Checklist / template
Body corporate handover checklist
This is a structured take-on checklist for the incoming managing agent of a sectional title body corporate: the governance documents, financial records, levy roll, insurance, registrations and contracts you should collect and verify before you accept responsibility. Use it to avoid inheriting unreconciled funds, lapsed cover or undocumented obligations.
For South African managing agents, body corporate trustees, and rental agents taking over or auditing a sectional title scheme.
Governance and statutory documents
- Obtain the sectional plan, schedule of participation quotas, and proof of the body corporate's establishment.
- Collect the registered conduct rules and management rules, noting any amendments lodged with CSOS as required under the Sectional Titles Schemes Management Act (STSMA).
- Confirm the current trustees, the date and minutes of the last AGM, and any special general meeting resolutions still in force.
- Obtain the trustee delegation or written mandate authorising your appointment as managing agent, and confirm its term and notice period.
- Request the minute book, resolution register and attendance registers for at least the past two financial years.
- Confirm whether a written managing agent agreement exists with the prior agent and obtain a copy of its termination terms.
Financials and trust account
- Confirm the trust account is reconciled to the cent and obtain the latest bank statement and reconciliation.
- Verify that body corporate funds are held separately in a trust account, consistent with managing-agent obligations under the Property Practitioners Act (PPA) and Fidelity Fund requirements.
- Obtain the latest approved annual financial statements and the auditor's or accountant's report.
- Collect the approved budget for the current financial year and the reserve fund plan as contemplated by the STSMA.
- Obtain the general ledger, creditors age analysis and a list of outstanding supplier invoices.
- Confirm the closing balances of the administrative fund and the reserve fund, and obtain proof of any investments.
- Request a signed handover certificate from the outgoing agent confirming all funds transferred and no undisclosed liabilities.
Levy roll and arrears
- Obtain the complete levy roll listing every unit, owner, participation quota and current monthly levy.
- Confirm the levy roll reconciles to the budget and that special levies are correctly recorded with their resolution date and term.
- Collect a full arrears report per unit, including age analysis, interest applied and any payment arrangements in place.
- Obtain the status of every active collection matter, including handovers to attorneys and CSOS adjudication or court proceedings.
- Verify owner and contact details against the records, handling personal information in line with POPIA.
- Confirm meter readings or recovery arrangements for utilities recharged to owners, and obtain the last reconciliation.
Insurance and risk
- Obtain the current insurance schedule and confirm the buildings sum insured reflects a recent replacement-cost valuation as required under the STSMA.
- Confirm the policy is current, premiums are paid up to date, and the body corporate is the insured party.
- Check that public liability and fidelity (or trustees' liability) cover are in place and note the limits.
- Obtain the claims history for the past two years and the status of any open claims.
- Confirm the renewal date and broker contact, and diarise the next valuation and renewal.
- Note any uninsured or underinsured risks flagged by the broker or trustees.
CSOS, registrations and compliance
- Confirm the scheme is registered with the Community Schemes Ombud Service (CSOS) and obtain the CSOS registration number.
- Verify CSOS levies are calculated, collected and paid over correctly, and obtain proof of the latest payment.
- Collect any open or closed CSOS dispute or adjudication records relevant to the scheme.
- Confirm the body corporate's tax registration status and obtain proof of any returns due or filed.
- Check the validity of fire compliance certificates, lift certificates of load test, and any other statutory inspections.
- Confirm POPIA handling of owner and resident data, including any data-processing arrangements with the prior agent.
Contracts, maintenance and access
- Compile a register of every service contract: cleaning, security, gardening, lifts, gate motors, pool and fire equipment, with renewal and notice dates.
- Obtain the 10-year maintenance, repair and replacement plan and the current status of reserve-fund-funded projects.
- Collect the open maintenance and complaints log, and confirm outstanding work orders and warranties.
- Inventory all keys, access cards, gate and intercom codes, alarm credentials and master keys, and arrange secure transfer.
- Obtain logins and administrator access for the scheme's management system, email, bank profile and any utility portals.
- Confirm meter locations, common-property assets and any leased or shared infrastructure are documented.
- Schedule a joint walkthrough of the common property with a trustee to record condition at handover.
Work through each section before signing the handover certificate, and flag any item the outgoing agent cannot evidence as an open risk in writing to the trustees. Keep a dated copy of every document you receive.
A practical operational checklist, not legal, financial or tax advice — adapt it to your scheme/agency and seek professional advice where needed.