How long should a handover take?

From the date notice is served, a typical handover takes around three months. Complex situations - active major works, cladding programmes, significant arrears - can take longer.

Who is responsible for chasing the outgoing agent?

The incoming managing agent normally takes ownership of chasing records and funds. East Valley issues a single, comprehensive request and a follow-up schedule, escalating professionally if responses are slow.

What happens if records are missing?

We produce a written gap analysis for the board, recreate what can be reconstructed (insurance, compliance) and escalate the outstanding items - including via the outgoing agent's redress scheme where necessary.

Is the checklist the same for RTM and Share of Freehold?

Substantially yes. The core financial, compliance and contractor records are identical. The difference is in the corporate documents - RTM companies need RTM notices; Share of Freehold companies need articles, share register and freehold title.

Back to Changing Managing Agent

Free Checklist

Managing Agent Handover Checklist

The exact checklist East Valley Properties uses when taking over residential blocks in East London and Essex. Use it to make sure nothing falls through the cracks during your handover.

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Company documents

Memorandum and articles of association
Companies House filings - confirmation statement, accounts
Register of members / shareholders
RTM acquisition notices (RTM companies)
Freehold title and superior leases
Copies of every leaseholder lease

Service charge accounts

Latest reconciled service charge accounts
Current year budget and apportionment schedule
Copies of all demands and summary of rights
Aged debt and arrears analysis
Section 20B notices issued in the last 18 months

Reserve funds

Reserve fund balance and statement
Reserve fund contribution schedule
Sinking fund records
Interest accrued on client money

Bank account details

Designated client account details and IBAN
Twelve months of bank statements
Existing bank mandates and signatories
Direct debit / standing order schedule
Final reconciliation prepared by outgoing agent

Compliance certificates

Fire Risk Assessment and remedial action tracker
EICR for communal electrical installations
Lift LOLER reports and service history
Asbestos register and management plan
Legionella risk assessment and water hygiene logs
Emergency lighting and fire alarm test records
EWS1 form where applicable

Insurance information

Current buildings insurance policy and schedule
Engineering / lift inspection cover
Directors and Officers liability cover
Public liability cover
Three-year claims history
Commission disclosure from outgoing agent

Contractor details

Schedule of all current contractors
Copies of long-term contracts and renewal dates
Cleaning, gardening, lift and door-entry agreements
Out-of-hours emergency contractor list
Last twelve months of contractor invoices

Utility contracts

Communal electricity supply contract and meter numbers
Communal gas / heating contracts
Water supply and waste contracts
Heat network / rebilling arrangements
Telecoms (door entry, lift line, CCTV)

Resident contact records

Full leaseholder contact list (name, email, phone)
Sublet register and consent records
Authorised correspondence addresses
Vulnerable resident / PEEP register where held

Ongoing disputes

Open complaints log
First-tier Tribunal applications in progress
County Court arrears proceedings
Active redress scheme cases
Outstanding insurance claims

Planned major works

Current condition survey
Planned maintenance schedule
Active Section 20 consultations and stage reached
Cladding / Building Safety Act work in progress
Reserve fund commitments against future works

Frequently Asked Questions

Want us to run your handover?

East Valley uses this checklist on every take-over. Ask us for a fixed-fee proposal and a written handover timeline.

Request a Proposal Free Block Review

Concerned about your current budget or managing-agent fees?

Request a free initial budget and management health check before deciding whether to change agents.

Request a Free Budget Health Check

Preliminary document review only. Not a statutory audit, legal opinion or certification of the service-charge accounts.