Checklist for Builder-to-Society Handover: Essential Documents & Compliance

A smooth transition from builder to society requires a comprehensive checklist of legal, financial, and operational documents. Proper documentation ensures compliance, transparency, and efficient management of the housing society. Below is a categorized checklist to guide society members in securing all necessary records during the handover process.

1. Property-Related Documents

Certificates Required

To establish a legally valid property handover, the following original certificates must be obtained:

1. Architect Certificate – Specifies the area of each flat, common areas, and parking spaces.
2. Completion Certificate (CC) – Confirms that the construction is as per approved plans.
3. Occupancy Certificate (OC) – Certifies that the building is safe for occupation.
4. Approved RCC Plan – Includes certification of the structural plan.
5. Lift Operation Clearance – Required if an elevator is installed in the building.
6. Fire Department NOC – Confirms fire safety compliance.
7. Electrical Department NOC – Ensures electrical safety compliance (if applicable to lifts).

Documents Required

In addition to certificates, the following documents must be obtained:

1. Lift License – If applicable, in original.
2. NA Order – Confirms the property’s non-agricultural status.
3. Property Insurance Document – If insured, original proof is necessary.
4. Landowner-Builder Agreements – Copies of all agreements executed.
5. Approved Construction Plan – Must be an original document.
6. 7/12 Extract or CTS & Mutation Entry – Essential land records.
7. Building Layout Plans – All blueprints and designs.
8. Survey & Location Maps – City survey maps and property location details.
9. Utility Connection Documents – Electricity and water connection records.
10. Title Clearance Certificate – A legal document verifying property ownership.

2. Financial Documents

Tax & Payment Records

Maintaining financial transparency is crucial. Ensure the following records are in place:

1. NA Tax Payment Record – Original receipts.
2. Property & Construction Tax Receipts – Payment records.
3. Municipal Water Supply Payments – Proof of paid bills.
4. Electricity Bills (MSEB) – Payment receipts.
5. Bank Statements – Statements from District Co-Op Bank or Maharashtra State Co-Op Bank.
6. Other Bank Deposits – Details of additional financial accounts.
7. Maintenance Expense Record – A ledger tracking expenses.
8. Member Ledger – Records of payments collected from flat owners.
9. Expense Ledger – Documenting all expenses incurred.
10. Income & Expense Accounts – Comprehensive financial statements.
11. Final Account Statement – A summary of financial transactions.

3. Operations-Related Documents

Essential Legal & Administrative Papers

To ensure seamless society management, collect the following:

1. Approved CC & OC Plans – Officially sanctioned plans from the local municipal body.
2. Invoices, Warranty Papers & AMC Documents – Covering major building assets such as: 
   
   Lifts
   Transformers
   Pumps
   Generator
   Battery Backup/Inverters
   CCTV Systems
   Fire Safety Equipment
   Gym & Swimming Pool Equipment
   Other Electrical Installations
    
3. Tax Receipts & Challans – All government and private tax payments.
4. Pending Work List & Completion Timeline – Report on unfinished work.
5. Builder’s Undertaking – A written commitment to complete pending work.
6. Vendor Contracts – Agreements with maintenance service providers.
7. Amenities List – A record of all facilities in the apartment complex.
8. Car Parking Allocation & Marking – Details of designated parking spots.
9. Society Registration Certificate – Legal proof of society registration.
10. Bye-laws of the Society – Rules and regulations governing the society.
11. Statement A, B & C – Financial records and statements.
12. Legal Documents Between Builder & Landowner – Copies of all agreements.
13. List of Society Members – Details of flat numbers, build-up areas, and contact information.

Important Drawings & Layouts

Maintaining technical drawings of infrastructure is essential:

1. Drinking Water Plumbing Layout
2. Sewage Treatment Plant (STP) Drawings & Certification
3. Electrical Wiring & Earthing Pits Layout
4. Fire Hydrant Duct Drawings
5. Drainage Line Drawings

Final Note

Not all of these documents may be readily available with the builder, but it is essential to ask for them. Ensure you obtain all relevant documents for your society to facilitate smooth operations and legal compliance. Proper documentation safeguards the interests of homeowners and streamlines society management.

By securing these records, housing societies can prevent legal complications, ensure financial stability, and manage operations effectively. For more insights on cooperative society laws and property management, stay tuned to our blog!

Checklist for Builder-to-Society Handover