Agree the handover before moving records
If you are changing management, start by reviewing your existing agreement and asking the outgoing and incoming teams to confirm the handover process. Notice requirements and authority to act should be checked for your circumstances.
Agree a proposed handover date, a contact at each agency and who will coordinate outstanding items. Keep tenant communications consistent so there are no conflicting instructions.
- Confirm the management authority and agreed timing.
- Identify who will notify tenants and contractors.
- Keep a written list of documents requested and received.
Reconcile the tenancy and rent records
Supply the tenancy agreement and any variations alongside the current rent ledger. A balance alone does not explain the paid-to date, credits, unpaid charges or an existing payment arrangement. Ask the teams to reconcile those details at handover.
Do not ask tenants to change payment details until the authorised team has issued verified instructions. Changes to banking instructions should be confirmed through a trusted contact method.
- Current agreement, variations and named tenants.
- Rent ledger, paid-to date and any recorded arrears or credits.
- Bond records and outstanding invoices or agreed arrangements.
Transfer the operational history
The incoming team needs to know what is happening now, as well as what has happened before. Include open maintenance jobs, quotes, approvals, warranties and pending inspections.
For each open issue, record the next action, the responsible person and any agreed date. Make clear whether an owner has approved a quote or is still considering it.
- Open jobs, contractor details and documented approvals.
- Condition reports and inspection records.
- Insurance, relevant compliance records and upcoming service dates.
Check access and owner instructions
Count the keys, remotes and access cards being transferred. Record the property and building access arrangements without placing sensitive entry information in public notes.
Confirm owner contact details, statement preferences and how bills should be handled. The incoming team should verify payment instructions through its normal process.
- Key and access-card inventory with receipt of transfer.
- Council, water and strata bill handling responsibilities.
- Owner contact details and authorised decision-makers.
Close the loop after transfer
Ask for a handover summary showing received records and anything still missing. Agree who will chase each outstanding item instead of assuming the transfer is complete.
After the first reporting cycle, review the statement and outstanding work with your new team. This is a useful point to catch missing invoices, unresolved repairs or misunderstandings about responsibilities.
- Confirm tenants have one clear ongoing contact.
- Review missing documents and unresolved balances.
- Check the next inspection and maintenance actions are recorded.
Let’s talk about your property.
Discuss your plans and the next steps with our team.
