Hiring a management company
HOA management transition checklist
Updated October 2026 · Published by Elevate Community Management
Meet our association and construction teamThe short answer
Use this checklist to verify the transfer of funds, records, vendor arrangements, access and owner communications. Assign a due date and responsible person, check the evidence, and record exceptions before closing the handover. The separate switching guide explains selection, notice and sequencing.
How should the board use the checklist?
Agree the handover plan with the incoming and outgoing managers. The suggested roles and timing below are starting points; adapt them to your contract and actual dates. Mark an item complete only after its evidence is checked.
If the board is still deciding how to select or leave a firm, start with how to change HOA management companies. Return here when the decision is made and the records transfer begins.
Verify the handover items
0 of 13 items complete
Assign a due date for your transition and check each item once verified. Changes stay on this page until you reload; print your copy to retain it.
Funds
- Responsible:
- Incoming manager and board treasurer
- Timing:
- Before account cutover
- Verify:
- Final outgoing statements match bank balances, with reconciling items documented.
Funds
- Responsible:
- Outgoing manager, checked by incoming manager
- Timing:
- Before closing or moving an account
- Verify:
- Every pending transaction has an owner and a clearing plan.
Funds
- Responsible:
- Outgoing manager and association attorney, as applicable
- Timing:
- Before the first collection cycle
- Verify:
- Balances, notices, agreements and legal files reconcile to owner ledgers.
Funds
- Responsible:
- Incoming manager and treasurer
- Timing:
- Before the first new payment is due
- Verify:
- Instructions are independently verified, owners are notified and old authorizations are addressed.
Records
- Responsible:
- Outgoing manager or board records custodian
- Timing:
- Before management starts
- Verify:
- Recorded declaration, bylaws, articles, rules and amendments are indexed.
Records
- Responsible:
- Outgoing manager and board secretary
- Timing:
- Before the first board meeting
- Verify:
- Minutes, budgets, reports, tax returns and audits are accounted for, with gaps listed.
Records
- Responsible:
- Outgoing and incoming managers
- Timing:
- Before owner onboarding
- Verify:
- Contact details and ledgers are checked; personal data is transferred through an agreed secure method.
Records
- Responsible:
- Outgoing manager and incoming manager
- Timing:
- Before responding to outstanding cases
- Verify:
- Each open maintenance, architectural or violation matter has its history and next action.
Records
- Responsible:
- Outgoing manager, insurance agent and board
- Timing:
- Before coverage or project deadlines
- Verify:
- Policies, claims, reserve studies, warranties and relevant contacts are available.
Vendors and access
- Responsible:
- Incoming manager, with board approval as needed
- Timing:
- Before the cutover
- Verify:
- Renewal dates, scopes and invoice instructions are confirmed; snow service continues without a gap.
Vendors and access
- Responsible:
- Outgoing manager and board designee
- Timing:
- On the agreed handover date
- Verify:
- Physical access and account permissions work; obsolete permissions are revoked at the agreed time.
Owners and closeout
- Responsible:
- Incoming manager, approved by the board
- Timing:
- Before the change takes effect
- Verify:
- Owners have the correct contact details, payment instructions and support route.
Owners and closeout
- Responsible:
- Incoming manager and board
- Timing:
- At the agreed closeout meeting
- Verify:
- Received items, missing records and unresolved balances have assigned owners and follow-up dates.
What belongs in the closeout report?
Record each missing document, unresolved balance, unconfirmed access permission and open vendor matter. Assign a person and a follow-up date. The board should review the report and retain it as the starting record for the new management relationship.
Our transition management service coordinates the handover and reports what was received, what is missing and what needs a board decision.
Questions boards ask
Must the association move its bank accounts?
Not automatically. Confirm the approved banking arrangement, authorized signers and payment process. Reconcile balances whether the existing accounts remain or new ones are opened.
What should we do with missing records?
List the gap, request the item in writing and assign follow-up. Ask counsel to address disputed access or contractual obligations if ordinary requests do not resolve the issue.
What makes an item complete?
Completion means the listed evidence was checked, not simply that someone said the item was sent. Record unresolved exceptions in the closeout report.