How do I hand over a sleep clinic’s customer fitting notes to a buyer?

Fitting notes record body measurements, comfort preferences, sleep complaints and the products a customer chose. They are valuable because they let the next owner serve repeat customers well, and sensitive for the same reason. Begin by finding out where they live: paper files, a computer system, or staff memory.

Tidy them before handing anything over. Make sure each note is dated, linked to the right customer and readable. Remove duplicates and mark anything you are unsure about. A buyer will value a clean, searchable set far more than a box of loose forms.

Then agree on the process. A buyer often sees only a summary before closing, with the full records passed over at closing. Ask your lawyer what notice or consent customers should receive and how the notes should be stored afterward. Hand over secure access, not email attachments. Consider introducing the new owner to long-standing customers so the transition feels natural. Decide what happens to your own copies afterward. Ask your lawyer whether you should keep any, for how long, and how you would dispose of the rest. Write the plan into the sale documents so both sides know who is responsible for the notes at every stage.

Key takeaways

• Find where every set of notes is stored.
• Clean and date them before sharing a summary.
• Ask your lawyer how customers are told before the transfer.
• Write down who is responsible for the notes at each stage.