Changing letting agents can feel like a bigger job than it actually is, particularly if you have tenants already living in your property.
There’s the notice period to consider, paperwork to transfer, keys to arrange and, of course, the question of how the change will affect your tenant. It’s understandable that landlords may feel put off making a move, even when they’re no longer happy with the service they’re receiving. But in reality, the process can be straightforward when it’s properly managed.
At Northern Group, we regularly take over the management of properties from other letting agents and take care of the handover directly with them, keeping the landlord and tenant informed throughout.
So, why do landlords switch letting agents, and how does the process work?
Here’s what to consider if you’re thinking about making a change.
Why do landlords switch letting agents?
There are plenty of reasons a landlord might decide their current letting agent is no longer the right fit. It could be that communication has become inconsistent, maintenance is taking too long to resolve or they’re not getting the level of service they expected. It could also be a lack of regular inspections, concerns around compliance or simply wanting a more local approach to managing their property.
Whatever the reason, being unhappy with your current agent doesn’t necessarily mean you’re stuck with them. The first step is understanding the terms of your existing agreement and what’s involved in moving your property to a new agent.
Start by checking your existing agreement
Before making any decisions, check the management agreement you have with your current letting agent.
Pay particular attention to the notice period, termination or break clauses and whether there are any fees associated with leaving. It’s also worth checking whether there are any tenant introduction fees or other charges that could apply.
These terms will vary between agents, so it’s important to understand your own agreement before giving notice. Once you know where you stand, you can start looking for a new agent and agree how the handover will work.
Choosing a new letting agent
Switching agents gives you an opportunity to consider what you actually want from your property management service.
It’s worth looking beyond the management fee and considering how the agent communicates with landlords and tenants, how they deal with maintenance, how regularly properties are inspected and how they stay on top of compliance. Local knowledge can also make a difference. An agent who understands the local rental market can provide advice based on what is happening across the city, from rental demand and tenant expectations to changes affecting landlords specifically in your area.
Having a local team can also make property management more hands-on and effective for landlords and the tenant. With a property team based nearby, issues can be picked up promptly, site visits are easier to arrange and landlords and tenants have a more accessible point of contact when support is needed.
At Northern Group, our property management, lettings, operations, marketing, accounts and maintenance teams work together from our office in the heart of Ancoats in Manchester City Centre, providing support for landlords every step of the way. We understand the wider property market across the city and provide that hands-on, local management.
How easy is it to switch your property management to Northern Group?
Switching letting agents doesn't need to mean lots of paperwork, chasing your current agent or managing the handover yourself. At Northern Group, we aim to make the process as straightforward as possible by coordinating the practical arrangements with your existing agent.
Once you've appointed us and the necessary notice arrangements are in place, we'll take care of the handover process, making sure the relevant information is transferred and any outstanding matters are identified. Here's how it works:
1. Contacting your current agent
We'll liaise directly with your existing agent to arrange the handover and confirm what information and documentation needs to be transferred. You'll need to ensure the appropriate notice has been given in line with your existing agreement, but we'll help coordinate the next steps.
2. Transferring the relevant information
We'll arrange the transfer of the information needed to manage your property, including tenancy details, compliance documents, maintenance history and any other relevant records. This helps us build a clear picture of the property and its current management from the outset.
3. Arranging the transfer of keys
We'll coordinate the collection or transfer of keys with your existing agent, ensuring our team has what it needs to take over the management of the property.
4. Keeping tenants informed
Where tenants are already living in the property, we'll introduce ourselves as their new managing agent and explain what the change means for them. This includes providing the relevant contact details and explaining how to pay their rent and report maintenance issues.
5. Reviewing any outstanding matters
We'll identify any ongoing maintenance issues or other matters that need to be picked up as part of the handover. This gives us the opportunity to understand what needs attention and establish the next steps.
6. Visiting the property
Once the handover is complete, we'll arrange a visit so our property management team can familiarise themselves with the property, assess its condition and identify any issues that may need attention. This gives us our own understanding of the property rather than relying solely on the information passed over by the outgoing agent.
Throughout the process, we'll keep you informed of progress and let you know if anything needs your attention. Our aim is to make the transition as smooth as possible without you having to chase both agents or manage every detail yourself.
What happens if there are tenants living in the property?
Having tenants in situ doesn’t prevent you from changing letting agents.
The important thing is that the tenant knows what is happening and has clear information about who will be managing the property going forward.
As part of the handover, we introduce ourselves to the tenant and provide the information they need, including where their rent should be paid, how to report maintenance and who to contact if they have a question.
A change of managing agent doesn't need to disrupt the day-to-day tenancy. With clear communication, tenants can understand what is changing and where they need to go for support.
How much involvement is needed from the landlord?
One of the biggest concerns landlords have about switching agents is how much work they’ll have to do themselves.
While there are some things you’ll need to take care of, such as checking your existing agreement and giving the required notice, much of the handover can be managed between the two agents.
At Northern Group, once we’re appointed, we liaise with the outgoing agent, collect the information we need, arrange the key handover and communicate with the tenant. We then visit the property once the handover is complete to make sure everything is in order.
We aim to make changing agents as straightforward as possible, while ensuring nothing is missed along the way.
Is it worth switching letting agents?
If you’re unhappy with the way your property is being managed, it can be worth taking the time to look at your options.
The right property management service should give you confidence that the day-to-day running of your property is being looked after, while keeping you informed when you need to be.
Changing agents may feel like a lot to organise, but with the right support, the process doesn’t have to be complicated.
If you’re considering switching your Manchester property to a new letting agent, speak to the Northern Group team to find out more about our property management service and how we can help switching agents easy and stress-free.