I think landlords massively overestimate how difficult it is to switch letting agents, especially when there are already tenants living in the property.
It's one of the biggest reasons landlords tell me they've stayed with an agent they're unhappy with. They picture loads of paperwork, awkward conversations with their current agent, documents going backwards and forwards and a tenant wondering what's happening to their tenancy.
In reality, the landlord's part can actually be surprisingly small.
We've taken over properties from other letting agents with tenants already in situ and, when the handover is managed properly, there really shouldn't be much disruption for either the landlord or the tenant.
So, if you've thought about changing letting agents but keep putting it off because you have tenants in the property, this is what the process actually looks like.
Can you switch letting agents with tenants in situ?
Yes. You don't necessarily need to wait until your tenant moves out or their tenancy ends before changing letting agents.
The first thing I'd do is check your existing management agreement.
You're looking for your notice period, any exit or termination fees, how notice needs to be given and whether there are any tenant introduction fees or other charges relating to the existing tenancy.
This is really the only bit you need to get clear on before starting the process. Once you know what you're committed to with your current agent, you can work backwards from there.
What does the landlord actually need to do?
When we take over an occupied property at Amhurst, we generally ask the landlord to do two things:
- Check their existing management agreement before giving notice
- Give us their current agent's contact details
That's pretty much it.
From there, we'll contact the outgoing agent directly and start arranging the handover.
We'll request the tenancy agreement, compliance documents, Right to Rent records, tenant details, property information and details of any maintenance that's currently outstanding or ongoing.
We'll also arrange the key handover and get everything transferred onto our management systems. You shouldn't have to spend your time chasing one agent for something so you can forward it to the other. That's our job.
What happens to the tenant when you switch letting agents?
This is usually the bit landlords are most worried about. They don't want to unsettle a good tenant or make them think something is happening to their home just because the managing agent is changing.
In our experience, tenants generally take the change completely in their stride when it's communicated properly.
We'll contact them directly, introduce ourselves and explain what's happening. For them, the main practical changes are usually very simple.
They'll pay their rent to Amhurst, report maintenance to us and contact us if they need anything relating to the property. Their tenancy and their home carry on as normal.
I'd much rather speak to the tenant properly at the beginning than leave them receiving random emails and wondering what's going on.
We also use the handover to check the property
For me, taking over a property isn't just about getting a folder of documents from another agent and carrying on where they left off. It's also an opportunity to see exactly where everything stands.
We'll review the compliance documents we've been given, check whether anything is due to expire and look at any outstanding maintenance or issues that have been passed over. If something doesn't look right, I'd rather pick it up during the handover and speak to the landlord about it than discover it months later.
Our background is in residential construction, so we naturally tend to look at the physical property as well as the admin surrounding it. That's a big part of how we manage properties at Amhurst.
Do you need to wait until the tenant leaves before changing agents?
No, not necessarily. If you're unhappy with how your property is being managed, I wouldn't stay with an agent for another six or twelve months purely because you're worried that moving will be difficult for the tenant.
The important thing is understanding the agreement you're currently tied into and making sure the handover between the two agents is managed properly. The tenant being in situ doesn't have to be the thing that stops you.
Switching letting agents in Nottinghamshire
If you have a single let, HMO or residential property portfolio in Nottinghamshire and you're considering changing letting agents, we're happy to have a look at your current situation and explain what the handover would involve.
At Amhurst Lettings, we deal directly with your existing agent, organise the documents and keys, review the compliance and maintenance position and make sure your tenant knows exactly what's happening.
The aim isn't to make switching agents into a big event. It's to make it as uneventful as possible.
Let fast. Managed properly.