What should be on your checklist when changing strata managers?
Changing managers (or going self-managed) without gaps means securing minutes, levies, insurance, contracts, and exports early. Use this Australian-focused checklist to verify completeness before cutover.
Changing strata managers — or terminating a manager to go self-managed — is one of the most operationally complex things a committee will do. Done well, it's a smooth transition that results in better service or lower costs. Done poorly, it's months of chasing missing documents, reconciling confused financial records, and dealing with contractor relationships that weren't properly transferred.
The difference between these outcomes usually comes down to how well the committee prepared and what they demanded from the outgoing manager. This is the checklist you need.
Before you serve the termination notice
Before anything else, review your management agreement carefully. Key things to look for:
- **Termination clause:** what notice period is required (typically 90 days), what the required method is (registered mail, email with acknowledgment), and whether there are any conditions on termination
- **Handover obligations:** does the agreement specify what the manager must provide upon termination?
- **Exit fees:** some agreements include exit or handover fees — know these before you proceed
- **Data and records:** confirm your ownership of all records generated during the management relationship. These belong to the owners corporation, not the manager.
Once you've reviewed the agreement, hold the general meeting, pass the resolution to terminate, and send the formal notice in writing by the required method. Record everything.
The complete handover request list
As soon as the termination notice is served, send a formal written request for the full handover pack. Be specific. A vague 'please provide all documents' request produces a vague response. A detailed list is harder to avoid.
**Governance records:**
- All meeting minutes: committee meetings, AGMs, and EGMs for the full history of the scheme
- Register of motions passed without meetings
- Current by-laws and all registered amendments
- Committee member details and election records
- Original owners corporation roll or current version thereof
**Financial records:**
- Levy schedules with amounts, due dates, and per-lot allocations
- Complete payment history for all lots
- Current arrears list with ages and amounts
- Bank statements for the full management period
- Unpaid invoices and outstanding commitments
- Budget documents for the current and previous years
- Capital works plan
**Insurance:**
- Current insurance policies (building, public liability, all additional covers)
- Certificates of currency for all current policies
- Claims history for the full management period
- Correspondence with insurers about significant matters
**Compliance:**
- Fire safety certificates and essential safety measures records
- Lift registration and inspection certificates
- All other compliance certificates and service records
- Compliance calendar with upcoming due dates
**Contracts and contractors:**
- All active contracts with service providers (cleaning, gardening, security, etc.)
- Contact details for all contractors used
- Outstanding quotes and pending work orders
- Warranties for completed works
**Correspondence:**
- All correspondence relating to ongoing matters (disputes, legal proceedings, outstanding owner issues)
- Contact details for the scheme's legal advisors if any
- Any NCAT/VCAT/tribunal proceedings in progress or recently completed
**System access and data exports:**
- Full data export from the management software in a usable format (CSV preferred for financial data, PDF for documents)
- Access credentials for any owner-facing portals to allow for planned transition
- Login details for any services registered in the manager's name (where these are transferable)
Timing the handover: give yourself runway
Don't wait until the last week of the management period to request the handover pack. A thorough handover takes time to compile — and the longer you give the outgoing manager, the less excuse they have for incomplete delivery.
Recommended timeline:
- **At termination notice:** send the detailed handover request list
- **8 weeks before cutover:** follow up on the status of the handover pack
- **4 weeks before cutover:** review what's been received, document any gaps, and send a formal request for outstanding items
- **2 weeks before cutover:** conduct a handover meeting to walk through the pack, resolve any outstanding items, and clarify anything unclear
- **At cutover:** confirm what was received and what is still outstanding in writing
If the outgoing manager drags their heels on the handover, you may need to escalate — to your state's strata regulatory authority, or in serious cases, to a lawyer. The records belong to the owners corporation and the manager has an obligation to return them.
Setting up the incoming arrangement
If you're transitioning to a new manager, they'll typically manage the handover process with you. Be an active participant rather than a passive one — review what's received, ask questions, and don't sign off on the transition until you're satisfied the handover is complete.
If you're going self-managed, StrataBody can help structure the incoming data. Import buildings, lots, and members from the handover data. Upload documents to the appropriate folders. Recreate open requests from the outgoing manager's list. Set up your compliance register from the compliance schedule. You don't need everything loaded before day one — but you need the critical operational records in place.
After the handover: the first 90 days
The first three months of a new management arrangement are when gaps in the handover become apparent. Keep a running list of anything you discover is missing and continue to pursue the outgoing manager for outstanding items.
Common gaps that appear in the first 90 days: contractor contacts that weren't included in the handover, historical financial records that are incomplete, compliance items that weren't flagged, and owner matters that were in progress without being documented.
Address each gap as you find it. The longer you leave them, the harder they become to resolve.
How Stratabody helps
- Import buildings, lots, and members from handover data to establish your scheme structure.
- Upload and organise handover documents with folder-based visibility controls.
- Recreate open requests and ongoing maintenance items from the incoming list.
- Set up your compliance register with due dates from the handover schedule.
- Track outstanding handover tasks using StrataBody's task management system.
Frequently asked questions
- Can the outgoing manager charge for producing the handover pack?
- Some management agreements include handover fees. Check your agreement. Even where fees are specified, the manager has a legal obligation to return records that belong to the owners corporation — they can't withhold records as leverage for unpaid fees. If records are being withheld improperly, seek advice from your state's strata regulatory authority or a strata lawyer.
- What if we discover significant gaps in the records after the handover?
- Pursue the outgoing manager in writing for the missing records. Some gaps may require reconstruction from other sources (bank statements, contractor records, council files). For serious gaps — particularly missing financial records or compliance certificates — seek legal advice about your options.
- How do we import data from the previous management system into StrataBody?
- StrataBody supports importing buildings, lots, and members. For documents, upload directly to the appropriate folders. For financial records, you can upload statements and schedules as reference documents and recreate the active levy schedule. For requests, recreate any open items from the handover list. Focus on what you need for current operations first.
- Should we overlap with the old manager for a transition period?
- A short overlap (one to two weeks) can be useful for resolving queries that arise from reviewing the handover pack. However, a long overlap often blurs accountability and complicates the transition. Set a clear cutover date and stick to it.
A thorough handover protects the scheme's continuity, protects the committee from inheriting undocumented problems, and protects owners from governance gaps that might affect their property values or rights. StrataBody makes the post-handover setup straightforward — but the quality of what you bring across is determined by how rigorously you pursued the outgoing manager.
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