Takeover checklist

Send the s.93 request for information and documents to the landlord and the outgoing manager

From the acquisition date the company can ask for the documents it needs to manage the block.

CLRAA 2002 s.93

Receive the uncommitted service charges (record what's expected, received and disputed)

Payable on the acquisition date or as soon after as reasonably practicable.

CLRAA 2002 s.94

Register the existing contracts and decide which continue

The outgoing manager must give notices to the contractors; check notice periods before ending any contract.

CLRAA 2002 s.92

Confirm who insures the building from the takeover, and get the policy and schedule

Make sure the cover doesn't lapse at the handover.

The leases; CLRAA 2002 s.96 (RTM companies)

Collect the keys, fobs and access codes for the common parts, and record who holds each

Record them in the keys and fobs register, and change any codes the outgoing manager or its contractors knew.

Good practice (the company now looks after the common parts)

Take over the communal electricity and water accounts, with a meter reading on the takeover date

Give each supplier the company's details and the reading, so the outgoing manager's bills end on the takeover date. Record the accounts and readings in Utilities.

Good practice (the company pays for the common parts' supplies)

Get the fire risk assessment and fire safety records from the outgoing responsible person

Then give residents the responsible person's name and address (FSO art 21A, Building Safety Act 2022 s.156).

Regulatory Reform (Fire Safety) Order 2005 art 22A

Get the asbestos register and management plan for the common parts

The duty to manage asbestos applies to the common parts of buildings from before 2000.

Control of Asbestos Regulations 2012 reg 4

Write to every leaseholder: who now manages the block, its address for service and how to pay

Warn them never to change where they pay because of an email.

LTA 1987 s.48

Check the s.93 information has arrived, and chase anything missing

The landlord and the outgoing manager must reply within the time the Act allows; the tribunal can order them to.

CLRAA 2002 s.93(4)

Get the warranties and guarantees for work done to the building (roof, windows, door entry, lifts)

Record each in the warranties register with its expiry date and conditions, so a defect is claimed before it runs out.

Good practice

Get the operation and maintenance manuals, the drawings and any health and safety file

Add them to Documents (Building), so contractors can be given what they need before they start.

Construction (Design and Management) Regulations 2015 reg 4(5)(b)(iii) (the health and safety file is kept available for anyone who needs it) and reg 4(7)

Get the leases, the arrears history, the service charge accounts and the budgets

Pre-takeover arrears are owed to the old manager: record them, but don't demand them.

CLRAA 2002 s.93 (RTM companies); the handover pack (others)