Here’s The Complete Handover Checklist
Twice this month we have been approached by business owners looking for help as they can’t access their own websites, don’t have information in their domains and they can’t get in touch with their original web developer.
It’s a situation that happens more often than many businesses realise or would want: their website was built by a developer, then the communication breaks down, support disappears, or they simply want to move in a different direction.
At 291 Media, we’re increasingly being asked to step in and take over the management of existing websites when companies find themselves in this position.
The challenge isn’t usually the website itself — it’s getting access to everything required to manage it properly.
If you’re planning to change website support providers, here’s a complete guide to what should be included in a proper website handover.
Why Website Ownership Matters
Your website is a core business asset. It generates leads, communicates your brand, processes enquiries and sells your products.
Unfortunately, many businesses discover too late that they don’t actually control key parts of their own website, such as:
- the domain name
- the hosting account
- website admin access
- analytics and marketing tools
Without access to these, managing or improving the website becomes extremely difficult.
A proper handover ensures the business retains full ownership and avoids disruption.
The Essential Website Handover Checklist
When transferring management of a website to a new provider, the current developer should supply access to the following.
1. Domain Name and DNS
The domain is the foundation of your online presence.
You should have access to:
- The domain registrar account
- DNS management
- Transfer codes if the domain needs to move
In many cases the domain is registered through providers such as GoDaddy, Namecheap, or 123-Reg. The business owner should ideally be listed as the primary account holder. You can check this my using whois.com
2. Website Hosting
Hosting is where the website files actually live.
Your new website manager will need:
- Hosting provider details
- Control panel access (cPanel, Plesk, etc.)
- FTP or SFTP credentials
- Server information if using a VPS or cloud hosting
Without hosting access, it’s impossible to update or migrate the website.
3. Website Admin / CMS Access
Most modern websites are built on a Content Management System (CMS) such as WordPress.
The new developer should receive:
- Administrator login credentials
- Details of installed themes and plugins
- Any custom admin areas
This allows ongoing updates, security management, and content changes.
4. Website Files and Code
You should also request:
- Full website source files
- Access to any code repositories (GitHub, GitLab, Bitbucket)
- Documentation for custom features
This ensures the site can be redeployed or rebuilt if needed.
5. Database Access
Many websites rely on databases to store content and settings.
The handover should include:
- Database names
- Database login credentials
- Access to management tools such as phpMyAdmin
6. Third-Party Integrations
Websites often connect to a number of external services.
These might include:
- analytics tools
- contact form systems
- payment gateways
- CRM integrations
- email marketing platforms
- spam protection services
- CDN or caching services
Ensuring these accounts are accessible prevents disruptions to marketing and reporting.
7. Analytics and SEO Accounts
If your website generates leads or traffic, these tools are vital.
You should have ownership access to:
- Google Analytics
- Google Search Console
- Google Tag Manager
These platforms help track website performance and search visibility.
8. Backups
Before making any changes, a full backup should be provided.
This typically includes:
- website files
- database export
- details of automated backup systems
Reliable backups protect the site if anything goes wrong during the transition.
9. SSL Certificates and Security
A proper handover should also confirm:
- SSL certificate provider
- firewall or security tools
- malware protection
- login security systems
Security should always be reviewed when changing website management.
What Happens If a Developer Won’t Cooperate?
While most developers are happy to assist with a transition, there are occasional cases where access is difficult to obtain.
The good news is that there are still options and we are here to help.
If the business owns the domain, a new website can usually be launched on a different hosting platform and the domain simply pointed to the new server.
In situations where access to hosting or files is restricted, the website can often be rebuilt using backups or recovered content.
The key is ensuring the business ultimately controls the domain and key accounts.
Best Practice: How Website Ownership Should Be Structured
To avoid problems in the future, businesses should always retain control of the following:
- Domain registration
- DNS management
- Hosting billing account
- Analytics accounts
- Email services
Developers and agencies should simply be granted access, rather than owning these services on behalf of the client.
This protects the business and ensures you’re never locked into a single provider.
Need Help Taking Over a Website?
If your business is experiencing difficulties with a current website developer, transitioning to a new provider doesn’t have to be stressful.
At 291 Media, we regularly help businesses:
- regain control of their website infrastructure
- perform technical audits and security checks
- manage smooth website transitions
- provide ongoing website management and support
If you’d like help reviewing your website setup or arranging a handover, feel free to get in touch.
Your website should always be an asset you control — not one you’re locked out of.