Managing Agent Handover | London & Essex
How to Change Managing Agent: A Practical Guide for Directors
Most blocks can change managing agent, but the decision must be made by the person or company with authority to appoint the agent. The first steps are to check the management structure, review the existing agreement and plan the notice period and handover together.
East Valley helps RTM companies, RMCs, resident-owned freehold companies and freeholders manage the practical transition to a new agent while keeping directors informed and in control.
An initial conversation does not commit you to changing agent.
Can you change your managing agent?
In most cases, the company or person responsible for managing the building can replace the managing agent, subject to the existing management agreement, the lease, the company's articles and any applicable decision-making requirements. Individual leaseholders cannot usually dismiss an agent appointed by an RTM company, RMC or freeholder on their own.
Before serving notice, confirm who appointed the agent, who has authority to terminate the appointment, what notice is required and whether the contract contains a specific termination or renewal procedure.
This page provides general management information for England and is not legal advice. Specialist legal advice may be required where authority or termination rights are disputed.
Who can change the managing agent?
The directors will often have authority to appoint or replace an agent, but the articles, previous resolutions, management agreement and circumstances of the company should be checked before a decision is made.
| Management structure | Who normally makes the decision? | What should be checked? |
|---|---|---|
| RTM company | The RTM company acting through its directors or members as required | Articles, board authority, existing management agreement and any member resolutions |
| Resident management company | The RMC acting through the appropriate company decision-making process | Lease, articles, management agreement and reserved member decisions |
| Resident-owned freehold company | The freehold company acting through its authorised decision-makers | Articles, lease obligations and management agreement |
| Individual freeholder | The freeholder, subject to contractual and lease obligations | Management agreement, lease and notice provisions |
| Individual leaseholder | Usually cannot dismiss the agent alone | Right to Manage, collective enfranchisement, engagement with the freeholder or other statutory remedies |
Further reading: can our RTM company change managing agent?, Right to Manage and changing agent with share of freehold.
Not sure what notice your contract requires?
Request a free initial review and we will explain how to send us your management agreement securely.
Request a Free Handover ReviewHow to change managing agent step by step
Step 1: Confirm who has authority
Identify whether the appointment is controlled by an RTM company, an RMC, a freehold company, an individual freeholder or another party.
Step 2: Review the current agreement
Check the contract term, notice provisions, renewal arrangements, termination grounds, the required form of notice and any handover obligations.
Step 3: Approve and record the decision
Follow the relevant company procedure and retain appropriate minutes or written resolutions. A board resolution will not necessarily be sufficient in every case, so the articles and any earlier resolutions should be checked.
Step 4: Select and appoint the replacement agent
Compare service, local presence, communication, compliance experience, pricing, supplier income and the proposed handover plan.
Step 5: Serve notice correctly
Follow the contractual notice requirements and coordinate the termination date with the new appointment. Where the contractual interpretation is disputed, take specialist legal advice before serving notice.
Step 6: Plan and complete the handover
Agree responsibility for records, funds, contractors, insurance, compliance, resident communications and ongoing works.
Step 7: Complete the incoming review
The new agent should reconcile the information received, identify missing records and agree immediate priorities with the directors or freeholder.
How much notice must you give?
There is no universal notice period for changing managing agent. The required notice depends on the existing agreement and may also depend on its fixed term, renewal provisions, termination grounds and service requirements.
Directors should check:
- The initial contract term
- Break clauses
- Notice length
- Required service method
- Notice address
- Renewal or automatic-extension provisions
- Termination grounds
- Exit or handover charges
- Existing handover obligations
- Whether separate legal or statutory considerations apply
An agreement cannot usually be ended for poor performance without following the process written into the contract, so the termination grounds and any cure provisions should be read carefully.
What should the outgoing managing agent hand over?
Financial records
- Service-charge accounts and budgets
- Bank statements and reconciliations
- Reserve and sinking-fund records
- Arrears schedules
- Unpaid invoices and outstanding commitments
- Supplier balances
Legal and property records
- Leases and transfers
- Company records where held
- Contracts and warranties
- Section 20 records
- Licence and consent records
- Leaseholder and resident information, subject to data-protection requirements
Insurance and compliance
- Current insurance schedule and claims history
- Fire Risk Assessments and action records
- Relevant electrical, gas, lift, asbestos and water-safety records
- Contractor inspection and servicing records
- Building-safety records applicable to the particular development
Operational information
- Contractor contacts
- Keys, fobs and access information
- Maintenance history
- Current repairs
- Major works
- Complaints and disputes
- Communication arrangements
Which compliance documents actually apply?
