Start with a clean transfer pack
Before you submit any transfer request, pull together the basic records in one place. That usually includes the current registrant details, authorised contact email addresses, proof of control over the account, and any notes about the domain status. If the name sits in a company portfolio, confirm who is allowed to sign off. A missing approval is one of the most common reasons a transfer stalls.
It also helps to check whether the domain is active, expired, in dispute, or part of a batch renewal. For South African businesses, this matters when a supplier change, merger, or office move is involved. A neat file makes it easier to spot the one detail that could block the transfer later on.
- Registrant name and company registration details
- Admin and technical contact email addresses
- Current renewal date and status
- Account holder approval or mandate
- Any notes about previous transfer attempts
Confirm authority before you move anything
Transfers often fail because the right person was not consulted. If the domain is used by a marketing team in Claremont, a finance team in Bellville, or a director in Paarl, make sure everyone who needs to approve has seen the request. For larger portfolios, use a simple sign-off list so no one can say later that they were not informed. It saves time and avoids back and forth emails.
Where a transfer affects a live business email address, plan the change carefully. If the mailbox is tied to a small office or a field team, even a short delay can interrupt orders and support messages. During load-shedding, that kind of interruption can be harder to recover from if staff are already working with limited connectivity.
- Get written approval from the owner or director
- Check whether the domain supports a transfer lock
- Confirm who receives transfer notices and authorisation links
- Record the date and time approval was given
Check the domain status and expiry timing
Before transfer files are sent, check the expiry date, any lock period, and whether the domain is already in a release window. Some transfers need to be started before renewal deadlines, while others are safer after a fresh renewal has cleared. If the domain is close to expiry, do not leave the paperwork until Friday afternoon and expect everything to land before the weekend. That is how simple jobs turn into Monday headaches.
For domains linked to Cape Town coastal businesses, it is also worth checking the full admin record for accuracy. Humidity does not affect the transfer itself, but incomplete records often show up when teams are already under pressure. A quick review now can prevent a scramble later on.
- Check expiry date against your transfer target date
- Confirm the domain is unlocked if required
- Review any transfer or renewal hold periods
- Make sure the registrant email can receive approval notices
Prepare the supporting records your provider will ask for
Different transfer types call for different proofs. Some requests only need an authorisation email, while others may need a signed instruction letter, company registration details, or a copy of an ID for the authorised signatory. Keep these documents legible and current. If the document is scanned badly or the company name does not match the domain record, the transfer team may send it back for correction.
It is sensible to keep a standard transfer file for each domain, especially if you manage a portfolio across offices in Cape Town, Somerset West and Stellenbosch. That way, if a new acquisition comes through or a renewal gets missed, the paperwork is already close to hand and not buried in an old inbox.
- Signed transfer instruction or mandate
- Company registration or tax details if requested
- Copy of the ID for the authorised signatory where needed
- Historic correspondence about the domain
- Current DNS or hosting notes, if the transfer affects service settings
Review DNS, email and website settings before transfer day
A transfer should move the domain record, not break the service tied to it. Before you start, check where the DNS is managed, who controls the email routing, and whether any website or forwarding settings are still active. If those details are not recorded, the handover can leave staff without mail or a website that points nowhere. That kind of issue is avoidable with a simple pre-transfer audit.
Write down the current nameserver setup and any special records used for mail, verification or security. If a business in Bellville or Paarl uses a third party for email hosting, confirm that the settings will remain unchanged during the transfer, or note exactly when they should be copied across.
- Record current nameservers
- List active mail, SPF, DKIM and MX settings
- Note any redirects or forwarding rules
- Check who will update DNS after completion
Use a final checklist before you submit
Once the files are ready, run through a final check. This is the point where small errors stand out, like a stale contact address, a missing signature, or a renewal date that has already passed. A transfer that begins with clean records normally needs less follow-up, fewer correction emails, and less chasing between teams. That is especially useful when people are travelling, offsite, or dealing with slow internet during a power cut.
Keep your checklist simple and repeatable. The same format can be used for one domain or fifty, and it makes reporting much easier when a client asks what was sent and when. Small process changes here can save a lot of admin later on, which is why we recommend treating transfer files as part of the asset record rather than an afterthought.
- Confirm all approvals are attached
- Check the registrant name matches the account record
- Verify the contact email is live and monitored
- Confirm the expiry date gives enough transfer time
- Save copies of every submitted document
How DropCatcher helps with transfer preparation
We help SA registrants get the records straight before a transfer starts, so there is less risk of delay when the request reaches the other side. That can include checking expiry timing, reviewing the release window, organising transfer notes, and flagging missing approvals. If you manage domains for a growing business, this kind of prep saves time and keeps the file consistent from one request to the next.
From our Claremont base, we support clients across Cape Town, Bellville, Stellenbosch, Paarl and Somerset West, with remote handling for businesses anywhere in South Africa. If you need help getting transfer files ready, contact domains@dropcatcher.co.za and we will point out what is missing before the paperwork is sent off.
