A smooth handover protects residents from any gap in service and protects directors from surprises. Put the request in writing, name the date you need it by, and keep a copy of everything you receive.
Records and documents
- Leases, plans and any deeds of variation the agent holds.
- Service records, maintenance logs and warranties.
- Building and fire safety documents, including risk assessments and certificates.
- Insurance policies, schedules and claims history.
- Correspondence on open issues, complaints and disputes.
Money
- Service charge accounts for recent years and the current-year budget.
- A statement of money held for the building, including any reserve fund.
- Details of arrears and any payment plans in place.
- Outstanding invoices and committed works.
Service charge money. Service charge money is generally held in trust for the leaseholders. Ask the outgoing agent to confirm in writing exactly where it is held and to transfer it to the building’s new account.
Contracts and suppliers
| Ask for | Why it matters |
|---|---|
| Cleaning, maintenance and lift contracts | Renewal dates and notice periods decide when you can change supplier |
| Insurance renewal date | Cover must not lapse during the handover |
| Utility accounts and meter details | So supplies stay on and bills are not lost |
| Contractor contact details | To keep existing suppliers you are happy with |
Keeping the service running
- Agree who residents contact about emergencies from the first day.
- Tell the contractors you intend to keep that nothing changes for them.
- Plan a short overlap period where you can, so questions can still be asked.
If the handover is slow
Chase in writing, and keep a log of requests and replies. If key records are not provided, take legal advice on the right way to ask again. Do not wait for the last day to find a gap.
Where we come in
Once you have the records, Leasehold Clarity gives you one place to keep them, so the next handover, if there ever is one, is a single export rather than a hunt.
This guide is general information, not advice on your circumstances. Leasehold law is detailed and changes: check the current position and take advice before acting. Published October 2026.