Property handover: keys, meter readings and a record
Quick answer: Agree handover terms before the sale contract. At the meeting, record condition, keys, readings and unresolved matters in a shared handover document.
Agree the date and condition in advance
Use the handover terms in the sale contract as the starting point. Confirm when the rooms will be vacated, who will attend and which items remain. Discuss any extra moving time before signing. The buyer should not discover for the first time at handover that a storage room is still full or some keys are missing.
Walk through the property together
Inspect the rooms and agreed items together. Check storage, parking and access to shared areas where these form part of the agreement. Record any visible differences from the agreed condition and write down the next steps. Photographs help document condition but do not replace a clear written account of what the parties agreed.
Prepare a handover record
A useful record includes the date, participants, address, meter readings and keys provided. Add remotes, access cards and instructions for equipment that stays. Assign a person and deadline to any unresolved issue. Both parties should retain the same final version together with the agreed photographs.
Finish the practical administration
Arrange contract closure or changes with utility and service providers. Do not leave the buyer passwords to personal accounts; transfer device control safely where needed. Confirm where final bills should go and how later questions will be handled. This keeps the final stage of the sale organised rather than dependent on ad hoc calls.
What to include in the handover record
Record the address, date, participants, number of keys and remotes, and meter identifiers with readings. Include the agreed furniture and appliances, visible defects and unfinished work. Photographs should clearly identify the room or item concerned. For unresolved issues, state who will act and by when. A general statement that everything is fine does not describe a missing garage remote or promised cleaning. Both parties should receive the same record and attachments.
Check equipment before leaving
Locate the water shut-offs, electrical panel, heating controls and entrances together. Hand over available manuals and identify service providers whose contracts need attention. Transfer smart-device and access-system permissions in an agreed way without handing over the seller’s personal accounts. If a representative handles the keys, send the record to the owner for checking. Keep the final document set together after the meeting; photographs scattered across several conversations are difficult to find later.
This guide helps you prepare. Confirm the terms and required documents for your particular transaction with the notary.