In short
If your building has an RMC, RTM company or a freeholder who appoints the agent, changing is a board decision followed by notice under the current management agreement. The real risk is the handover: funds, arrears records, contracts, compliance certificates and open works all need to move across complete. We run that handover as a project with a checklist, and we start by reviewing how the building is currently run.
Not sure? Take our free two-minute managing agent health check. Ready to talk? See what we commit to when you switch.
Signs it is time to change
- Emails and calls go unanswered for days, or a different person replies each time.
- Year-end accounts arrive very late, or not at all.
- Budgets rise every year without a clear explanation.
- Fire risk assessment actions, insurance renewals or safety checks are missed.
- Major works have started to drift in cost or programme, and nobody can say why.
- Directors are doing the agent's job: chasing contractors and finding documents themselves.
Who can change the managing agent?
The agent is appointed by whoever is responsible for management under the leases:
| Residents' management company (RMC) | The RMC's directors can decide to change agent, following the company's articles. Often a simple board resolution. |
|---|---|
| Right to manage (RTM) company | The RTM company's directors appoint the agent, in line with its articles. |
| Freeholder-managed building | Leaseholders cannot appoint the agent directly. The options are to persuade the freeholder, to claim the right to manage, to buy the freehold collectively, or in serious cases to ask the tribunal to appoint a manager. |
Check the current contract first
Before giving notice, find the current management agreement and check the notice period (commonly three months), any fixed-term or early termination fees, and what it says about handing over records and funds. If the agreement has run for more than 12 months and costs over £100 per leaseholder a year, it may also be a long-term agreement that should have been consulted on. We review this with you before any notice is served.
The handover checklist
The outgoing agent should hand over everything held on behalf of the building. Our checklist covers:
- Money: service charge and reserve fund balances, bank statements, reconciliations, and unpaid supplier invoices.
- Leaseholder accounts: individual ledgers, arrears with correspondence, payment plans and any legal action in progress.
- Accounts and budgets: the current budget, recent year-end accounts, and working papers for the year in progress.
- Contracts: cleaning, gardening, lift, fire alarm, door entry and any long-term agreements with their consultation records.
- Insurance: the policy schedule, broker details, reinstatement valuation and open or recent claims.
- Compliance: fire risk assessment and action plan, asbestos register, water risk assessment, electrical and lift certificates, and service records.
- Works: open jobs, Section 20 consultations in progress, warranties and building manuals.
- Legal and company: lease copies, the RMC or RTM company's registers and statutory records, and keys, fobs and codes.
We chase this in writing against a dated list and report to the directors on what has arrived and what is missing.
How the switch works with EKIN
- A first conversationA short call to understand the building and your priorities. If it is a good fit, we agree the next step, which may include a visit and a look at the current agreement, accounts and compliance position.
- Proposal and board decisionA written proposal with scope, fee and handover plan for the directors to approve.
- Notice to the outgoing agentWe help draft the notice and the handover request.
- HandoverFunds, records and contracts transferred against the checklist. Leaseholders get a letter with new payment details and contacts.
- First 90 daysA structured start, described below.
Template: notice to your current managing agent
If your board has decided to change, this template covers the essentials. Check your management agreement first for the notice period, any fixed term and how notice must be served, and take advice if the agreement is unusual.
[RMC / RTM company name] Limited Company number: [number] To: [Current managing agent], [address] Date: [date] Property: [building address] Notice of termination of management agreement We write on behalf of the board of directors of [company name] Limited (the Company). In accordance with clause [x] of the management agreement dated [date], the Company gives notice to terminate the agreement. Termination will take effect on [date], at the end of the [three]-month notice period [or on such other date as the agreement provides]. Please confirm receipt of this notice and the termination date in writing. The Company has appointed [new managing agent] to manage the property from the termination date. Please arrange to transfer to them, by that date: - all money held on behalf of the Company and the leaseholders, including service charge and reserve funds, with bank statements and reconciliations; - leaseholder accounts, arrears and correspondence about any recovery action; - budgets, year-end accounts and working papers for the current year; - contracts, insurance documents, claims records and compliance certificates; - keys, fobs, access codes and any other property belonging to the Company. Please also provide a final statement of account within [30] days of the termination date. Signed for and on behalf of [company name] Limited, following the board resolution of [date]. [Name], Director
With EKIN, we prepare this for your board and handle the handover request on your behalf.
The first 90 days
Within the first three months, directors receive an action plan with the building's immediate priorities, a compliance register showing what is in date and what is not, a document register of what exists and what is missing, and a reporting rhythm agreed with the board. You will know exactly where the building stands before the first budget we prepare.
Will it cost more?
Not necessarily. Where you share them, we look at your current management fee and service contracts. In many buildings, better tendering of cleaning, insurance and maintenance contracts offsets or exceeds any difference in management fee. We will show you the figures before you decide. See how our fees work.
Frequently asked questions
How long does it take to change managing agent?
Usually three to four months from the board's decision, driven mainly by the notice period in the current agreement. The handover itself is typically completed within four to six weeks of the changeover date.
Do leaseholders need to vote?
For an RMC or RTM company, it is normally a directors' decision under the articles. It is good practice to tell leaseholders early and explain why.
What if the outgoing agent will not hand over the funds?
Service charge money is held on trust for the leaseholders. We escalate in writing and, if needed, through the agent's redress scheme or professional body, or with legal support.
Can you take over mid-way through major works?
Yes, and it is a situation we are well placed for given our project management background. We start by establishing the contract position, the costs to date and the programme.
Last reviewed 2026-09-23 against the sources listed. This page is general information about England and is not legal advice; the lease for your building always comes first.