How to switch property managers without disrupting your tenants
If your property manager isn't answering, your statements don't add up or repairs drag on, you can change. Done in the right order, your tenants will barely notice. Here's how.
1. Read your current agreement
Find the termination clause. Most management agreements require written notice, often 30 to 90 days, and some have a fee for ending early. Note the date your notice must be given and the date the agreement ends.
2. Choose your new manager before you give notice
Line up the new manager first so there's no gap. Ask them:
- How do tenants report repairs, and how fast do you respond?
- Is there 24/7 help for emergencies?
- How are repairs approved, and can I set a spending limit?
- What does the monthly statement look like? Can I see a sample?
- How do you handle inspections and notice to tenants?
3. Give written notice
Send notice to your current manager in writing, by the method the agreement requires, and keep a copy. Ask for a handover date.
4. Collect everything that belongs to you
- Current leases and any renewals or amendments
- Tenant contact details and rent payment history
- Rent deposits held, and records of the interest paid on them
- Keys, fobs, garage openers and alarm codes
- Maintenance history, invoices, warranties and appliance manuals
- Any money held for you, with a final statement
These records are yours. If something's missing, ask for it in writing.
5. Tell your tenants in writing
Your tenants' lease and rent don't change. They need a short letter telling them who manages the property from the start date, how to pay rent and how to report repairs, including emergencies. Make sure no tenant is left paying the old manager.
6. Start with a baseline inspection
With proper written notice (at least 24 hours, stating the reason, between 8 a.m. and 8 p.m.), the new manager should inspect and photograph each unit. It gives everyone a clear record of the property's condition from day one.
7. Check your first statement
Your first statement should show the rent you expect, any expenses with invoices behind them, and a balance that matches. If it doesn't, ask straight away.
Switching to Bellwood
We manage tenanted rental properties across Durham Region. We plan the start date around your notice period, write to your tenants, do the baseline inspection and email your first statement. See how switching to Bellwood works.