How to Switch Property Managers — A Guide for Australian Landlords

Deciding to switch property managers is one of the most significant decisions Australian landlords face, and it’s far more common than you might think. Whether you’re frustrated with poor communication, unexplained maintenance costs, below-market rent settings, or simply want to take control by self-managing a rental property, understanding how to switch property managers smoothly is essential. This comprehensive guide walks you through the complete switching process for landlords in Victoria, New South Wales, and Queensland, covering legal notice requirements, file transfers, tenant communication, and everything in between.

If you’re considering switching to self-management, the Collings landlord platform provides everything you need to manage your investment property independently with confidence. Get early access today. For enquiries: crm@collings.com.au

Why Landlords Choose to Switch Property Managers

Understanding the reasons behind switching helps you evaluate whether it’s the right decision for your situation. The most common triggers include:

Poor or infrequent communication: You shouldn’t have to chase your property manager for updates on inspections, maintenance requests, or tenant issues. Consistent, proactive communication is a baseline expectation.
Unexplained maintenance costs: Inflated tradesperson invoices, unapproved repairs, or a lack of competitive quotes suggests your property manager may not be prioritizing your bottom line.
Below-market rent: Properties not reviewed annually often sit well below current market rates, costing you thousands in lost income each year.
High vacancy periods: Extended vacancies indicate poor tenant sourcing, inadequate marketing, or pricing issues that a competent manager should address quickly.
Feeling like a low-priority client: Large property management portfolios often mean individual landlords receive generic service rather than personalized attention.
Desire to self-manage: Many landlords realize management fees (typically 6-8% of rent) add up significantly over time and decide to take control using modern landlord software platforms.

How to Switch Property Managers: Complete Step-by-Step Process

Step 1: Review Your Property Management Agreement

Your property management agreement is a legally binding contract that specifies the notice period required to terminate the arrangement. Most agreements require 30 to 90 days’ written notice, though some may include break fees if you terminate early. Locate your signed agreement and carefully review the termination clause, noting the exact notice period, any penalty fees, and whether the notice must be delivered in a specific format (email, registered mail, etc.).

If you cannot locate your agreement, request a copy from your current property manager immediately. By law, they must provide you with a copy of any contract you’ve signed.

Step 2: Provide Written Notice to Your Current Property Manager

Once you’ve confirmed the notice requirements, send formal written notice to your current property manager stating your clear intention to terminate the management agreement. Email is typically sufficient, though some agreements may require registered post. Your notice should include:

Your full name and property address
A clear statement that you are terminating the property management agreement
The notice period you are providing (referencing the agreement clause)
Your proposed end date for the management arrangement
A request for your complete property file (detailed in Step 3)

Keep a copy of this notice for your records. If sending via email, request a read receipt to confirm delivery.

Step 3: Request Your Complete Property File

You are legally entitled to receive your complete property file when you switch property managers. This file should include all documentation related to the property and current tenancy. Request the following items explicitly:

Current tenancy agreement and any previous agreements for historical reference
Condition report: Entry condition report and all subsequent routine inspection reports
Rent ledger: Complete payment history showing all rent received, dates, and any arrears
Bond lodgement receipt: Confirmation from the relevant authority (RTBA in Victoria, NSW Fair Trading, or RTA in Queensland)
Maintenance records: Full history of all repairs, invoices, quotes, and tradesperson contacts
Key register: Details of all property keys, including number of sets and current location
Insurance details: Current landlord insurance policy information if arranged through the property manager
Compliance certificates: Smoke alarm, electrical safety, pool compliance (if applicable)

Property managers are obligated to provide this information within a reasonable timeframe, typically 7-14 days. If your property manager delays or refuses to provide these documents, contact VCAT information on property management disputes (Victoria), NSW Fair Trading residential tenancy resources (NSW), or the RTA (Queensland) for assistance.

