Developer-to-Residents Handover Pack

[Estate name]: Developer-to-Residents Handover Pack

Checklists, a snag list and a handover agreement for [Estate name] Residents' Association to take over the shared facilities of [Estate name], [address of the estate], from [Developer's name]. Work through the parts in order: agree how the handover will run, collect the documents, inspect every facility with your own engineer, reconcile the money, then sign.

1. Part 1: Before the handover
1.1 Get a mandate. Hold a general meeting of owners that authorises [Estate name] Residents' Association to negotiate and accept the handover, and names a handover committee of [five] people: ideally someone with an engineering background, someone with a finance or audit background, and someone with a legal background. Record the votes in the minutes.
1.2 Read what was promised. Collect the estate brochure, the sale or allocation letters, the deed of assignment or sublease, and any estate rules the developer issued. List every facility and service they promised (power, water, roads, drainage, security, recreation) and what they say about service charges and the handover.
1.3 Write to the developer. Send [Developer's name] a letter asking for a handover date, the documents in Part 2, a joint inspection under Part 3, and accounts under Part 4. Keep a copy and proof of delivery.
1.4 Appoint your own experts. The developer's engineer works for the developer. Budget for an independent electrical engineer for the power installation and a builder or civil engineer for roads, drainage and structures.
1.5 Agree a timetable in writing: the document handover, the joint inspection, the snag-fixing period, the accounts review and the signing date.

2. Part 2: Documents to collect
2.1 Title and approvals: a copy of the estate's title document (C of O or equivalent) and the approved layout plan, the building and planning approvals, and any certificate of completion or fitness for habitation the state issues (in Lagos, from LASBCA).
2.2 As-built drawings: the final layout showing plots, roads, drains, the power network, water pipes, the sewage network and the location of every valve, manhole and cable route, plus the as-built drawings of shared buildings.
2.3 Power: transformer nameplate details, purchase and installation records, the test or inspection certificate for the installation where one was issued (NEMSA), the agreement with the electricity distribution company (DisCo) and the account numbers for every meter serving shared facilities.
2.4 Generators, pumps, treatment plants and other equipment: make, model, serial number, purchase receipts, warranties still running, operation and maintenance manuals, and service records.
2.5 Contracts: every running contract for security, cleaning, waste, facility management, diesel supply and maintenance, with the contact person, cost, notice period and end date.
2.6 Money: the service charge and levy ledger for every property, bank statements for any account that held residents' money, the reserve or sinking fund balance, and unpaid bills (DisCo, water, contractors).