Sample Handover Minutes (Management Change)

What Is a Handover Minutes?

When a manager's duty ends and a new one takes office (resignation, dismissal or expiration of the term), all documents, books, keys and financial assets in the hands of the old management must be transferred to the new management. The document that records this transfer is the handover minutes. The minutes both protects the old manager from future liability and clarifies what the new management has taken over; therefore it is critical for both parties.

What Should Be in the Minutes?

• Information of the transferring and receiving persons
• Date of transfer and period information
• List of transferred documents and books
• Transferred financial assets (cash, bank balance)
• List of keys and fixtures
• Signatures of both parties

Copyable Handover Minutes Sample (Full Text)

……………………… APARTMENT / RESIDENTIAL COMPLEX
MANAGEMENT HANDOVER MINUTES

On …/…/20…, the management of ……………………… Apartment/Complex was handed over from the old manager …………… (Name Surname) to the new manager …………… (Name Surname). The transferred documents and assets are listed below:

1. Books and Documents:
– Resolution Book (notary-certified, last page no: ……)
– Operating (Income-Expense) Book
– Invoice, receipt and expense document file
– Dues accrual/collection (debt-receivable) chart
– Current contracts (lift, cleaning, insurance, etc.)

2. Financial Assets:
– Cash balance: ………… TRY
– Bank account balance: ………… TRY (Account/IBAN: ………)
– Transferred debts/receivables: ………

3. Keys and Fixtures:
– Building entrance/common area keys: …… pieces
– Fixtures list (attached): ………

This minutes has been drawn up in two copies, and has been read and signed by the parties. The receiver declares that they have received the above documents and assets in full. …/…/20…

TRANSFERRING (Old Manager)     RECEIVING (New Manager)
Name Surname – Signature             Name Surname – Signature

ATTACHMENT: Fixtures list

Filling Guide

Write each item one by one; instead of a general expression like "everything has been delivered", concretely specify the book, amount and number of keys. Writing the last page number of the resolution book prevents subsequent addition/deletion claims. Two copies should be prepared and each party should keep one copy.

Related Processes

Handover is usually done after resignation or dismissal. We covered the resignation process in our resignation petition article, the dismissal process in our manager dismissal article, and the general logic of the handover in our manager change article.

Common Mistakes

• General expression: Not "all documents delivered", but list item by item.
• Single copy: Two copies should be prepared and each party should keep one.
• Not writing the financial balance: Cash and bank balance should be specified with figures.

This content and template are for information purposes only, as examples. Adapt to your specific situation.