Let’s be honest. You’re reading this because you’re probably at your wit’s end with your current managing agent.
Maybe they take ages to reply to your emails. Perhaps that leak in the communal hallway has been “on the list” for months. Or your service charge statements look like they were designed to confuse rather than clarify.
Whatever’s brought you here, you’re wondering if you can actually do something about it. Can you get shot of them and find someone better?
The short answer is yes, you probably can. And it might not be as complicated as you fear.
I’m going to walk you through the nitty-gritty of changing your property managing agent, based on our experience helping hundreds of frustrated leaseholders across England make a switch for the better.
Before we get into the how, let’s be crystal clear about when it’s time for a change. Here are the red flags we see time and again:
You send an email about something important. Crickets. You follow up a week later. More silence. Eventually, you get a rushed reply that doesn’t actually answer your question. Sound familiar?
Good managing agents respond promptly. Not necessarily instantly, but certainly within a day or two for normal queries, and within hours for urgent matters. If yours regularly ghosts you, that’s a problem.
Your service charge money goes in, but what comes out? If your agent can’t or won’t provide clear breakdowns of spending, consider it a warning sign. Your money shouldn’t vanish into a black hole.
We’ve seen cases where leaseholders discovered their agent was using one building’s funds to cover shortfalls in another – that’s not on!
“We’ve reported it to the contractor.” “The contractor is scheduled to visit.” “The contractor couldn’t gain access.” “We’re waiting for parts.”
Months pass. Nothing happens. The issue persists. This cycle of excuses without results isn’t just annoying – it can lead to more serious problems and higher costs down the line.
Special one-off charges keep appearing without warning. Your reserve fund mysteriously runs dry. Contractors seem oddly expensive compared to what you’d pay privately.
While some unexpected costs are legitimate, a pattern of financial surprises often indicates poor planning or worse.
Right, so you want to switch. But can you legally do it? It depends on your situation:
If you’re part of an RMC (where leaseholders own shares in a company that manages the building), you’re in the driving seat. The RMC can decide to bin the current agent and hire someone new by:
This is usually the simplest situation for making a change.
If your building has successfully claimed Right to Manage, you’ve already wrestled control from the freeholder. Your RTM company can decide to change agents through a similar process to an RMC.
Not sure what Right to Manage is? It’s a legal right that lets leaseholders take control of their building’s management without having to prove fault or buy the freehold. Handy stuff.
If your building is managed by the freeholder’s chosen agent, things get trickier. Your options depend on:
If the freeholder digs their heels in, you might need to consider more formal routes like Right to Manage or even a tribunal application.
If you’re in a tiny block (say 4-8 flats), you might have an informal arrangement. In these cases, a simple majority agreement might be enough to make a change, particularly if several of you jointly own the freehold.
So you’ve decided a change is needed, and you’ve checked that it’s possible. Here’s how to actually do it without making a pig’s ear of the process:
First, dig out that management agreement. You’re looking for:
Some agents make their contracts trickier to exit than a hedge maze, so read the small print carefully.
Unless you’re a freehold owner making a solo decision, you’ll need support. Here’s how to rally the troops:
Remember, your retired neighbour who’s home all day might have a completely different experience with the agent than you do with your 60-hour work week. Listen to different perspectives.
Before you pull the plug on your current agent, make sure there’s someone better out there:
When comparing real estate management companies, look beyond who’s cheapest.
With alternatives lined up and neighbours supportive, it’s time for the formal bit:
Cutting corners here can come back to bite you, so do it by the book.
Now for the awkward bit – telling your current agent they’re fired:
Send it by recorded delivery so they can’t claim it got lost in the post. We’ve seen that trick before.
With the break-up process underway, it’s time to make things official with your new property managing agent:
Make sure your new contract addresses all the issues that drove you mad with the previous agent. There’s no point changing just to face the same problems again.
The transition between agents is when things can go pear-shaped if you’re not careful. Here’s what needs to happen:
Good change property management agent plans account for all of these elements.
Let’s not sugar-coat it: changing your property managing agent isn’t always smooth sailing. Here are some typical hiccups and how to deal with them:
Some outgoing agents turn into that ex who won’t return your stuff after a breakup. They might:
If this happens, document everything, reference your legal rights, and be prepared to get solicitors involved if necessary. Sometimes a formal letter on legal letterhead works wonders.
If your freeholder appointed the current agent, they might dig their heels in. If that happens:
The notice periods might create gaps or overlaps. To manage this:
Things might slip during the changeover. Minimise this by:
The success of this whole operation hinges on choosing the right replacement. Don’t jump from the frying pan into the fire. When evaluating potential agents, consider:
Bigger isn’t always better. Large real estate management companies might have fancy software and processes, but you might end up feeling like just another account number. Smaller firms often give more personal attention but might have fewer resources for complex issues.
Think about what matters most for your building. A massive high-rise with complex systems might need a larger firm. A converted Victorian house with six flats might do better with a boutique agent.
Some agents specialise in specific building types. If you’re in a listed building with special requirements, find someone who knows the ropes. If you’re in a modern block with fancy tech systems, you want an agent who understands how it all works.
Ask potential agents about similar buildings they manage and how long they’ve been looking after them.
There’s real value in an agent who knows your area well. They’ll have relationships with local contractors, understand regional pricing, and know area-specific issues.
National firms might offer more resources but sometimes lack that crucial local touch. For managing agents for small blocks of flats, local knowledge is often particularly valuable.
Managing agents vary enormously in what they include in their standard fee. Some include regular site visits, others charge extra. Some include company secretarial services for your RMC, others don’t.
Get a detailed breakdown of exactly what you’re getting for your money, and what triggers additional fees.
When a building switches to Legacy Block Management, we understand it’s often after a period of frustration. Our handover process aims to make the change as smooth as possible:
We recognise that changing your property managing agent is a big decision, and we work to validate that decision from day one.
Once you’ve made the switch, here’s how to build a successful relationship with your new agent:
Remember that building a good management relationship is a two-way street. The best partnerships involve clear expectations on both sides and open communication.
If you’re thinking about switching your property managing agent but finding the process daunting, Legacy Block Management can help navigate the change.
We specialise in taking over from other agents with minimal fuss and maximum transparency.
Whether you’re just exploring options or ready to make the move, give us a ring on 03300104717 or drop us an email at [email protected] for a no-pressure chat about how we might be able to help.
Legacy Block Management provides professional property management services throughout England, with particular expertise in managing small to large-sized residential blocks and supporting Resident Management Companies.
