Right to Manage Handover Documents: What to Request

The handover date is the most overlooked part of the RTM process

Your RTM claim succeeded. The management of the building now transfers to your RTM company. The landlord is legally required to hand over all management information, documents, and funds.

If you do not request the right documents on day one, you may never get them. Landlords are not always proactive about volunteering information — and managing a building without financial records, contracts, or compliance certificates is a serious liability.

This checklist covers everything your RTM company should request before or on the effective date.

RTM handover documents checklist

Financial records

• Current service charge accounts and most recent certified accounts
• Service charge budget for the current financial year
• Bank statements for the service charge account and reserve fund
• Sinking fund or reserve fund balances
• Schedule of contributions per unit
• Arrears and prepayment schedules
• Details of any outstanding service charge disputes

Insurance

• Current building insurance policy schedules and certificates
• Claims history for the past five years
• Broker contact details and renewal dates
• Professional indemnity or D&O policies held

Contracts and suppliers

• Copies of all current maintenance and service contracts
• Contract terms, notice periods, and renewal dates
• Supplier contact details and account references
• Performance bonds or guarantees held

Statutory compliance and safety

• Fire risk assessment (current and previous)
• Electrical Installation Condition Report (EICR)
• Gas safety certificates (if applicable)
• Asbestos management survey and register
• Lift thorough examination reports
• Energy Performance Certificate (EPC)
• Legionella risk assessment

Building records

• Building plans and specifications (as-built drawings if available)
• Structural surveys and condition reports
• Schedule of planned maintenance and major works programmes
• Records of past major works with Section 20 documentation
• Guarantees and warranties (roof, windows, lifts, heating)

Lease and title documents

• Copies of all leases in the building
• Freehold title register and plan from HM Land Registry
• Deeds of variation, easements, or covenants
• Schedule of approved alterations and consents

Communications and history

• Recent correspondence with leaseholders about management matters
• Records of ongoing complaints or disputes
• Minutes of meetings held with leaseholders or the managing agent
• Details of any Tribunal applications involving the building

What to do if the landlord refuses to hand over documents

The landlord is legally obliged to hand over management information on the effective date. If they refuse or delay:

• Send a formal written request specifying the documents you need
• Remind them of their statutory obligations under the 2002 Act
• Apply to the First-tier Tribunal for an order requiring handover
• Seek compensation for any losses caused by the delay

Keep records of all requests and responses. They may be needed as evidence.

Organise your handover documents in LeaseholdConnect

Once the documents arrive, you need a proper system. LeaseholdConnect's document vault lets you categorise every file, control who can see it, and attach it to relevant meetings or budgets.

When you need to find a compliance certificate or a contract renewal date, it is seconds away — not buried in a shared folder.

Create your free workspace and get your handover documents organised from day one.