Changing Website Providers? Here's What You Should Receive Before You Leave

Moving your website, hosting, email, or domain management from one provider to another can feel overwhelming. Many business owners aren't sure what assets belong to them, what information they need to request, or how to ensure a smooth transition.

A professional provider should make the process as straightforward as possible. Whether you're moving to a new agency, a new hosting company, or bringing your website management in-house, here are the key items you should receive.

1. A Full Website Backup

Your website is one of your most valuable digital assets. Before any migration takes place, you should receive a complete backup of your website files and databases.

This ensures that your new provider can restore your website if needed and provides an additional layer of protection during the migration process.

2. Domain Ownership Information

Your domain name should always remain under your control.

A professional handover should include:

• Confirmation of where the domain is registered

• Domain expiry dates

• Transfer instructions (if applicable)

• Any account information required for ownership changes

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One of the most common issues we see is businesses discovering that their domain is due to expire during a migration. Knowing this information upfront helps avoid unnecessary downtime.

3. DNS Configuration Information

DNS records control where your website and email services are directed.

Providing DNS information allows the receiving provider to:

• Recreate records if necessary

• Configure new hosting environments

• Minimise downtime during the transition

4. Email Account Information

Email is often overlooked during migrations, yet it is one of the most critical business services.

Your handover package should include:

• A list of active email accounts

• Mailbox sizes

• Forwarders and aliases (where applicable)

• Configuration information required by the new provider

5. Hosting Information

The receiving provider should know:

• What hosting environment is currently in use

• Any special server configurations

• Software versions where relevant

• Existing website functionality that may require testing after migration

6. A Clear Transition Timeline

A professional migration should not be rushed.

The outgoing provider should clearly communicate:

• Service termination dates

• Migration deadlines

• Responsibilities of each party

• Any actions required from the client

This helps prevent misunderstandings and ensures everyone knows what needs to happen and by when.

7. Reasonable Cooperation During the Transition

Changing providers should not feel like a battle.

While the receiving provider is generally responsible for restoring and configuring services in the new environment, the outgoing provider should be willing to provide reasonable assistance and answer questions relating to the existing setup.

The Goal: A Smooth, Stress-Free Handover

A website migration doesn't have to be complicated.

With the correct backups, documentation, domain information, and communication, most migrations can be completed smoothly with minimal disruption to business operations.

At Erasmus Digital Media, we believe that our clients should always retain access to and ownership of their digital assets. Whether a client stays with us for one year or ten, our goal is to ensure their website, hosting, email, and domain information remain organised, documented, and transferable when needed.