Switching property management: what owners should look out for

You hardly notice good property management: statements arrive on time, damage is repaired promptly and questions are answered. Poor management, on the other hand, you notice constantly. If you are dissatisfied, you do not have to accept it – but you should approach the switch in an orderly way.

Typical reasons for switching

The most common triggers are poor availability, late or incorrect statements, a lack of transparency about account balances and reserves, a maintenance backlog, and management that only reacts instead of planning ahead. Often it is not a single mistake but the feeling of having to take care of everything yourself.

Owners' associations: what the law provides

Since the 2020 reform of the German Condominium Act (WEG), condominium owners can dismiss their manager at any time by majority resolution; good cause is no longer required. The management contract then ends no later than six months after dismissal. In practice, the change is usually resolved at an ordinary or extraordinary owners' meeting, ideally together with the appointment of the new manager.

Rental management: the contract decides

For the management of let apartments or houses, the notice periods of the respective contract apply. Check the term, notice periods and any renewal clauses before giving notice.

How to recognise good new management

Ask about fixed contact persons and cover arrangements, response times, the number of units managed per employee, and how owners get access to accounts and documents. Ask for a sample offer with clearly itemised services: what is included in the basic fee and what is charged as an extra service?

Pay attention to the technical side as well. A manager should know the condition of the building, plan maintenance and coordinate tradespeople – not just forward invoices.

Organising a clean handover

The most critical moment is the handover. The previous manager must hand over all documents: the resolution register, minutes, service contracts, insurance policies, statements, bank records, keys and tenant files. Draw up a handover list and have its completeness confirmed.

A clear cut-off date for the accounts is also important. Statements for periods before the switch generally remain the responsibility of the previous manager; open items should be recorded in writing.

Informing tenants and service providers

Tenants, caretakers, cleaning companies, utilities and insurers must be informed in good time about the new management and any changed bank details. A well-organised new manager handles this communication for you.

What we offer

We take on rental management and support the switch from the initial review through to the complete handover. You have one fixed contact person who knows your property.