Quick answer
A strata committee handover checklist covers access to documents and records, contact details for the manager and key contractors, the compliance register status, open maintenance items, outstanding disputes or requests, and any decisions in progress. Complete it after an AGM election or whenever a role changes hands, so nothing depends on one person's memory.
Outgoing and incoming committee members and secretaries after an election, and strata managers supporting a smooth transition between committees.
The template
Select the text below and copy it into your own document, or print this page.
STRATA COMMITTEE HANDOVER CHECKLIST Scheme / plan number: ____ Scheme name / address: ____ Handover date: ____ Outgoing role holder: ____ Incoming role holder: ____ Role(s) being handed over: ____ ACCESS AND ACCOUNTS Committee portal / Flex Strata account transferred: Yes / No Role-based email or alias: ____ Document storage access transferred: Yes / No Other shared logins: ____ KEY CONTACTS Strata manager name and contact: ____ Key contractors: Name / trade / contact: ____ Name / trade / contact: ____ Name / trade / contact: ____ Insurance broker / insurer contact: ____ COMPLIANCE AND DOCUMENTS Location of by-laws: ____ Location of insurance documents: ____ Location of compliance register: ____ Items due soon (list with dates): ____ Any items currently overdue: ____ OPEN ITEMS IN PROGRESS Maintenance items in progress: ____ Contractor quotes awaiting approval: ____ Owner requests or disputes in progress: ____ Decisions started but not finalised: ____ MEETING AND MINUTES RECORD Location of past meeting minutes: ____ Date of most recent AGM: ____ Date of most recent committee meeting: ____ SIGN-OFF Outgoing member signature: ____ Date: ____ Incoming member signature: ____ Date: ____
How to fill it in
Committee and role details
Record who is leaving, who is arriving, and which specific roles are changing hands.
- Scheme / plan number: ____
- Handover date: ____
- Outgoing role holder: ____
- Incoming role holder: ____
- Role(s) being handed over: ____
Access and accounts
List every system, portal and shared account the outgoing member has access to, so access can be transferred rather than lost.
- Committee portal / Flex Strata account: transferred Yes / No
- Email account or alias (if role-based): ____
- Document storage access: ____
- Other shared logins: ____
Key contacts
Save the incoming committee from having to track down contact details from scratch.
- Strata manager name and contact: ____
- Key contractors (name, trade, contact): ____
- Insurance broker / insurer contact: ____
Compliance and documents
Point the incoming committee to where records live and flag anything due soon, rather than leaving them to find out the hard way.
- Location of by-laws, insurance and compliance register: ____
- Items due soon (e.g. essential services checks, insurance renewal): ____
- Any compliance items currently overdue: ____
Open items in progress
List anything mid-stream so it isn't dropped in the transition — quotes awaiting approval, disputes, requests, or decisions the outgoing committee started but didn't finish.
- Maintenance items in progress: ____
- Contractor quotes awaiting approval: ____
- Owner requests or disputes in progress: ____
- Decisions started but not finalised: ____
Sign-off
A simple sign-off confirms both parties agree the handover is complete, which is useful if a question comes up later about who knew what and when.
- Outgoing member signature / date: ____
- Incoming member signature / date: ____
Why handovers go wrong
Committee turnover is normal — people move, terms end, roles change hands at each AGM. What causes real problems isn't the turnover itself, it's when the knowledge held by one person leaves with them. A password only they knew, a contractor relationship only they managed, a dispute only they were tracking — all of it can quietly disappear at the exact moment a new committee needs it most.
Start with access, not memory
The first practical step in any handover is access: to the committee portal, to shared documents, to any role-based email address. If access depends on the outgoing member remembering to forward things or share a password, it will eventually fail. Confirm access has actually been transferred, not just described as available.
Hand over relationships, not just records
A list of contractor names and phone numbers is useful, but a short note on how each relationship works — who's reliable, who needs chasing, what was agreed informally that isn't written down anywhere — is often more valuable than the contact details alone. The same applies to the strata manager relationship if committee roles are changing.
Compliance doesn't pause for a handover
Insurance renewals, essential services checks and other compliance deadlines don't wait for a new committee to find their feet. A handover checklist should flag anything due in the near term clearly, so a compliance item doesn't lapse simply because responsibility for it changed hands mid-cycle.
Don't let open items drop
The riskiest gap in a handover is work that's already underway: a quote sitting with a contractor, a dispute partway through resolution, a maintenance request that's been actioned but not closed out. List these explicitly rather than assuming the incoming committee will stumble across them in old emails.
Use the AGM as the natural trigger
Most committee handovers happen around the AGM, when elections change who holds which role. Treat the handover as a standing item to complete straight after the AGM, not something to get to eventually — the longer it's left, the harder it becomes to reconstruct what was in progress.
Keep a written record, even for small changes
Even when only one role changes hands, it's worth completing a short handover record. It protects the incoming member from being blamed for gaps they inherited, and it protects the outgoing member by showing what state things were left in.
How Flex Strata helps
Because Flex Strata keeps meetings, action items, the compliance register, contractor details and documents in one portal rather than scattered across individual inboxes, a new committee member logging in after an election can see the full history and everything currently open — without depending on a handover conversation to explain where things are.
Doing this in Flex Strata
Because Flex Strata keeps records, contacts, compliance items and open action items in the portal rather than an individual's inbox, an incoming committee member can see the full picture as soon as they're given access — reducing how much depends on a single handover conversation.
Common follow-up questions
Related answers
Cite this page
Flex Strata (2026). Committee Handover Checklist. Flex Strata by Strata Pages. https://app.flexstrata.com.au/templates/committee-handover-checklist
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