An occupation change, FM appointment, project handover and individual service transfer need different information. Identify the purpose, scope and responsible contacts before choosing checklist items for the change being managed.
1. Identify the property and handover boundary
State the property, included areas, systems and service scope. Record the effective date and allocate responsibilities on either side of it, including duties retained by the landlord, occupier or existing suppliers.
For a partial-building transfer, document shared interfaces explicitly. Common plant, utility supplies and access routes need an identified position rather than being omitted from both parties’ area descriptions.
2. Record the current condition
Use the agreed condition evidence to establish a baseline. Show defects, areas that could not be accessed and further investigations required, with photographs and reports referenced to the relevant location.
Keep the asset inventory distinct from condition evidence: one identifies items, the other describes what is known about them. Neither establishes that an unrecorded inspection took place.
3. Transfer the operating information
- Asset schedules with references the incoming team can follow.
- Available instructions for operation and maintenance.
- Active maintenance programmes and recent attendance records.
- Relevant inspection evidence, including unresolved findings.
- Current suppliers and the service arrangements in force.
- Plans and other building records included in the agreed transfer.
Test whether the transferred files open and whether references can be understood. Confirm the receiving team has the permissions needed to use the information, not merely a copy of its folder structure.
4. Explain outstanding work
Create a current list of jobs, purchase orders, quotations, booked visits and pending decisions. Each needs a responsible owner, next step and date. Separate work finished but awaiting documentation from work still to be carried out.
Agree who progresses unresolved items after the change. A transferred action list without accepted responsibility can leave work unattended as one service team replaces another.
5. Manage physical and digital access
Use the approved process to record keys, passes and digital access handed over. Confirm withdrawal of outgoing permissions and handling of sensitive material. Passwords and other credentials belong outside normal handover paperwork.
From the effective date, incoming personnel need working contact and escalation routes for the premises, including the appropriate person to approach when a decision is required.
6. Confirm acceptance and follow-up
Record accepted information, gaps and expected delivery dates. Schedule an initial review so missing records and open actions remain visible after the transfer meeting rather than disappearing into the archive.
Common questions
Does a folder transfer prove that handover is complete?
No. Acceptance depends on usable information matching the transfer scope. Every remaining gap needs an assigned owner and a date for checking progress.
Should outstanding defects be excluded until repaired?
Keep them in the handover. Describe their current state and establish who will investigate or arrange repairs so the incoming team can manage the known position.
Is a property handover the same as a technical survey?
No. Survey evidence may form part of the package, but it only supports the scope and findings of the survey actually commissioned.
Related services
Coordinate Project Handover, Testing and Commissioning and Asset Maintenance as applicable. Browse projects, services, sectors and locations, or set out the handover requirement with its boundaries and outstanding actions.
