A practical handover record should contain a dated, room-by-room description of the home’s condition, supported by clear photographs and specific notes about any damage, omissions, or unresolved issues. The Estate Agents Authority says the seller normally lets the buyer inspect the property before completion to verify delivery of vacant possession. These official points do not establish a prescribed condition-record format, so any required form or sign-off must be checked against the transaction documents.
What the Handover Record Should Contain
Without claiming to be a legally required form, a useful record may include:
- A dated inspection note: Cover each room or area and describe its visible condition at the time of inspection.
- Linked photographs: Use both general views and closer views of any issue mentioned in the notes, making clear where each image was taken.
- A specific issue list: Record the location and nature of damage, marks, stains, missing items, or other relevant observations. Avoid general descriptions such as “good condition” that do not show what was actually seen.
- A fittings or contents list: Identify any fixtures, fittings, or stored items that should remain at handover. This prevents later uncertainty over what the photographs were intended to cover.
- A separate possession entry: Record whether vacant possession is being delivered rather than assuming that photographs of the property establish possession status.
- Agreed follow-up: Note any action the buyer and seller agree upon, while making clear that the record itself does not alter the sale agreement unless the documents provide otherwise.
How to Check the Condition Before Completion
The Estate Agents Authority states that the seller normally lets the buyer inspect the property before completion. During that inspection, the buyer can follow a consistent sequence:
- Walk through each room and usable area.
- Make written observations before taking or reviewing photographs.
- Photograph the overall condition and any specific issue worth recording.
- Compare the observations with earlier inspection or disclosure material, if such material exists in the transaction file.
- Identify unresolved points clearly and, if necessary, ask for them to be acknowledged by the person handling the conveyancing.
A final walk-through at completion can also help distinguish earlier wear from damage discovered later. It does not replace the pre-completion inspection: the earlier record provides a baseline against which the final observations can be compared.
Physical condition and vacant possession are separate checks. A property may be vacant but still show wear or damage, and clear photographs do not by themselves establish who occupies it or whether possession has been delivered.
What the Buyer Must Still Confirm
The available official guidance does not identify a prescribed condition-record format. The buyer should therefore confirm:
- Whether the sale and purchase agreement or related conveyancing documents require a particular schedule, report, annex, or acknowledgement.
- Whether the property is sold with a tenancy, because the Estate Agents Authority states that the seller generally delivers vacant possession on completion unless it is sold with a tenancy.
- What the expected occupancy position is at completion and what happens if the property remains occupied.
- Which fixtures, fittings, appliances, or other items are included in the handover.
- Whether the buyer and seller want the condition record acknowledged and what follow-up they agree upon.
If the transaction documents do not answer these points, the buyer should raise them with the person handling the conveyancing before completion rather than assuming that a checklist or set of photographs satisfies every contractual or legal requirement.