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Easiest way to change property management companies or ownership

by hemlane

It is not uncommon to change owners or managers for a rental property. There is a standard process to follow, which involves administrative and communication steps. As the new owner or manager, past problems (“he said, she said”) and tenants’ emotions will become your responsibility. It is important to remain professional and responsible during the entire transition process.

Notification to Prior Management

When you are changing ownership of the property, it is already assumed that management will change. Most of the notifications will be with residents on the next steps and new contact information. For transitioning to a new manager, it does get a bit more complicated. First, you need to check your property management agreement to see the terms of the contract. Are you allowed to cancel today and is there any termination fee? Second, you need to amicably notify the prior management and professionally articulate why a new solution is better for you. And, it is not unusual for a manager to take it personally.

Checklist Required

The first step in the transition is to receive as much as you can about the history of the property and tenants. The prior management may not be as organized as you, and therefore it is your responsibility to request and confirm receipt of the most important documents. Here are the major items you should expect to receive:

Lease documents
Original applications submitted by current residents
Security deposits
Move in and annual inspections for current residents
Payment history for residents
Open maintenance requests, including their current status
Past maintenance request history
Inventory list for appliances owned by the property’s owners
Important communications with residents
State of current vacancies (any applicants in the pipeline, etc.)
Pro-rated rent based on the property close date

Some past managers will provide high level spreadsheets with this information, to make your life easier as well. If you do not receive any of these items listed above, then have a plan on how to update your records on the item. For example, if there is not a move-in inspection for one of the rental units, then you should plan to perform a mid tenancy inspection. Refer to this article on the Rental Inspection Guides, as well as Privacy Concerns and Rights for rental properties.

What to Communicate to Tenants

When residents hear that their management is changing, it is common for them to have a sense of fear or concern. Their first concern is about the future of their home, as they worry about increased rental rates, changes to the lease, or a request for move out.

It is your responsibility to communicate to the tenant that although management is changing, their current lease will remain in tact. You do not want to start increasing rents or changing terms until you have a strategic and fair plan to manage the business for long-term success. For example, raising all of the rents for all month-to-month tenancies during the transition month could significantly increase vacancy rates and hurt your short term cash flow.

2 Most Frequent Mistakes

One of the most common mistakes is not transferring over the security deposits. Or even worse, the prior management has not collected the security deposits, leaving you at risk when the tenant transitions out of the rental property. As part of the checklist, confirm that you received the security deposit from the prior manager.

If the prior management did not collect on security deposits, then you should plan to require a security deposit during the lease renewal. Without this deposit, there is a high probability that you are chasing tenants in the courtroom to pay for turnover damages. It is better to be proactive than in that position.

The second most common mistake is thinking the tenants need to sign an addendum or amendment to the original lease. Owners are not required to receive tenants' approval for selling a property or changing management. A new property manager is considered an agent of the owner. And therefore, the tenant does not need to agree to a change in ownership or management. Nonetheless, is it important to have a welcome letter explaining the transition.

Photo Cred: Matt Artz