Switching managing agent: resources
Handover checklist
What the board should receive from the outgoing managing agent. Print it, or save it as a PDF from your browser.
Money
- Service charge balance, reconciled to the bank statement on the handover date
- Reserve fund balance, shown separately
- Bank statements for the current and previous financial year
- Arrears list by flat, with copies of demands and correspondence
- Unpaid contractor invoices and any money held for works not yet done
- The last approved budget and the latest year-end accounts
Building safety
- Current fire risk assessment, and the action log showing what has been done
- Fire alarm, emergency lighting and dry riser service records
- Gas, electrical (EICR), water hygiene and lift inspection reports
- Asbestos register or survey
- Any notices from the fire service or council, and the responses
- Building safety case documents, if the building is higher-risk
Contracts and insurance
- Every contract the building pays for: cleaning, gardening, lifts, door entry, utilities, and anything else
- Contract end dates and notice periods
- Building insurance schedule, policy and claims history
- Warranties and guarantees for past works
The building and its leaseholders
- List of flats, leaseholders and contact details
- Copies of the leases, or a sample lease and a list of variations
- Open repairs and complaints, with their status
- Section 20 consultations in progress
- Keys, fobs, access codes and plant room access
- Plans, specifications and records of major works
When you appoint BlockGenie, we request all of this for you on day one and chase it on a fixed timetable.