How to use this resource
A practical operating reference for accountable teams.
Use this checklist when responsibility for a property, tenancy, or operational service passes between teams or parties. It is suitable for new-management onboarding, pre-tenancy handover, move-in, and controlled service transition.
Designed for
- Management-company implementation teams
- Property managers and inventory staff
- Landlords, suppliers, and resident-service teams
1. Confirm handover scope and authority
Agree exactly what is transferring and who may accept it.
- Property, units, tenancies, residents, landlord, service scope, and effective date
- Outgoing and incoming owners for repairs, compliance, finance, suppliers, documents, and resident contact
- Delegated authority, approval thresholds, emergency contacts, and unresolved disputes
- Known exclusions, missing records, assumptions, and target resolution dates
2. Reconcile the property and condition record
The receiving team needs a visible baseline, not a verbal summary.
- Rooms, assets, serial numbers, warranties, manuals, service dates, and QR labels
- Condition assessment, inventory, photographs, videos, defects, risk findings, and blocked areas
- Meters, utility suppliers, stopcock, isolators, heating, hot water, and access controls
- Outstanding repairs, planned works, appointments, quotations, approvals, and contractor commitments
3. Transfer compliance and safety context
Record status, source evidence, ownership, and next action for every applicable requirement.
- Gas, electrical, energy, alarms, licensing, fire, water, asbestos, lifts, lighting, and local requirements as applicable
- Certificate versions, expiry dates, inspection findings, remedials, restrictions, and review dates
- Vulnerable residents, accessibility, evacuation assistance, safeguarding, and communication needs
- Immediate safeguards and matters requiring competent-person assessment
4. Transfer people, communication, and access
Make the first contact and first visit predictable.
- Staff, landlord, supplier, contractor, resident, and emergency contact details
- Keys, fobs, codes, alarms, communal access, parking, pets, appointment rules, and privacy boundaries
- Open complaints, resident promises, messages awaiting response, and communication preferences
- Branded portal, support identity, document access, app invitation, and notification routing
5. Sign off with exceptions visible
Acceptance should preserve gaps rather than hiding them.
- Incoming owner confirms received records, access, and responsibilities
- Exceptions list names owner, severity, due date, evidence, and escalation route
- Signed handover version is locked and later changes create new evidence or tasks
- Post-handover review checks unresolved items and service performance after an agreed period