The handover between managers step by step

The delivery obligation when the mandate ends

Article 1129 of the Italian Civil Code establishes that, when the mandate ends, the manager delivers all the documentation in their possession relating to the condominium and to the individual owners. The documentation belongs to the condominium, not to the manager: the latter holds it only by reason of the mandate and, once the mandate is over, must return it in full.

The same rule adds that the outgoing manager must carry out the urgent activities to avoid harm to common interests, with no right to further payment. Until the new manager actually takes over, therefore, the outgoing one cannot abandon the administration by leaving pressing matters uncovered, such as a deadline or an emergency intervention.

Step 1: prepare the inventory of documents

The first step is to draw up an orderly inventory of what is being handed over. The four registers that Article 1130 requires be kept, namely the register of owners' details, the minutes register, the appointment and removal register and the accounting register, are the core. To these are added the approved reports, the allocation plans, each owner's payment status and the condominium account documentation.

A detailed inventory, with a precise list of the documents and their respective years, avoids later disputes over what was or was not handed over. It is also the occasion to check that nothing is missing and that the registers are updated up to the date the mandate ends.

Step 2: hand over contracts, plants and the financial position

Beyond the registers, the incoming manager needs to know the state of ongoing relationships. The active contracts with suppliers, maintenance firms, insurers and utilities must be handed over, with the deadlines indicated; the technical documentation of the common plants, the certificates and the schedule of safety checks; any pending disputes with the related papers.

On the financial side a clear picture must be transferred: the account balance, receivables from defaulting owners, debts to suppliers, funds and reserves set up. Without this data the new manager cannot continue the administration or collect correctly, and the condominium risks losing accounting continuity between the two financial years.

Step 3: handle urgent matters in the transition period

The handover is not instantaneous. In the period between the end of the mandate and the actual takeover, tax deadlines, mandatory checks and plant emergencies may arise. Article 1129 requires the outgoing manager to perform urgent acts to avoid harm: ignoring them on the grounds that the mandate is over exposes them to liability.

It is good practice to define clearly the moment of takeover and coordinate with the new manager, so that no task is left uncovered. A communication to the owners indicating the handover date and the new manager's contacts reduces mix-ups and payments made to the wrong account.

Step 4: minute the handover and use the digital archive

The delivery must be documented: a handover report, signed by both managers, referencing the inventory and attesting to the date and content of the delivery. This document formally closes the relationship and protects both parties from future disputes.

A digital archive makes the handover much simpler, because registers, documents and deadlines are already organised and transferable without boxes of paper. With AmministraPro the accounts, the registers, the contracts and the deadline schedule of each condominium are orderly and consultable, so that the takeover happens with continuity and without reconstructions. The features for the archive and registers are described on the /funzioni page, while the plans are on /prezzi.

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