Documents to Hand Over to the New Manager

At the end of the mandate, the outgoing manager must hand over to the successor all the documentation in their possession relating to the condominium and to the individual owners, with no right to further compensation for this task. They must also carry out urgent activities to avoid harm to common interests. Failure to comply is a serious irregularity and may ground judicial removal. A clear list of documents helps the new manager verify that the handover is complete.

The legal basis

Article 1129 of the Italian Civil Code governs the manager's duties, including the handover of documentation at the end of the term. The rule is mandatory: it cannot be excluded by agreement and applies whether the mandate ends by removal, resignation or expiry. The handover must be complete and also cover the owners' personal data processed during the term, in compliance with data protection law.

Accounting documentation

• Accounting ledger and cash journal
• Approved annual reports and related attachments
• Management estimates and allocation statements
• Bank statements of the condominium current account
• Invoices and supporting expense documents
• Statement of receivables and payables, with the list of defaulters

Registry and meeting documentation

• Up-to-date condominium register of owners
• Register of the minutes of meetings
• Register of appointment and removal of the manager
• Notices and minutes of the most recent meetings
• Condominium regulation and thousandths (millesimi) tables

Technical and contractual documentation

• Contracts with suppliers and maintenance firms
• Manuals and documentation of the systems (heating, elevator, fire safety)
• Insurance policies and pending claim reports
• Building permits, certifications and attestations
• Documentation of extraordinary works in progress

Timing of the handover

The law does not set a precise number of days, but the handover must take place without delay, within a reasonable time compatible with continuity of management. Practice and case law consider timely a handover that occurs within a short interval from the end of the term. Withholding documents beyond what is necessary, or handing them over partially and in disorder, is considered a breach and may justify the intervention of the court.

What to do if the handover does not happen

If the outgoing manager does not hand over the documentation, the new manager or the meeting may serve a formal notice and, failing that, take legal action to obtain the handover. The failure to hand over is a serious irregularity and may amount, in the most serious cases, to conduct of criminal relevance where common assets are unduly withheld. It is useful to draw up a handover record signed by both managers, listing the documents transferred.

Handover record: why it matters

The handover record protects both parties: it attests what was actually transferred and when, reduces disputes over completeness and sets the starting point of the successor's liability. In the record it is advisable to list documents by category, with the date and the signature of the person handing over and the person receiving.

Filing all documentation in an orderly way makes the handover fast and verifiable. With AmministraPro the manager keeps accounts, minutes, the owners' register and technical documents in a single exportable folder, so the handover to the successor is complete and tracked. The features are described on the /funzioni page and the plans on the /prezzi page.