Handover guide
On a funded, pre-let or forward-sold scheme, the contractor, key subcontractors and the consultants are often asked to give collateral warranties to a funder, a purchaser or a tenant. This guide sets out what a register of them needs to hold, works through an example, and shows how Fidrel keeps each warranty from the outstanding line on the handover checklist to the signed copy and its dates afterwards.
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One scheme can need warranties from the main contractor, several subcontractors and every consultant, each to more than one beneficiary. Each one moves through drafting, agreement and signing at its own pace, and the one still unsigned is often found only when a solicitor asks for the full set.
Executed warranties arrive as scans attached to emails between solicitors, the contractor and the employer’s agent. Years later, when something goes wrong with the building, nobody can say quickly which warranty covers that work or where the signed copy went.
For each warranty, a register records who gives it and who receives it, the work or appointment it relates to, whether it has been signed, where the signed copy is kept and the dates that matter afterwards. In Fidrel this lives in two places: the handover checklist while a warranty is outstanding, and the Warranties & contracts register once the signed copy is in hand. There is no field for the beneficiary or for step-in rights; write them in the title or the notes.
Operations
Take a block of flats over ground-floor shops, financed by a lender, with one shop let before completion. The checklist gets six lines under Warranties: main contractor to funder, main contractor to tenant, mechanical and electrical subcontractor to funder, architect to funder, structural engineer to funder, and cladding subcontractor to tenant. Each line names the company delivering it and a due date a fortnight before practical completion. As each executed copy comes in, it is uploaded to the Collateral warranties folder and its line is set from Outstanding to Submitted, then to Approved once someone on the client side has read it.
Step 1
The UK handover template has a Collateral warranties line in the Warranties section. Add one line for every warranty you expect, with the company delivering it as Responsible and a due date.
Step 2
Upload the executed warranty to the line’s folder straight from the checklist. Once you have checked it, set the line to Approved, and Fidrel records who approved it and when.
Step 3
Add the warranty as an entry of type Warranty, with the company giving it as counterparty, a reference, start and end dates, the signed copy linked as its document and a reminder in days before the end date.
Each checklist line shows its status, the company responsible and its due date, flagged as overdue once that date has passed without approval. The line also shows its folder and how many documents are in it. The progress line counts what is approved, submitted and outstanding, and lines set to Not applicable are left out of the count. The checklist sends no reminders about outstanding warranties; the overdue flag shows what to chase.
In Warranties & contracts, entries are listed by end date, which you take from the warranty itself. On the reminder day, the person who added the entry and the project administrators get a notification in Fidrel, and the entry is marked Ending soon. When a purchaser’s or funder’s solicitor asks for the full set, the Export centre downloads 10 Warranties and defects, with the Collateral warranties folder inside it, as one ZIP file with its folders kept and a CSV list of the files.
Fidrel does not draft, negotiate or compare collateral warranties, and it does not track step-in rights or assignments. Whether a warranty has the effect the parties intend is a question for a solicitor. Approving a line records a name and a date; it is not an electronic signature.
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Read moreA list of every collateral warranty a scheme needs: who gives it, who receives it, how far it has got and where the signed copy is kept. The client side uses it to chase what is outstanding before practical completion and to find a warranty years later.
Yes. The UK handover template has a Collateral warranties line in the Warranties section, filed to a Collateral warranties folder under 10 Warranties and defects. Add a further line for each warranty you expect.
Not in a field of its own. Put the beneficiary in the line’s title, for example “Main contractor to funder”, or in the notes of the checklist line and the register entry.
Yes, once it is in Warranties & contracts with an end date. You set the reminder from 0 to 730 days before that date, and the person who added it and the project administrators are notified in Fidrel.
You can download it and send it yourself. The Export centre exports the 10 Warranties and defects folder, which holds the collateral warranties, as one ZIP file with the folders kept and a CSV list of the files.
No. Fidrel keeps the record and the signed copy, but it does not draft or compare warranty terms or advise on their effect. That is a matter for a solicitor.