Step 4: Engage Your New Manager or Transition to Self-Management

If switching to a new property manager: Provide the complete property file to your new manager well before the changeover date. Your new manager should make formal written contact with the tenant introducing themselves, confirming the management change date, and providing updated contact details for maintenance requests and rent payments. Ensure your new manager confirms receipt of the bond details and verifies the bond is correctly registered with the relevant authority.

If switching to self-management: You must notify your tenant in writing about the management change, confirm your direct contact details (phone and email), and provide updated bank account details for rent payments. Set up your landlord software platform immediately to ensure smooth rent collection, inspection scheduling, and maintenance tracking. The Collings landlord platform provides everything you need, including automated rent reminders, digital inspection reports, maintenance request management, and financial reporting.

Step 5: Confirm the Bond Transfer (If Required)

If you are switching property managers (not self-managing), the bond may need to be transferred to your new property manager’s trust account. This requires consent from both the tenant and the previous manager. In some states, landlords who self-manage cannot hold the bond in a personal account; it must remain with the relevant government authority until the tenancy ends. Verify the requirements for your state and ensure the bond remains correctly registered throughout the transition.

Step 6: Update Your Records and Notify Relevant Parties

Update your records with your new property manager’s details (or your own contact information if self-managing) and notify:

Your accountant or tax advisor (for updated financial records and tax reporting)
Your landlord insurance provider (confirm the policy remains valid under new management)
Your bank or lender (if the property is mortgaged and they require notification)
Any strata management company (for body corporate properties)

Common Mistakes to Avoid When You Switch Property Managers

Landlords often make avoidable errors during the switching process. Here’s what to watch for:

Failing to give adequate notice: Terminating without meeting the contractual notice period can result in penalty fees.
Not requesting the complete file: Missing documents (especially bond receipts or condition reports) can cause major issues if disputes arise later.
Poor communication with tenants: Tenants should be informed professionally and given clear instructions about the change to avoid confusion or missed rent payments.
Not verifying bond details: Always confirm the bond is correctly registered and the amount matches the tenancy agreement before completing the switch.
Choosing a new manager without due diligence: Research new property managers thoroughly, read reviews, and interview them to ensure they align with your expectations.

Frequently Asked Questions

How much notice do I need to give to switch property managers?

The notice period is specified in your property management agreement, typically ranging from 30 to 90 days. Review your contract carefully and provide written notice that meets or exceeds this requirement to avoid penalty fees.

Can I switch property managers mid-lease?

Yes, you can switch property managers at any time during an active lease, provided you give the required notice under your management agreement. The tenancy agreement remains in force regardless of who manages the property. Simply notify the tenant of the change and ensure a smooth handover of all tenancy documentation.

Do I need tenant permission to switch property managers?

No, you do not need tenant permission to switch property managers. However, you must notify your tenant in writing about the change, provide updated contact details, and ensure the transition is handled professionally to maintain a positive landlord-tenant relationship.

What happens to the bond when I switch property managers?

The bond remains registered with the relevant government authority (RTBA, NSW Fair Trading, or RTA) throughout the management change. If switching to a new property manager, the bond may be transferred to their trust account with tenant consent. If self-managing, the bond typically stays registered with the authority until the tenancy ends.

Is it worth switching to self-management?

Self-management can save you significant money in management fees (typically 6-8% of annual rent), but requires time and organization. Modern landlord software platforms like Collings make self-management far easier by automating rent collection, inspections, and maintenance tracking. Evaluate your available time and comfort level with tenant management before deciding.

Final Thoughts: Take Control of Your Investment Property

Knowing how to switch property managers empowers you to make confident decisions about your investment property’s management. Whether you choose a new property manager or transition to self-management, following the proper legal process protects you from disputes and ensures a smooth changeover for your tenant.

If you’re ready to take control and manage your property independently, the Collings platform provides the tools, automation, and support you need to succeed. Get early access today or contact us at crm@collings.com.au to learn more.

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