Many Harrow landlords stay with an underperforming property manager for longer than they should because they assume switching will be disruptive, complicated, or trigger fees that make it not worthwhile. In practice, a managed handover between professional agents is straightforward and rarely noticed by tenants.
Step 1: Review Your Current Management Agreement
Before serving notice, review your existing management agreement carefully. Most agreements require between one and three months notice in writing. Check for any restrictions on switching during a fixed-term tenancy, and note any fees that may apply on termination — such as a retained percentage of remaining tenancy rent in some agreements.
Step 2: Find Your New Manager Before Giving Notice
Instructing your new manager before serving notice on the old one means there is no gap in management and the transition can be planned properly. Your new manager will advise on the handover process and take responsibility for coordinating the transfer of documents and records from the outgoing agent.
Step 3: Serve Notice in Writing
Serve notice on your existing agent in writing — email is sufficient but keep a record. State the effective date of termination clearly. Your existing agent is obliged to cooperate with the handover, provide all documentation, and transfer any client money held within a reasonable timeframe.
What the Handover Should Include
- Copies of all tenancy agreements and any deed of variation
- Deposit registration details for each tenancy
- Gas Safety Records, EICR certificates, and EPC certificates
- Inventory and check-in reports
- Maintenance history and any outstanding issues
- Service charge accounts if applicable
- Tenant contact details and any rent payment history
- Keys to all properties
Tenants should receive a formal written notification of the change of managing agent, the new contact details for maintenance and rent payment, and reassurance that their tenancy terms remain unchanged. A professionally managed transition should be entirely transparent to tenants — they notice the improvement in service, not the change itself.