The documents required will depend on the building, its height, construction, equipment and legal responsibilities. Gas, lift, asbestos and building-safety records only apply where the building has the relevant equipment, materials or duties. An EWS1 form is a valuation and lending document rather than a general statutory certificate and will not apply to every development.
At the start of the appointment, we begin reviewing the information received, identify urgent gaps and agree priorities with the directors or freeholder.
See also our managing agent handover checklist, the documents an outgoing agent must hand over and reserve fund handovers.
What happens to service-charge funds during a handover?
Service-charge contributions are generally held on statutory trust under Section 42 of the Landlord and Tenant Act 1987. During a change of agent, the parties should identify the balances held, outstanding invoices, committed expenditure, arrears and any necessary retention before the appropriate balance is transferred with a clear reconciliation.
Banking arrangements should be agreed before the new appointment begins. Where appropriate and available, East Valley generally seeks to establish service-charge banking in the name of the relevant RTM company, RMC or freeholder, with mandates and access arrangements agreed with the client. The final structure will depend on the client, the bank's requirements and the agreed management arrangements.
A proper handover reconciliation should show the opening balance, subsequent income and expenditure, unpaid liabilities, agreed retentions and the amount transferred.
How do you avoid disruption when changing agent?
The outgoing and incoming dates should be coordinated so it is clear who is responsible for each part of the building at every point in the transition:
- Buildings insurance
- Communal utilities
- Routine contractors
- Repairs
- Compliance inspections
- Service-charge collection
- Resident communication
- Urgent issues
- Live major works
What if the outgoing managing agent delays the handover?
Most handovers are completed professionally, but records, reconciliations and fund transfers can sometimes be delayed. The incoming agent should maintain a clear written schedule of what has been requested, what has been received and what remains outstanding.
- One comprehensive handover request
- A tracked document schedule
- Regular written follow-up
- Reconciliation of information received
- A gap report for the directors
- Appropriate escalation where necessary
Where there is a genuine dispute over records, funds or contractual obligations, specialist professional or legal advice may be required. Our guide on a managing agent refusing to hand over sets out the options.
If the existing agent has resigned, ceased trading or left an unexpectedly short handover period, request an urgent managing-agent review.
How East Valley manages the transition
- Reviews the practical handover requirements
- Coordinates with the outgoing agent
- Tracks documents and financial information
- Reviews contractors and ongoing commitments
- Identifies urgent compliance and maintenance priorities
- Keeps directors informed throughout the transition
Directors retain control over important decisions while East Valley coordinates the practical administration of the handover. See our RTM company management and Section 24 tribunal-appointed manager pages for related situations.
How much will the new management service cost?
East Valley publishes its standard block management starting fees so directors can understand the likely cost before requesting a proposal. The final fee is confirmed after reviewing the building and its management requirements.
Block management from £1,995 per year
- East Valley does not currently charge VAT
- No commissions on insurance, contractors or utilities
How we helped an RTM company change managing agent
The problem. The directors of an RTM company controlling a mixed-use building in East London were dealing with unanswered emails, call-centre contact, rising service charges without explanation and a ground-floor commercial unit with around twelve months of rent arrears.
The handover challenge. The transition had to be structured so records, funds, contractor arrangements and compliance information moved across without interrupting day-to-day management.
What East Valley did. We met the board first to agree priorities, replaced call-centre contact with a named manager, reviewed the commercial tenancy with the directors and their legal support, commissioned a fresh fire risk assessment and wider compliance review, and reviewed the major recurring contracts including insurance and communal utilities.
The outcome. The handover completed in under 90 days, communication moved to a 24-hour email standard with phone and WhatsApp access, the commercial unit was re-let to a new tenant restoring income to the accounts, and compliance was brought back under active review. Every building is different and outcomes will vary.
Frequently Asked Questions
Considering a Change of Managing Agent?
Request a free initial review and we will explain how to send us your management agreement securely.
Concerned about your current budget or managing-agent fees?
Request a free initial budget and management health check before deciding whether to change agents.
Request a Free Budget Health CheckPreliminary document review only. Not a statutory audit, legal opinion or certification of the service-charge accounts.