Changing your managing agent is a big decision, and it’s understandable to feel apprehensive about the process. As leaseholders, this will likely be influenced by your past experiences and the confidence you have in the new managing agent.
At Clear Building Management, we pride ourselves on seamlessly integrating new properties into our management portfolio. Our detailed and robust onboarding process, tightly project-managed to avoid any service interruptions, ensures a smooth transition.
Every managing agent operates differently, so while we can’t speak for all, we can share insights based on our own extensive experience and proven process. Below, we’ve answered some of the FAQs we receive about the changing managing agent process.
Does the change have to take place at the start of the financial year?
Contrary to common belief, the handover does not need to coincide with the start of a financial year. We can initiate the takeover at any point in the year, a practice we frequently undertake.
Is the process disruptive?
Our takeover process will be managed and overseen at Director level, and the process has been developed and refined based on real use experience.
Much of the preliminary work, such as opening a unique bank account, updating registered offices and directors’ service addresses, and loading unit details and contracts, is done in the background. Every contract is thoroughly reviewed during this phase, setting us up to load budgets, contracts, assets, and leaseholder information efficiently.
Do you keep leaseholders in the loop?
We ensure clear communication with leaseholders about the transfer process. For leaseholders who do not reside in their properties, we also contact the current residents to update our contact details, ensuring they are informed about critical updates and are contactable in the event of an emergency.
How do you ensure a smooth transition?
To facilitate a smooth transition, we use a comprehensive Request for Information pack to gather existing balances, credits, invoices, and outstanding maintenance issues from the current managing agent. This allows us to “switch you on” quickly and smoothly.
Although some information, such as bank balances and leaseholder opening balances, might follow shortly after the handover, we actively work to receive and load this information as soon as possible. Once received, we issue statements to all leaseholders confirming the details provided at handover, and we offer the convenience of monthly Direct Debit payments at no additional cost.
How do you handle any potential transfer issues?
It’s very rare there are issues with a transfer, but you can be assured that have the necessary experience and in-house expertise to resolve any issues that might arise.
We have a tried, tested and well-defined process for managing handovers which includes a detailed questionnaire and list of required information from the current agent. We use the information provided, alongside our internal handover timetable procedure, to ensure project milestones are met and to ensure a timely and smooth handover.
Will services for residents be impacted?
We are experienced in delivering a smooth handover with no interruption to services for residents. Our project planning and processes are detailed yet flexible, and we can move quickly to act on information provided.
Assuming we have all necessary information, we can take day to day responsibility within as little as a week, however we will agree a timetable with you and ensure you are updated throughout the project.
You will be allocated a named handover project manager who will ensure all deadlines are met and that you enjoy a smooth transition.
What length of notice period do you require?
Our contracts are for a period of 1 year to give you the reassurance that we are judged by our performance and do not tie you to long-term agreements. In the unlikely event of termination, our standard contract provides for three months’ notice and a minimum 12-month term.
Do you want to change managing agent?
Changing managing agent may feel like a daunting process, but it really can bring a new lease of life to both your block and the community within it.
Clear Building Management offers property management services to larger blocks in the North West and Midlands, and we currently have bases in Manchester, Liverpool, Preston, Leeds, Sheffield, Luton and Dunstable. We will consider any block with 30+ units in these areas.
For help with replacing a poor performing managing agent and moving to one that will deliver on its promises, please do get in touch. You can read our guide to switching managing agents here.
