Changing Managing Agents Doesn't Have to Be Difficult
If your current managing agent is refusing to cooperate, delaying documents or holding up the handover, don't worry. We manage the entire transition process and help RTM Companies, RMCs and Freeholders move to East Valley Properties smoothly and professionally.
Short answer
An outgoing managing agent cannot lawfully keep your building's records or your money. Service charge and reserve funds are held on statutory trust for leaseholders and must be transferred once management ends, subject to final reconciliation. Building records, compliance certificates and the resident database belong to the management company that commissioned them. In practice most handovers are administrative rather than adversarial: the usual problem is delay, not refusal. A written timetable, a defined document list and a properly served termination notice resolve the large majority of cases without solicitors becoming involved.
Why Directors Worry About Changing Managing Agents
Most of the concerns we hear from directors of RTM Companies, RMCs and Share of Freehold companies come up again and again. Every one of them has a straightforward answer.
What if they refuse to hand over documents?
Building records, compliance files and financial data all belong to the management company, not the outgoing agent.
Will we lose our service charge money?
Service charge and reserve funds are held on trust for leaseholders and must be transferred in full.
What happens to maintenance contracts?
Existing contractors can continue to attend the building throughout the transition without interruption.
Will the building be left unmanaged?
A properly planned handover means residents notice a change of contact, not a break in service.
Can they delay the process?
Delays happen, but there are clear steps and legal remedies that keep the timetable moving.
The Good News
Managing agents have clear professional and legal obligations when their appointment ends. For Block Management, RTM Company Management and Share of Freehold Management companies, that protects your building, your money and your records.
Service charge funds belong to the building
Client monies are held on statutory trust for leaseholders and must be transferred to the new managing agent.
Reserve funds should be transferred
Sinking and reserve funds move across with the same protections in place.
Compliance documents should be handed over
Fire risk assessments, EICRs, asbestos surveys and other statutory records belong with the building.
Contractors can continue working
Existing service contracts and reactive contractors can carry on while we take over management.
Handovers happen every day
RTM Companies, RMCs and Share of Freehold companies change managing agent across England routinely.
Most managing agent handovers are completed without legal proceedings. Where issues arise, there are established legal remedies available.
Our Structured Handover Process
A clear, nine-step timetable so directors and residents always know what happens next.
- 1
Review your existing management agreement
We check notice periods, termination clauses and any conditions attached to the current contract.
- 2
Agree a handover timetable
We propose realistic dates for notice, document transfer and go-live so directors know what to expect.
- 3
Notify the outgoing managing agent
We issue the formal notice and open a professional line of communication for the handover.
- 4
Obtain documents and compliance records
We request the full document pack, including financial, legal and health & safety records.
- 5
Transfer client monies
Service charge balances and reserve funds are moved into a dedicated account for your building.
- 6
Contact contractors
We introduce ourselves to existing contractors and confirm service continuity where appropriate.
- 7
Introduce ourselves to residents
Leaseholders and tenants receive a clear welcome letter with new contact details and reporting routes.
- 8
Review health & safety compliance
We check FRAs, EICRs, lift and alarm records and flag anything that needs immediate attention.
- 9
Begin management seamlessly
Day-to-day management continues without disruption and directors get a single point of contact.
For major works projects, we also provide Section 20 Consultation support to keep your building compliant and your leaseholders informed.
What We Collect During Handover
A complete document and data pack so we can manage your building safely from day one.
What If Your Current Managing Agent Doesn't Cooperate?
Even in the small number of cases where an outgoing managing agent is slow or unhelpful, there is a clear path forward. Managing agents work under recognised professional standards, and the documents and monies involved do not belong to them.
- Managing agents have professional obligations to their clients, the leaseholders and the wider industry.
- Documents and records belong to the management company, not to the outgoing agent.
- Client monies are held on statutory trust and are legally protected for leaseholders.
- Where necessary, we work with specialist leasehold solicitors to resolve any dispute.
