Office Handover Checklist: What to Verify Before You Take Possession

Short answer: Before taking possession of a leased office, verify the signed lease and registration, the occupancy and fire certificates, the measured area against the agreement, every MEP and fire system in working order, opening meter readings, and a written snag list the landlord has signed with completion dates.

Why handover deserves its own checklist

Most effort in an office search goes into choosing the building and negotiating the term sheet. Handover is treated as a formality, yet it is the moment when the condition of the space, the start of rent and the start of your obligations are fixed. Anything not recorded at handover becomes difficult to claim later, because the landlord can reasonably argue it happened during your occupation.

Documents to collect

The executed and registered lease deed, with every annexure and the final floor plan.
Copies of the building occupancy certificate and current fire NOC.
Any approvals relevant to your fit-out, such as landlord consent for drawings.
The handover letter stating the possession date, rent-free period and rent commencement date.
Building rules, fit-out guidelines and contact details for facility management.

Area and layout

Ask for the measured area statement and compare it with the area in the lease. Walk the space with the floor plan and check columns, shafts, toilets and pantry points are where the drawing says. If the agreement uses super built-up area, understand the loading factor so you know what usable carpet you are actually receiving.

Building systems

Test what you can on the day rather than accepting a verbal assurance: air-conditioning in each zone, lighting circuits, power points and DB rating, sprinklers and smoke detectors, emergency lighting, washroom fixtures and drainage, and lift access to your floor. Note the condition of the ceiling, flooring and glazing with dated photographs.

Meters, keys and access

Record opening readings for electricity, DG and water meters and have both parties sign them. List the keys, access cards and parking stickers handed over. This removes a common source of later billing disputes.

The snag list

Write every defect into a single snag list, attach photographs, and get the landlord or facility manager to sign it with a target closure date. Agree in writing whether the rent-free period or rent start is affected if material items stay open.

Frequently asked questions

Who should attend the handover?

Someone from your facilities or admin team, your fit-out contractor or project manager if you have one, and the landlord's facility manager. Your advisor can help prepare the checklist and review the documents.

Can rent start before snags are fixed?

That depends on the lease. Many agreements tie rent commencement to a date rather than to defect closure, so negotiate the link in the term sheet if it matters to you.

Should we photograph the space?

Yes. Dated photographs of every room and system are the simplest evidence of condition at handover and help at exit when the reinstatement obligation is assessed.