Complete Builder to Society Handover Checklist

Quite a few ADDA users are Multi-Dwelling Complexes that have formed the Society and are in the process of taking Control & Maintenance Handover from the Builder. We hope this Study and Comprehensive Checklist will help both the Builder and the Society in hassle-free Handover.

The lifecycle of a typical Multi-Dwelling Complex (Apartment/Villa Complex):

1. Purchase of a Land Bank by the Builder from the Landowner(s)

2. Construction of the Building and sale of individual Units to Owners (typical duration of 1-3 years)

3. Handover of the Units to the Owners for Occupation, and maintenance of the Complex by the Builder (typical duration of 1-3 years)

4. Formation of the Owners Association/Society and handover of the Maintenance & Control by Builder to the Society (typical duration of 3-5 months)

5. Management of the Complex  by the Owners Society (typical duration of 25-40 years)

6. Redevelopment of the Complex by the Owners Society in collaboration with a Builder.

It is evident that the crossover between Point 4 and Point 5 above is crucial. A Property which will be managed by the Owners Association for 25-40 years and beyond needs to be handed over well to the Society.

Society Handover

Here is a comprehensive checklist any Society will require for a smooth Handover from the Builder:

Checklist for Handover from Builder to the Society / Owners Association

Property

P1. Property Documents executed between the Landowners and Builders

P2. Approved Construction Plan

P3. Completion Certificate

P4. Occupancy Certificate

P5. NoC from Fire Department

P6. NoC from Electrical Inspector

P7. Clearance to operate Elevators

P8. Property Insurance Document (if any)

 

Operations

O1. Drawings of the Electrical Wiring including Earthing Points

O2. Drawings of the Water Piping

O3. STP Drawing & certification by Architect/Pollution Control Board

O4. Waste Disposal system with approval from Pollution Control Board

O5. AMC Documents – Lift, Generator, Transformer, ADDA portal, etc.

O6. Invoices and Warranties for all Assets – Pumps, Lift, Generator, Transformer, Pool Equipments, Gym Equipments

O7. Maintenance Schedule for all Assets

O8. Work Schedule of all Staff maintaining the complex

 


Finance

F1. Payment Record for Taxes towards Property, Construction and Maintenance

F2. Payment Record for City/Municipality Water Supply

F3. Record of Maintenance Expenses while under Builder’s Maintenance

F4. Record of all Collections made from the Owners (except purchase related)

F5. Contracts with existing Maintenance, Security staff (could be same as L6)

 

Legal

L1. Sale Deed copy/Proof of Ownership of all Owners

L2. Share Certificate Copies for all Owners (where applicable)

L3. Khatha Certificate Copies for all Owners (where applicable)

L4. Car Parking Allocation Record

L5. All Legal Documents executed between the Builder & Landowner (could be same as P1)

L6. Contracts with Vendors

L7. Undertaking by the Builder regarding Indemnity & Limitation of Liabilities of the Society for all transactions prior to the Handover Date

Useful Handover Tips:

  • Start Right by setting up your Society Management & Accounting on ADDA
  • To find Facility Maintenance Vendors, such as Housekeeping, Security etc. post your RFQ on https://contact.adda.io/adda-app/?apt=app&page=

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About the Author: San Banerjee

5 Comments

  1. Hi Ellen, in Apartment Complexes where Parking Slots are sold separately, there is an allocation of Car Park by the Builder to the Owner. This means marking the Car Park with the Flat Number of the Owner, having the Parking Slot number documented in the Sale Deed and having a Document that Maps Flat numbers/Owner Names with the Parking Slot Numbers. This is the Car Parking Allocation Record.

    If this is not done by the Builder, then it is difficult for the Association to do it later, as it causes conflicts.

  2. Hi, Which department is giving the clearance to operate the elevators and what is the specific name of the document one needs to ask for? Thanks, Ellen

  3. Hi, what is the difference between an occupancy certificate and a completion certificate and which authority issues this?

    Thanks,
    Ellen

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