Many landlords stay with a letting agent they are unhappy with because changing seems complicated. In practice, switching property manager is straightforward if you plan it properly, and your tenants do not need to move. This guide explains the steps.
Signs it may be time to switch
- Calls and emails go unanswered, or your tenants complain they cannot reach anyone.
- Repairs take too long or cost more than expected, with little explanation.
- Rent statements are late, unclear or missing.
- Inspections are not happening, or you never see a report.
- You are unsure whether your RTB registrations and notices are up to date.
Step 1: Check your current agreement
Read your management agreement for the notice period, any termination fee and what the agent must hand over when the agreement ends. Most agreements allow either side to end them with written notice.
Step 2: Choose your new manager first
Agree terms with your new property manager before you give notice, so there is no gap in cover. Ask for the fee, what is included and how they handle repairs, inspections and rent collection, all in writing.
Step 3: Give written notice
Write to your current agent ending the agreement in line with its notice period. Ask them to confirm the handover date and to prepare the tenancy records.
Step 4: Collect everything at handover
- All keys, fobs and access codes.
- The tenancy agreement and any renewals.
- The deposit, or confirmation of where it is held.
- Rent records, arrears details and the latest statement.
- RTB registration details and any notices served.
- Inspection reports, inventory and photos.
- Certificates and records such as the BER, gas and electrical safety checks and warranties.
- Open repair jobs and contractor details.
Step 5: Tell your tenants
Write to your tenants with the date of the change, who their new contact is and where to pay rent from that date. A smooth introduction reassures good tenants and avoids missed payments.
Step 6: Update the RTB and your bank
Make sure the RTB has the correct agent details on the registration and update any standing orders or bank details for the rent.
Switching to Kennedy Property Services
We take over existing tenancies regularly and manage the handover for you, from collecting records to introducing ourselves to your tenants. See our property management service and guide to property management fees, or call John on 089 452 0241.
