Commercial Property Handover Checklist

The required package depends on whether the change concerns occupation, an FM appointment, a project or a particular service. Set the scope and responsible people first so the checklist addresses the real handover.

Confirm the site, areas, systems and services included. Record the handover date and which party holds each responsibility before and after it. Identify any retained landlord, tenant or supplier responsibilities.

If only part of a building is changing hands, show the shared interfaces clearly. Common access, plant and utilities should not disappear between separate area descriptions.

Use the agreed inspection or condition records to describe the starting position. Identify defects, inaccessible areas and matters requiring further investigation. Keep photographs and supporting reports linked to the correct location.

An inventory states what is present; a condition record explains what is known about it. Neither should be treated as evidence of inspections that were not performed.

1. Asset and equipment lists, with understandable references.
2. Relevant operating and maintenance information.
3. Current schedules and recent service records.
4. Applicable inspection reports and open findings.
5. Supplier contacts and active service arrangements.
6. Drawings or other property information included in the handover scope.

Check usability as well as presence. Files need to open, references need to make sense and the receiving team needs the access required to use them.

List open jobs, orders, quotations, appointments and decisions. Give each an owner, next action and relevant date. Distinguish a completed task awaiting paperwork from work that has not been carried out.

Keep responsibility for unresolved actions explicit. Transferring a list without agreeing who follows it up can create a gap precisely when the service is changing.

Record the keys, passes and system access transferred through the approved process. Agree how outgoing access is removed and how sensitive information is handled. Keep credentials outside ordinary handover documents.

The receiving team should also know the appropriate contact and escalation routes for the property from the changeover date.

Record what has been received, what remains missing and when it will be supplied. Agree the first review point so unresolved items are checked rather than lost after the handover meeting.

No. The information must match the agreed scope and be usable by the receiving party. Open gaps need owners and follow-up dates.

No. Their current status needs to be visible, with responsibility for investigation or repair clear.

No. A handover can include survey information, but the inspection scope and findings depend on the actual survey appointment.

Explore Project Handover, Testing and Commissioning, Asset Maintenance, all projects, services, sectors and locations, or discuss a property handover.