Whoever buys your campground or RV park, and however you sell it, the buyer and any lender will ask for the same core records. Gathering them before you go to market shortens due diligence, supports your asking price, and keeps surprises from turning up late. Below is a seller’s checklist organized by category, with a short note on why each item matters, and a printable table at the end.
This page covers documents only. The same records apply whether you use a broker or sell your campground directly to an operator.
Financial records
Plan on three full years plus the current year to date. One Midwest campground broker’s 2025 preparation checklist asks sellers for financials covering “at least the past 3 years” (Campgrounds 4 Sale, Sept. 2025, updated June 2026), and lenders typically look for a similar history.
- Profit and loss statements for three years and year to date, by month if you have them, so buyers can see seasonality.
- Federal tax returns for the business for the same years. Buyers compare them with the P&L, so be ready to explain differences.
- Balance sheet and a list of any debts or liens tied to the property.
- Bank statements that support reported revenue, especially if you take cash or checks at the office.
- A list of add-backs: personal or one-time expenses run through the business, with a short explanation of each.
- Sales tax and lodging tax filings, where your state or county collects them.
Revenue, occupancy and guest records
- Rent roll for seasonal and monthly sites: site number, rate, what’s included (electric, sewer, storage), start and end dates, and deposits held.
- Seasonal camper agreements for the current and coming season, plus any wait list.
- Reservation reports from your booking software for at least three seasons: nights booked, occupancy by month and site type, and average nightly rate.
- Rate sheets for each season, and a note on when rates last changed.
- Other income: camp store, firewood, golf carts, boat or kayak rentals, events, storage.
Permits, licenses and zoning
- State campground or RV park license. Many states license campgrounds annually. In Michigan, for example, the Department of Environment, Great Lakes, and Energy (EGLE) issues campground licenses and construction permits (EGLE, accessed Oct. 2026). In Ohio, RV parks and camps are licensed under Chapter 3729 of the Ohio Revised Code (ORC 3729.05).
- Construction permits and approved site plans for any sites, buildings or utilities added over the years.
- Zoning letter or approvals confirming campground use, plus any special-use permits, variances or conditions.
- Health inspection reports from the last few years and how any findings were resolved.
- Food service, pool, liquor or fuel permits if those apply to your park.
Utility, well, septic and environmental records
- Utility bills for electric, gas, water, sewer and trash for at least the last 12 to 24 months.
- Well records: permits, water test results and any public water-supply classification.
- Septic or wastewater records: permits, design capacity, pumping and inspection history, and any lagoon or treatment-plant reports.
- Electrical service details: amperage at sites, recent upgrades, and any known problem areas.
- Environmental reports, such as an existing Phase I environmental site assessment, and records for any fuel or propane tanks.
Land, title and survey
- Deed and most recent title policy.
- Survey or boundary map, plus a site map showing every campsite, building and utility line you know of.
- Easements, rights-of-way and any shared-driveway or access agreements.
- Property tax bills and assessments.
Equipment, contracts and leases
- Equipment and asset list: mowers, golf carts, trucks, rental units, store fixtures, and whether each item is owned or leased.
- Vendor and service contracts: booking software, internet, trash, propane, pest control, laundry.
- Leases: any land leases, cell tower or billboard leases, and park-model or cabin arrangements.
- Insurance policies and a five-year claims history.
- Franchise or affiliation agreements, if the park belongs to a brand.
Staff and HR items
- A staff roster with roles, pay, seasonal versus year-round status, and how long each person has worked at the park (names can be withheld until later in the process).
- Any written employment agreements, work-camper arrangements or on-site housing terms.
- Payroll reports that tie to the P&L.
- An operations manual or written procedures for opening, closing, check-in and maintenance.
Share staff details only with a buyer who has signed a confidentiality agreement.
Printable seller’s checklist
| Category | Document | Typical period | Have it? |
|---|---|---|---|
| Financial | Profit and loss statements | 3 years + year to date | ☐ |
| Financial | Business tax returns | 3 years | ☐ |
| Financial | Balance sheet and debt list | Current | ☐ |
| Financial | Bank statements | 12-36 months | ☐ |
| Revenue | Seasonal rent roll and agreements | Current + coming season | ☐ |
| Revenue | Reservation and occupancy reports | 3 seasons | ☐ |
| Revenue | Rate sheets and other income | 3 seasons | ☐ |
| Permits | Campground/RV park license | Current | ☐ |
| Permits | Zoning approvals, site plans, construction permits | All on file | ☐ |
| Permits | Health inspection reports | Last 3 years | ☐ |
| Utilities | Utility bills | 12-24 months | ☐ |
| Utilities | Well permits and water tests | All on file | ☐ |
| Utilities | Septic/wastewater permits and service records | All on file | ☐ |
| Environmental | Phase I report, tank records | If available | ☐ |
| Land | Deed, title policy, survey, easements | Current | ☐ |
| Land | Property tax bills | Last 3 years | ☐ |
| Assets | Equipment list (owned vs. leased) | Current | ☐ |
| Contracts | Vendor contracts, leases, insurance | Current | ☐ |
| Staff | Roster, pay, agreements, payroll reports | Current + 12 months | ☐ |
| Operations | Procedures or operations manual | Current | ☐ |
This list is a starting point. Your attorney, CPA or lender may ask for more, and requirements vary by state and county.
Tips for organizing
- Scan everything into one folder per category, using the same names as the checklist.
- Write a one-page summary of the park: site count by type, utilities, season dates, and anything unusual a buyer should know up front.
- Note known issues honestly. Problems that you disclose early are easier to negotiate than ones a buyer finds on their own.
If you’re weighing a direct sale to an operator, these are the same records our team would want to review. You can reach us through the form on our Sell Your Campground page. Conversations with us are confidential, and we will sign an NDA on request.
Questions
How many years of financial records do I need to sell a campground?
Plan on three full years of profit and loss statements and tax returns, plus the current year to date. Some buyers and lenders ask for more if results have changed a lot.
What if my books aren’t in good shape?
Start now. Have your bookkeeper or CPA reconcile the P&L with tax returns and bank deposits, and document add-backs. Income you can’t support with records is hard for a buyer to pay for.
Do I need a Phase I environmental report before selling?
Not always before listing, but many buyers and most lenders will order one during due diligence. If your park has had fuel tanks, a dump station, or past industrial or farm use, it’s worth knowing what a report might find before a buyer does.
Can my campground license transfer to a buyer?
It depends on the state. Some states have a transfer process and others require the new owner to apply. Check with your state licensing agency or local health department, and ask your attorney.
Thinking about selling? Talk with us confidentially through the form on our Sell Your Campground page.
