Changing website providers is easier when the old developer hands everything over cleanly. A good handover means you hold the keys to your own site. This website handover checklist shows what to ask for, how to ask, and what to do if nobody replies.
What a clean handover contains
Your website is more than the pages visitors see. It sits on top of several accounts, and each one can lock you out if it is held by someone else. A complete handover covers all of them, so ask for the full list at once rather than one item at a time.
The most important items are the ones that control ownership. If you only secure three things, make them the domain registrar login, the hosting account and the website admin login.
The copyable checklist
Copy this list into your email or a shared document and tick items off as they arrive.
- Domain registrar account login, or a transfer of the domain into your own account
- DNS access, plus a copy of all current DNS records
- Hosting account login, or a full export of the site if the host is the developer's own
- Website admin logins, including an administrator account in your name
- A recent full backup of the database and the site files
- Theme and plugin licence keys, with the licence account email
- Analytics and search console access, with you as an owner
- Email provider and mailbox admin access
- Payment gateway and checkout account access
- CDN and security service accounts
- Any other third-party tools, such as booking, newsletter or form services
- Written documentation of how the site is set up
- A list of any custom code, with where it lives and what it does
Why each item matters
Domain and DNS. The domain is your address on the internet. DNS records tell the world where your website and email live. Without them, a move can break both.
Hosting and files. Hosting is where the site runs. If the developer pays for it under their own account, ask for a full export so you can move it.
Admin logins. You need an administrator account that belongs to you, not a shared one. For WordPress sites, the official documentation explains how backups work, which helps you judge what a complete backup should include.
Licences. Paid themes and plugins often tie updates to a licence key. If the key sits in the developer's account, you may lose updates later.
Third-party accounts. Analytics, email, payment gateways and CDN accounts are often created by the developer. Ask that each one is either transferred to you or that you are added as an owner.
Documentation and custom code. A short document describing the setup saves hours for the next team. A list of custom code shows what is unique to your site. If a term is unfamiliar, our website maintenance glossary explains it in plain words.
How to ask politely and in writing
Send one clear email and keep it friendly. Written requests give you a record and give the developer time to gather everything.
- Thank them for their work.
- Say you are moving the site to a new provider.
- Paste the checklist above.
- Give a reasonable date, such as two weeks, and say you are happy to help with any questions.
Keep the tone calm. Most developers are glad to hand over when the request is clear and respectful.
If they do not reply
Wait a few days, then send a short follow-up on the same thread. Try a second channel, such as a phone call or a message on the platform you first used to find them. Keep copies of everything.
Meanwhile, work out what you can access yourself. You can often find the domain registrar by looking up the domain on a public lookup tool. ICANN explains how domain ownership and registrant details work. For legal questions about contracts or ownership of the work, check with your own adviser.
We have a longer guide on this situation: taking over a website from a developer who has gone quiet. It covers the practical steps when contact has stopped completely. You can also read our page on switching website maintenance providers for the overall process.
Change passwords and confirm you own the domain
Once the logins arrive, change every password straight away. Use a password manager, turn on two-factor sign-in where it is offered, and remove accounts you do not recognise. Remove the old developer's access when the handover is complete, including admin users, hosting and any API keys.
Then confirm that you own the domain. Log in to the registrar and check that the registrant name and email are yours. Make sure the renewal contact is a mailbox you read. Turn on auto-renew and the registrar lock. If the domain is registered in the developer's name, ask them to move it into an account you control.
Finally, test the site. Check that forms send, payments work, and backups can be downloaded. Our free website maintenance audit can help you see what state the site is in after a handover.
How WebXSentry handles handovers
Migration and handover from your current provider are free with WebXSentry. Logins are shared through a secure vault in the client area, and every login is returned in writing if you leave. Plans are Essential $99, Business $199 and Priority $399 a month, with 2, 6 or 12 hands-on hours. They run month to month with no exit fee, and there is a 30-day money-back guarantee. Engineers work Monday to Saturday on India time, and a person replies by your next business morning. See website maintenance pricing for details.
What to do next: copy the checklist, send it to your developer this week, and keep a record of every reply. If you want a hand, ask for a free audit and we will tell you what is missing.
