The Building Handover: Setting the Stage for Success
For the developer the handover process is a pivotal moment. It’s the bridge between completion and occupancy, where the project’s quality and reputations take centre stage. Done correctly, it sets the tone for a seamless transition and long-term new owner satisfaction. Done poorly, it can spiral into disputes, costly repairs, and damaged trust.
Here’s how to ensure the building handover is smooth, efficient, and leaves a positive impression on all stakeholders.
First Impressions Matter
Building Presentation: A poorly presented building at handover can instantly set a negative tone for owners, which can be hard to reverse. Ensure the property is handed over to a high standard to establish confidence and satisfaction from the outset.
The Final Builders Clean: Don’t overlook this crucial step and complete just prior to occupation! Thoroughly clean all common areas, including car parks, windows, façades, and other finishes. Remove paint splatter and construction dust to present the property as a polished, completed development.
Material Storage: Clear away or conceal leftover building materials. A site that looks like a construction zone undermines the perception of a finished product.
Prepare for a Seamless Handover
Detailed Inspections: Conduct thorough inspections to identify and log any finishing issues that need rectification. Document them properly to avoid missed items later.
Trade Resources: Have trades readily available to address minor finishing touches and prevent small issues from escalating into major problems.
Handover Manuals and Inductions: Provide comprehensive handover manuals and ensure key trades conduct site inductions with the building and strata management teams.
Service Contractors: Engage essential contractors, such as cleaners and landscapers, before owners move in to maintain a high level of site presentation and functionality from the outset.
Waste Management: Ensure waste bins are delivered and establish clear waste-handling processes. Communicate these protocols to the strata manager, building manager, and owners. Keep trade waste separate to avoid confusion and the overloading of the new owners bins.
Tracking and Closing Out Defects
A systematic approach to defects management is essential for accountability and efficiency. Work through these key steps:
Document the Process: Create a standardised system for defect reporting, outlining responsibilities and timelines.
Act Early: Identify and rectify defects prior to occupation whenever possible.
Record Everything: Maintain accurate records of defects, including photographs, locations, access needs, and responsible parties.
Streamline Resolution: Develop clear scopes of work for repairs and implement a tracking system to monitor progress. Escalate unresolved items promptly.
Managing Disputed Items
Disputes over defects can be costly and time-consuming. To resolve them effectively:
Rely on Standards: Use and reference relevant standards and codes to ensure transparency and minimise subjective interpretations.
Regular Communication: Hold bi-monthly or monthly meetings with representatives from the owners corporation, developer, and builder to maintain open dialogue and keep items progressing.
Engage Experts: Involve independent experts to provide assessments or detailed scopes of work for contentious issues.
Escalate When Needed: If disputes persist and are intractable, involve the Building Commissioner or Fair Trading for mediation or for expert determination on required rectification standards.
Essential Records for Handover
Providing accurate documentation is critical. Include:
- Occupation certificates and their annexures
- As-built plans and development consents
- Engineering reports
- Subcontractor warranties
- Maintenance manuals and requirements
Clear Roles and Responsibilities
Every stakeholder has a role in defects management. Here’s a snapshot:
Lot Owners/Real Estate Agents: Report lot-specific and common property defects and follow up on progress for rectification.
Building Manager: Report common property issues, oversee defect rectifications and coordinate trade access.
Strata Manager: Facilitate communication, monitor compliance, and support expert engagement.
Developer and Builder: Address reported issues and resolve promptly, ensure trades are responsive.
Legal and Expert Consultants: Provide advice on warranties, mediate disputes, and offer technical expertise.
