Builder to Society Handover of charge

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We have been receiving many queries from people residing in  Multi Building Complexes that have formed the Society and are in the process of taking Control & Maintenance Handover from the Builder. We hope this note and Comprehensive Checklist will help both the Builder and the Society in hassle-free Handover.
Lifecycle of a typical Multi- Building Complex (Apartment / Flats / Villa Complex):
1. Purchase of a Land Bank by the Builder from the Landowner(s)
2. Construction of the Building and sale of individual Units to Owners (typical duration of 1-3 years)
3. Handover of the Units to the Owners for Occupation, and maintenance of the Complex by the Builder (typical duration of 1-3 years)
4. Formation of Residents Association/Society and handover of the Maintenance & Control by Builder to the Society (typical duration 6 months)
5. Management of the Complex by the Society (typical duration of 25-30 years)
6. Redevelopment of the Complex by the Society in collaboration with a Builder.
It is evident that the crossover between Point 4 and Point 5 above is crucial. A Property which will be managed by the Society for 25-30 years and beyond need to be conveyed over to the Society.
Society Handover

Here is a comprehensive checklist any Society will require for a smooth Handover from the Builder:
Checklist for Handover from Builder to the Society

Property
P1. Property Documents executed between the Landowners and Builders

P2. Approved Construction Plan

P3. Completion Certificate
P4. Occupancy Certificate

P5. NoC from Fire Department

P6. NoC from Electrical Inspector
P7. Clearance to operate Elevators
P8. Property Insurance papers (if any)


Maintenance
M1. Drawings of the Electrical Wiring including Earthing Points

M2. Drawings of the Water Piping

M3. STP Drawing & certification by Architect/Pollution Control Board

M4. Waste Disposal system with approval from Pollution Control Board

M5. AMC Documents – Lift, Generator, Transformer, ADDA portal, etc.

M6. Invoices and Warranties for all Assets – Pumps, Lift, Generator, Transformer, Swimming Pool Equipments, Gym Equipments
M7. Maintenance Schedule for all Assets

M8. Work Schedule of all Staff maintaining the complex

Finance
F1. Payment Record for Taxes towards Property, Construction and Maintenance

F2. Payment Record for City/Municipality Water Supply

F3. Record of Maintenance Expenses while under Builder’s Maintenance
F4. Record of all Collections made from the Owners (except purchase related)

F5. Contracts with existing Maintenance, Security staff (could be same as L6)

Legal
L1. Sale Deed copy/Proof of Ownership of all Owners

L2. Share Certificate Copies for all Owners (where applicable)

L3. Khatha Certificate Copies for all Owners (where applicable)

L4. Car Parking Allocation Record

L5. All Legal Documents executed between the Builder & Landowners (could be same as P1)

L6. Contracts with Vendors

L7. Undertaking by the Builder regarding Indemnity & Limitation of Liabilities of the Society for all transactions prior to the Handover Date

We trust this basic check list will help you plan and execute a smooth handover.

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