What to Include in a Client Handover Document

Handing over a project to a client is a crucial step in the construction or renovation process. It's not just about delivering the physical space; it's about providing comprehensive information and support to ensure that the client can comfortably settle into their new environment. One of the key tools in this process is the client handover file, a collection of documents and instructions that empower the client to manage and maintain their property effectively.I typically prefer to hand the client a digital copy. Let's delve into what should be included in this essential package though not all projects will require everything listed below:

1. Contractor and Designer Details Include contact information for all contractors and designers involved in the project. This should include phone numbers and email addresses of key contacts for easy communication in case of any issues or queries.

2. Keys, Fobs, and Remote Controls Provide all keys, fobs, and remote controls necessary to access and operate different areas and systems within the house. Ensure that these are clearly labeled for convenience.

3. Design and Consultant Plans Include copies of the design plans, engineer reports, plumbing or sewer diagrams, and any other relevant consultant plans. This helps the client understand the structure and systems of their property.

4. Fixtures and Finishes Schedule A detailed schedule of fixtures and finishes is crucial for maintenance and repair purposes. Include information about materials used and recommended care instructions.

5. Consent Documentation and Approvals Provide copies of all consent documentation and council approvals obtained during the build or renovation process. This ensures compliance with legal requirements.

6. Licenses and Certificates Include copies of licenses or certificates related to the build, such as waterproofing certificates, electrical certificates, HVAC certificates, and fire system certificates. These documents verify the safety and functionality of the property.

7. Paint Schedule and Color Codes Provide a paint schedule with final colors used in different areas of the property. Include color codes for easy reference during touch-ups or repainting.

8. Fabric Selections If custom fabrics are used for curtains, blinds, or furniture, include details about these selections. Provide care instructions to maintain the quality of these materials.

9. Location of Important Services Clearly mark the location of important services such as isolation valves for gas, electricity, and water, as well as the electrical box. This information is crucial in case of emergencies or maintenance tasks.

10. Warranties and Manuals Include warranties, operations manuals, or operating guides for all appliances and electronically operated items in the home. Provide additional operating instructions for anything not covered in the manuals.

11. Security System and Solar Care Explain how to operate the security system and provide care instructions for solar systems if applicable. This ensures the safety and optimal performance of these features.

12. Pool and Landscaping Maintenance Include instructions on how to care for the pool and landscaping features. Provide a landscaping maintenance guide and watering system instructions for plant care.

13. Cleaning and Maintenance Guides Offer cleaning and maintenance guides for different surfaces and materials used in the property. This includes caring for stone, cladding, and other finishes.

14. Suggested Maintenance Schedule Create a branded maintenance schedule template to include in all handover folders. This helps the client stay organized and proactive in property maintenance.

15. Additional Home-specific Details Lastly, include any other relevant details specific to the home, such as unique features, special systems, or important contacts for ongoing support.

In conclusion, a well-prepared client handover bottle is a valuable asset in ensuring a smooth transition for clients into their new property. By providing comprehensive information, instructions, and support, you empower clients to enjoy and maintain their homes effectively.