Property Handoff Checklist for Owners, Buyers, and Caretakers

Why handoff knowledge disappears

Real estate transactions transfer legal ownership extremely carefully and operating knowledge almost not at all. Disclosure forms cover known material defects. They do not cover which breaker feeds the well, that the back gate needs lifting to latch, or that the crawlspace vent must be closed in November.

That knowledge lives in the departing owner's head. Once they leave, the new owner spends the first two years rediscovering it — sometimes expensively.

Shutoffs and safety

• Main water shutoff location, valve type, and which way it closes
• Secondary water valves for outbuildings, irrigation, and exterior spigots
• Main electrical disconnect and every sub-panel location
• A current, correct panel directory photo
• Gas or propane shutoff and the tool required
• Smoke and carbon monoxide alarm locations and last battery change
• Fire extinguisher locations and service dates
• Emergency vehicle access route and any gate codes or keys

Keys, codes, and access

• Every physical key, labelled to the door or gate it opens
• Gate codes, keypad codes, and lockbox locations
• Alarm system codes and the monitoring company contact
• Garage door remotes and keypad codes
• Any shared access arrangements, easements, or neighbour agreements
• Mailbox key and, where relevant, cluster box number

Utilities and service accounts

• Electric provider, account details, and meter location
• Water source: municipal, private well, shared well, or hauled
• Sewer or septic, with the responsible authority if applicable
• Propane supplier, tank ownership status, and typical fill schedule
• Internet provider and where the service enters the building
• Waste collection schedule and any transfer station requirements

Septic, well, and major systems

• Septic permit, as-built drawing, tank location, pumping history, and last inspection
• Well log, water test history, pump type and age, treatment equipment and filter sizes
• HVAC equipment ages, model numbers, filter sizes, and service history
• Water heater age, type, capacity, and any expansion tank
• Roof age, material, installer, and any remaining warranty
• Generator model, fuel type, transfer arrangement, and exercise schedule
• Sump pumps, French drains, and where discharge goes

Maintenance history, warranties, and contractors

• Maintenance records for at least the last few years, with dates and costs
• Manuals for anything that stays with the property
• Transferable warranties, with claim instructions and required documentation
• Contractors you would call again, by trade, with a note on what they did
• Contractors you would not call again, and why
• Closed permits for additions, decks, electrical, and plumbing work

Seasonal routines and known issues

This is the section that separates a helpful handoff from a box of paperwork. It is also the hardest to remember to write down, because to you it is simply how the place works.

• Seasonal tasks: irrigation blow-out, vent closing, gutter timing, snow routes, burn restrictions
• Quirks: doors that stick, breakers that trip under specific loads, drains that need periodic attention
• Water behaviour: where it pools, what has flooded, which culverts need clearing before storms
• Known deferred work: what you were planning to do next and roughly what it would cost
• Wildlife, pest, and vegetation patterns that need annual attention
• Neighbour context: shared driveways, fence responsibilities, livestock, and access customs

The property map

A map of the mapped features above is the single most useful artifact in a handoff, because it converts a list into locations. Include it, and be explicit about how confident each location is.