- In practice, formal legal action is very rarely required to complete a handover.
Our role is to manage the process calmly and professionally on behalf of the directors, keeping the temperature low and the timetable on track. Contact us to discuss your handover.
Why Choose East Valley Properties
A specialist, independent managing agent focused on RTM Companies, RMCs and Share of Freehold buildings across East London and Essex.
What does this mean in practice?
Handover problems are almost always about sequencing and paperwork. These are the steps that keep a change of agent on schedule.
If you are one of the rtm directors
- Check the notice period in the existing management agreement before agreeing any start date with a new agent. Most slipped timetables start here.
- Serve termination in writing, keep proof of service, and ask for the document list and funds in the same letter.
- Agree a short overlap so residents always have somewhere to report repairs while contact details change.
If you are one of the rmc directors
- List what you expect to receive - accounts, budgets, reserve records, FRA, EICR, lift and alarm records, insurance, resident database, key register - rather than asking for 'the file'.
- Where records cannot be produced, budget to rebuild them. A fresh fire risk assessment is cheaper than an unresolved gap.
If you are one of the freeholders
- Reconcile the service charge account at the point of transfer, including committed but uninvoiced costs.
- Confirm insurance and safety-critical contracts continue over the changeover date.
If you are one of the leaseholders
- Keep paying service charges to the correct account, and check written confirmation before changing payment details.
- Ask the directors for a short written summary of what was received and what was missing at handover.
Common mistakes
Appointing a new agent before checking the notice period
Two agents billing at once, or a gap in cover, both come from this. Read the contract first.
Asking verbally for records
Requests that are not in writing cannot be escalated. Put the document list in a dated letter or email.
Assuming the outgoing agent holds everything
On takeovers we routinely find missing certificates and open fire risk assessment actions. Plan for gaps rather than being surprised by them.
Leaving the change until a crisis
Switching agent in the middle of major works or an insurance claim is possible but adds cost and confusion. Move earlier where you can.
When to seek professional advice
Most questions on this topic are management questions rather than legal ones, and the two are worth separating. A managing agent can tell you how something works day to day and what it will cost. A solicitor tells you what your rights are and how a Tribunal is likely to view them.
Speak to a managing agent when
- You want your existing agreement reviewed for notice periods and exit terms before you commit.
- You need a handover timetable, document checklist and resident communications handled for you.
- Records or compliance actions are incomplete and need rebuilding after transfer.
Take specialist legal advice when
- The outgoing agent is genuinely refusing to transfer client monies.
- There is a dispute over the service charge trust account or a suspected shortfall.
- The termination itself is contested, or a claim has been threatened.
East Valley Properties provides management expertise, not legal advice. Where a matter turns on the wording of your lease or on formal proceedings, we will say so and work alongside your solicitor.
Primary sources
The official material behind this guide. We summarise it in plain English rather than reproducing it.
- Landlord and Tenant Act 1987, section 42 - service charge contributions held on trust (legislation.gov.uk)
The statutory trust that applies to service charge and reserve funds.
- Landlord and Tenant Act 1985, sections 21-22 - accounts and inspection of documents (legislation.gov.uk)
Leaseholder rights to see the documents behind a service charge summary.
- Leasehold property guidance (GOV.UK)
Government overview of leaseholder rights, including changing who manages a building.
Frequently Asked Questions
Straight answers to the questions directors ask before switching managing agent.
Thinking of Changing Managing Agents?
Speak to our experienced team for honest advice about the process. We'll explain exactly what happens during a handover and ensure your building experiences a smooth transition with minimal disruption.
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Read guideHave a Question About Your Building?
Whether you're an RTM Director, RMC Director, Freeholder or Leaseholder, our experienced block management team is here to help.
If your question could help other property owners, we may publish an anonymised version of the answer in our Knowledge Centre.
Need advice sooner?
Book a free consultation with East Valley Properties to discuss your building, service charges, compliance or managing agent requirements.
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