When a landlord decides to switch property management agencies, the transition needs to be as smooth as possible to ensure minimal disruption for both the landlord and the tenants. At Property Genius, we have a comprehensive handover procedure that addresses all aspects of this transition. Typically, the handover falls in line with the rent due date.
Here's what it involves:
Initial Communication
The first step is to send an email to the existing agent, requesting all the necessary information for a seamless transition. This email typically includes the following:
Tenant's Contact Details -We ask for the contact details of the existing tenants and any guarantors to ensure smooth communication throughout the transition.
Tenancy Deposit - We specify our registered accounts with the TDS Custodial Scheme and the DPS Custodial scheme for easy transfer of the tenant's deposit. If the deposit is protected by an insured-based scheme, we provide details for transferring it to our client account.
Tenancy Files - We request all essential documents, including the current tenancy agreement, deposit prescribed information, inventory check-in, pre-tenancy documentation acknowledgment, property certificates, warranty info, and any relevant notices served.
Confirming with Tenants - We inform the existing agent that we'll be reaching out to the tenants to confirm the new management arrangements. However, a heads-up from the current agent can help smooth the process.
Ongoing Maintenance - We inquire about any ongoing maintenance issues to ensure they are resolved promptly.
Management Keys - We ask if the existing agent holds a set of management keys and if a collection would be possible.
Tenant Communication
Once we have all the necessary information, we reach out to the tenants to inform them of the change in management. This is crucial for maintaining a good landlord-tenant relationship.
Document Transfer
All received documents are carefully reviewed and stored in our secure system. This ensures that we have all the information needed for effective property management.
Maintenance Handover
We take over any ongoing maintenance tasks and ensure they are completed to the highest standard.
Key Collection
If the existing agent holds a set of management keys, arrangements are made for their collection.
By following this structured handover procedure, Property Genius ensures a smooth transition that benefits all parties involved. It's our commitment to excellence that sets us apart in the property management industry.