This checklist is for new owners, established owners and anyone taking over a running off-licence or convenience store. Use it to identify missing services, check who holds each contract, and avoid discovering a problem after opening day.
It is general guidance, not legal, tax, licensing or insurance advice. Requirements can differ by location and premises, so confirm the details with the relevant authority or qualified adviser.
Use the checklist: Complete the mobile-friendly tickable checklist as you work through the handover, or download the editable Word version for your records.
Legal and Compliance Essentials
Check these before opening, taking over or making major changes to the shop:
- Alcohol licensing: Confirm the premises licence position with the local licensing authority. In England and Wales, licensed premises will normally need a designated premises supervisor (DPS) who holds a personal licence. Start with GOV.UK's alcohol licensing guidance.
- Food registration: If the shop sells, stores, handles or distributes food, register with the local authority at the required time. In England, Wales and Northern Ireland, this is normally at least 28 days before trading. Food business registration.
- Alcohol stock: Before ordering resale alcohol, check each UK wholesaler through HMRC's AWRS register using the supplier's URN. Check an alcohol wholesaler.
- Age-restricted sales: Keep a written age-verification policy, staff training records and a refusals process.
- Safety and data: Review fire-risk arrangements, health and safety procedures, incident records and any CCTV/data-protection responsibilities.
- Vapes: Single-use vapes have been banned from sale across the UK since 1 June 2025. Only use traceable, compliant suppliers and check current product rules before ordering. Government vape guidance.
Taking Over an Existing Shop
Do this before completion where possible, then repeat it during the first week of ownership.
The handover table covers the records, access and continuity checks most likely to prevent a surprise interruption after the keys change hands.
| Check | What to ask or do |
|---|---|
| Service list | Ask for a list of every active service, provider, account number, renewal date, notice period and monthly cost. |
| Ownership | Confirm which contracts can transfer to the new company or owner and which require a new application. |
| Cancellations | Ask which services the previous owner has cancelled, allowed to expire or stopped using. Obtain this in writing where possible. |
| Site access | Collect keys, alarm codes, CCTV access, router details, EPOS logins, supplier portals and meter information securely. Change credentials promptly. |
| Licences and registrations | Check the status of the premises licence, DPS, food registration and other local registrations with the authority, not only with the seller. |
| Stock and suppliers | Check invoices, credit terms, delivery schedules, alcohol wholesaler approval and product traceability before placing orders. |
| Continuity test | Test fridges, freezers, card terminals, EPOS, broadband, CCTV, alarms, water and waste collection before relying on them. |
Do not rely on a verbal handover. Build a simple service register and keep copies of contracts, invoices, licence documents, insurance schedules and emergency contacts in one secure place.
Core Operating Services
These are the services most likely to affect trading if they are missing, cancelled or poorly set up. Check the account holder, contract status and emergency support for each one, rather than only checking whether it works today.
| Area | Review points |
|---|---|
| Energy and water | Supplier, contract end date, account holder, meter details, bills and opening/closing reads. Use an energy bill checker before agreeing a new deal. |
| Refrigeration and HVAC | Service history, emergency call-out, equipment age, maintenance cover and a plan for failure. |
| Card payments and EPOS | Transaction rates, terminal rental, PCI requirements, settlement timing, support cover and staff access. Compare card payment options using the store's actual turnover. |
| Broadband and network | Contract owner, connection speed, router access, secure Wi-Fi and a fallback if the line fails. |
| Trade waste and cleaning | Collection days, bin ownership, recycling arrangements, glass/cardboard capacity and cleaning routines. |
| Security | CCTV coverage, retention settings, alarm monitoring, shutters, keyholder details and stockroom controls. |
| Insurance | Employers' liability if you employ staff, plus suitable premises, contents, stock, public liability, business interruption, equipment breakdown and cash cover. |
The table is a continuity check, not a reason to replace every provider. Keep the services that are reliable and competitively priced; investigate anything that is missing, expensive, near renewal or still registered to the previous owner.
For card payments, compare the full cost rather than just the advertised transaction rate. Include terminal charges, contract length, PCI-related charges, settlement timing and optional add-ons.
Before signing a replacement contract, review the store's energy costs and card payment options using its actual bills and turnover. It gives you a clearer starting point than accepting the first renewal or terminal offer.
How Aarubi Can Help
Aarubi can help owners review several of the commercial decisions that commonly arise when opening, taking over or running a store:
- Business energy: review electricity and gas costs, contract dates and renewal options.
- Compare business energy: compare available tariff and provider options before a new energy commitment.
- Energy bill checker: check an existing bill for important rates, dates and potential errors.
- Card payment options: compare card-machine and payment-processing costs using the store's actual turnover.
- Merchant statement analyser: upload a card-processing statement or enter figures to estimate the full payment cost.
- Commercial insurance: review the type of cover the business may need before renewal or takeover.
- Business funding: explore eligible funding options for stock, refurbishment or working capital.
For licensing, legal documents, food-safety requirements and other specialist services, use the relevant authority or qualified adviser. Contact Aarubi if you would like help reviewing the areas above.
Stock, Cash and Staff Controls
Keep the working controls simple enough for every member of staff to follow:
- Use a clear till, refund and cash-banking process.
- Limit access to cash, tobacco, high-value stock and supplier accounts.
- Reconcile the till and investigate discrepancies routinely.
- Keep delivery notes, invoices, alcohol wholesaler checks and product traceability records organised.
- Train staff on age checks, food hygiene, incidents, refusals and emergency contacts.
- Review stock rotation, wastage, theft and refrigeration temperatures consistently.
Add Extra Services Only When the Core Store Is Stable
Additional services can be useful, but check customer demand, space, staffing, contract terms and operational impact first.
- Parcel collection and drop-off.
- Bill payment, top-up, cashback and prepaid products.
- Food-to-go, coffee or frozen-drink equipment.
- Local delivery platforms or your own delivery process.
- Loyalty offers, local promotions and seasonal ranges.
The right mix depends on the location. A commuter shop, residential corner store and tourist-area off-licence will not need the same services.
Monthly Owner Review
Set aside time each month to check:
- Upcoming renewal and notice dates.
- Energy, card-payment, insurance and broadband costs.
- Equipment faults, refrigeration performance and maintenance needs.
- Stock loss, refunds, waste, age-check incidents and customer complaints.
- Supplier performance, missing deliveries and credit terms.
- Whether a service is still useful, or whether a gap needs filling.
Keep One Clear Services Register
The most useful management tool is a single register of every service the shop relies on: provider, purpose, account number, start date, renewal date, notice period, monthly cost, login owner and emergency contact.
Aarubi provides practical support for UK businesses reviewing energy, card payment costs, commercial insurance and eligible business funding options. This guide is designed to help owners ask better questions and keep their store operating reliably; it does not replace advice from a local authority, insurer, accountant, licensing adviser or other qualified professional.
