
Kalaoa properties often rely on catchment or wells and use onsite wastewater systems rather than municipal sewer. The Kona area also has strong solar adoption, so buyers look closely at PV permits, interconnection approvals, battery specs, and warranty transfer. For properties near the coast, shoreline setbacks, erosion history, and tsunami evacuation mapping are top of mind. If your property involves a cesspool, disclose its status and any upgrade plans in line with state programs and evolving regulations.
Who to contact when you need records
- Hawai‘i County Planning Department for SMA and zoning
- Hawai‘i County Building Division for permits and inspections
- Hawai‘i County Real Property Tax Division for TMK and parcel records
- Hawai‘i County Department of Water Supply for service availability and accounts
- Hawai‘i Department of Health for onsite wastewater and water quality programs
- Hawaii Emergency Management Agency or NOAA for tsunami maps
- USGS for lava hazard maps and volcanic risk
- FEMA Flood Map Service Center for FIRM panels
Private professionals who can help:
- Licensed surveyor for boundary and shoreline certifications
- Licensed contractor for permit remediation and as‑built documentation
- Licensed home inspector, septic contractor, and water testing lab
- Solar installer for interconnection files and warranty transfers
- Real estate attorney for complex title, permitting, or regulatory issues
- Title company to pre‑check title and lender exceptions
Your next step
Start early and keep everything organized. A complete, plain‑language packet can shorten negotiations and protect your timeline. If you want experienced eyes on your documents, a clear plan to resolve open items, and a smooth path to market, schedule a consultation with Team Kuessner Davis. We will help you gather, verify, and present the right records so buyers feel confident and your closing stays on track.
FAQs
What is a disclosure packet for a Kalaoa home sale?
- It is a complete set of property documents and disclosures that answers buyer, lender, and title questions upfront, reducing risk and speeding up closing.
Do I need SMA records if my Kalaoa property is inland?
- If your parcel is outside the Special Management Area, state that clearly. If inside or near it, include SMA determinations, permits or exemptions, and any conditions or enforcement items.
How do I document flood or tsunami risk for buyers?
- Provide the FEMA Flood Insurance Rate Map zone for your property and the applicable tsunami evacuation or inundation map, plus any elevation certificate you may have.
What should I include for solar and battery systems in Kona?
- Add county permits, final inspections, utility interconnection approval, equipment specs and serial numbers, installer contacts, maintenance logs, and warranty transfer steps.
How do lenders view cesspools or older septic systems in Kalaoa?
- Lenders want clarity on system type and condition. Include permits, as‑builts, service records, and any Department of Health correspondence or upgrade plan.
How long does it take to collect Hawai‘i County records?
- Recent digital files can be quick, while older or SMA case files may take 1 to 4 weeks. Plan inspections and lab tests with 1 to 7 days for scheduling and results.
