Are you frustrated with your current letting agent? Do you long for a more seamless and rewarding experience as a landlord? In this blog, we’re here to debunk the myth that switching letting agents is a complex and arduous process. Instead, we’ll show you just how straightforward it can be to make the switch, even mid-tenancy…
It is a common misconception for landlords that it is difficult and perhaps complicated to switch letting agents and that it can only be done at the end of a tenancy.
The truth is, switching letting agents is often much easier than you think and can unlock a world of benefits for both you and your tenants. So, if you’re ready to take control of your letting journey and enjoy a hassle-free experience, lets dive in…
Assessing Your Current Situation:
First things first, take a moment to assess your current situation.
What aspects of your letting experience are causing frustration or dissatisfaction? Whether it’s inadequate communication, poor tenant management, or simply feeling undervalued as a client, identifying the root of the problem is the first step toward finding a better solution.
Reviewing Your Contract Terms:
Now, let’s talk contracts. Before you panic about legal obligations and termination clauses, take a deep breath.
Review your contract terms with your current letting agent, paying close attention to notice periods and any termination fees. While some contracts may have specific requirements, many are more flexible than you might realise, making the transition smoother than expected.
Provided you give your agent sufficient notice and adhere to the terms outlined in your contract, you should be able to exit the agreement without facing financial repercussions.
However, if you’ve encountered substandard service from your agent and they’ve failed to meet their contractual obligations, you may have grounds to terminate the contract early and waive any associated fees. If you feel that this has been an issue, it’s crucial to gather evidence demonstrating the agent’s failure to fulfill their duties.
At Cope & Co,, we’re dedicated to ensuring landlords receive the service they deserve. If you’re uncertain about your situation, feel free to contact me for expert advice.
Additionally, if your property is under management, be aware of clauses that may obligate you to continue paying management charges as long as the tenant, originally sourced by the agent, remains in occupancy. Such clauses limiting your ability to exit the contract are generally frowned upon. Should you encounter such a clause in your contract, we are available to offer guidance and support.
Communicating with Your Current Agent:
Now for the moment of truth – communicating your decision to your current agent. Take heart; this doesn’t have to be an awkward or confrontational conversation. Simply provide written notice in line with your contract terms, expressing your gratitude for their service while explaining your decision to move on. Most agents will understand and respect your decision.
If there is an issue with service as discussed in the previous paragraph, detail your evidence and refer to which clauses in your landlord contract you feel have been breached.
Managing the Transition:
With the hard part behind you, it’s time to focus on the transition itself. Co-ordinate with your new agent to smoothly transfer all necessary documents, tenant information, and financial records. Keep your tenants informed of the change and reassure them that it’s business as usual – just with a new and improved management team in place.
Here is a brief timeline of the process in more detail:
- Check your contracts: Check your contract for your termination clause and assess any breaches of the agreement between you and the agent.
- Give official notice: Send your agent notice in writing that you would like to terminate your contract.
- Build an audit trail: In the same way that an audit trail is important in every other aspect of lettings and property management, it is vital to document every stage of this process carefully. Once you given notice in writing, continue to document every step of the way to give a clear timeline of your actions throughout the procedure.
- Get your documents: Ensure you have all of the relevant paperwork for the property that the outgoing agent holds, that you may need copies of. This includes copies of your EPC, gas safety certification, inventory, tenancy agreement, deposit protection details etc.
- Notify your tenant: Keep your tenants in the loop and tell them exactly what is going on. Your agent should keep them informed but it is important that you engage with them too.
- The new agent: When appointing the new agent, do so as soon as possible. This will give your new agent a chance to liaise with your previous agent and make sure that any important information is passed across and no details are forgotten.
- Collect your keys: When the notice period comes to an end, collect any keys that the agent may be holding. If you have alarms or key boxes at the property, it is a good idea to reset the codes.
- Obtain final confirmation: When your notice period is up, make sure you receive confirmation from your outgoing agent to confirm that the contract has been terminated, that the contract has ended and that all fees are paid.
Can I switch agents mid-tenancy?
No problem!
If you decide to switch agents, rest assured that it won’t disrupt your current tenants. Maintaining a positive relationship with them is very helpful in ensuring a smooth transition.
Don’t forget, there are two different agreements in place; the one between you and your letting agent (which is being terminated) and the tenancy agreement which is between you and your tenant. While your agent may have helped prepare the latter, it’s ultimately between you and your tenant and shouldn’t be affected at this stage.
To ensure a seamless changeover, here are some key points to keep in mind:
- Verify your tenant’s contact details, ensuring they’re up-to-date.
- Gather all relevant property paperwork currently held by the existing agent, which your tenant may need copies of.
- Provide your tenant with the new agent’s contact details and ensure they have a clear way to contact them if needed.
- If the deposit is managed by the agent, it will need transferring and protecting by the new agent. Prescribed Information will need to be issued to all deposit contributors.
- Your new agent will prepare a new tenancy agreement, updating the contact details without making significant changes.
How can Cope & Co. help?
At Cope & Co, we’ll handle the transfer process seamlessly, ensuring minimal disruption for you and your tenants.
Finally, sit back, relax, and enjoy the benefits of your decision. With a new letting agent by your side, you can look forward to improved communication, better tenant relations, and a more positive letting experience overall.
Switching letting agents doesn’t have to be a daunting ordeal. By following these simple steps and keeping an open mind, you can navigate the process with ease and confidence. So go ahead, take the leap – your stress-free letting experience awaits!
If you’re ready to explore your options and make the switch, don’t hesitate to reach out to us at Cope & Co. We’re here to make the process easier than you ever imagined.
If you have any questions on this subject, or any other aspect of letting your property, please don’t hesitate to contact me.
