Thinking of switching managing agent? Here's exactly how it works
It's less complicated than your current agent wants you to think - a step-by-step guide for freeholders and RTM companies
One of the most common things we hear from prospective clients is: 'We've been unhappy for years, but switching felt too complicated.' It's a feeling many freeholders and RTM companies share - and it's one that incumbent managing agents quietly rely on. The truth is that switching is a well-trodden process with clear legal protections. Once you understand the steps, the decision becomes much simpler.
The first thing to do is locate your current management agreement and check two things: the notice period required to terminate, and whether there are any break clauses. Most agreements require between one and three months' written notice. Some contain automatic renewal clauses - if yours does, make sure you haven't recently missed a break window, and note when the next one falls.
If you can't find the agreement, your current agent is legally obliged to provide a copy on request. Request it in writing so you have a record.
Once you've reviewed your agreement, the switch typically follows these stages:
Appoint your new agent. Choose your new managing agent and agree the scope of services, fees, and start date before serving notice. Having the replacement lined up avoids any gap in management.
Serve formal notice. Written notice must be served on your current agent in accordance with the terms of your agreement. Keep a copy and note the date - the notice period starts from receipt, not from the date you wrote it.
Request a handover pack. Your outgoing agent must transfer all building documentation, financial records, contractor warranties, insurance certificates, leaseholder contact details, and service charge accounts. This is a legal obligation, not a courtesy.
Transfer service charge funds. Any unspent service charge monies held by the outgoing agent must be transferred to your new agent promptly. If there is resistance here, this is a matter you can escalate via the First-tier Tribunal.
Notify leaseholders. Once the new appointment is confirmed, all leaseholders should receive written notification of the change, including new contact details and guidance on how to report maintenance issues.
Most transitions are straightforward. But in some cases - particularly where a relationship has broken down - agents can drag their feet on the handover. If your outgoing agent withholds documents, delays transferring funds, or otherwise obstructs the process, you have recourse. The Property Ombudsman, the First-tier Tribunal, and in serious cases Trading Standards can all be used to compel compliance. Your new agent should be able to guide you through escalation if needed.
When a new client comes to us, we handle the entire transition process on their behalf. We draft the notice letter, manage the handover correspondence, chase documentation, and ensure that day-one management is seamless for leaseholders. We've taken over buildings mid-dispute, mid-major works, and mid-compliance failure - and in each case, we've brought the building back to a stable footing quickly.
Don't let inertia keep you with an agent who isn't delivering. The switching process is manageable, legally protected, and often far less disruptive than staying put. Get in touch with Fortem for a free initial conversation - no obligation, just clarity.