Who can change the managing agent?
A managing agent works for whoever appointed it. That is usually one of:
- a residents' management company (RMC), where the leaseholders run the company that manages the building;
- a Right to Manage (RTM) company, which has taken over management from the landlord; or
- the freeholder, which may be a landlord, a property company or a share of freehold company owned by the leaseholders.
If you're on the board of the RMC or RTM company, or you're the freeholder, the decision is yours to make. Check your company's articles and any board procedures for how decisions are taken.
What if you're a leaseholder without control?
If the freeholder appointed the agent and you don't control the freehold, you can't change the agent directly. Options include:
- Talking to the freeholder. Raise your concerns in writing. Some freeholders will change agent if leaseholders make a clear case.
- Forming a recognised tenants' association. A recognised association can ask the landlord to consult it about the appointment and performance of the managing agent.
- Right to Manage. Qualifying leaseholders can take over management through an RTM company, without proving fault. See Right to Manage.
- Buying the freehold. Qualifying leaseholders may be able to buy the freehold together (collective enfranchisement), which brings management with it.
- Applying to the tribunal. In some circumstances, the First-tier Tribunal can appoint a manager. This is usually a last resort.
Step 1: Read your management agreement
Before anything else, find the current management agreement and check:
- the notice period for ending it;
- whether it has a fixed term and what happens if you end it early;
- how notice must be given (for example, in writing to a particular address); and
- any handover obligations on the outgoing agent.
Step 2: Get proposals
Ask for proposals from the agents you're considering. A good proposal should set out the services, the annual fee, what is charged separately and a plan for the handover. Ask how they report to directors and how residents can contact them. If you're comparing fees, read how much block management costs.
Step 3: Make the decision and give notice
Once the board or freeholder has decided, give notice to the current agent in line with the agreement. Agree a handover date with your new agent.
Step 4: The handover
The outgoing agent should transfer everything the new agent needs to manage the building, including:
- service charge and reserve fund balances, with bank statements and reconciliations;
- the budget, accounts and arrears details;
- leaseholder details and lease copies;
- the insurance policy, schedule and claims history;
- the fire risk assessment and other compliance records;
- contractor contracts, open repairs and planned works; and
- details of any Section 20 consultation in progress.
A good new agent will request these, chase them and check them. When we take on a building, we handle that process and set up directors and residents on the Harrison Services Portal from day one.
Step 5: Tell the leaseholders
Leaseholders need to know who the new agent is, how to pay the service charge and how to report repairs. We send an introduction with payment details and portal access.
Thinking of switching?
Request a review of how your building is run now, and we'll set out what we'd do differently.
This guide is general information about residential block management in England, not legal advice. Your lease and your building's circumstances matter, so take advice on your specific situation.