Change of manager
Switching property managers in Berlin.
A change can be planned if contract, deadlines, records and takeover date are settled beforehand. This is how it works for multi-family buildings, residential portfolios and commercial properties.
Process
Six steps to the takeover.
For a single building 90 days are often sufficient. For portfolios from 100 units, plan for four to six months instead. Not because the individual steps take longer, but because gaps in the records only show up during review.
- PreparationReview the management contract: term, automatic renewal, notice period and form. Clarify the portfolio and the state of the records, obtain a quote from the new manager and set a takeover date, ideally the end of a month.
- TerminationRental management: terminate the management contract within the contractual notice period, delivered in a way that proves receipt. Owners’ association (WEG): removal of the previous manager and appointment of the new manager by resolution of the owners’ meeting.
- Handover of recordsRequest the records from the previous manager in writing, in full and with a specific date. After receipt, review them, request what is missing, and reconcile rent accounts, open items and deposits for each tenancy.
- Switching accountsClarify in whose name the property accounts are held. Change the signing authority or open new accounts, switch direct debits and standing orders. Keep the old account open for a few months after the takeover date, because late payments will arrive.
- Informing tenantsOn the takeover date, a letter to all tenants with the new bank details and the new contact. Around two weeks after the takeover date, a second letter to everyone who has still paid into the old account. Inform service providers and utilities as well.
- After the takeover dateContinue ongoing matters, make sure the service-charge statement for the transition year is prepared and meet reporting obligations towards financing banks without interruption.
Legal framework
Termination or removal.
When a change is possible depends on whether you have your own properties managed or a condominium owners’ association (Wohnungseigentümergemeinschaft, WEG) is changing its manager.
Rental management
What counts are term, notice period and form under the management contract. Many contracts renew automatically unless notice is given in time. Decisive is receipt of the notice by the manager. For several properties with different contract end dates, a staggered takeover can make sense.
Condominium owners’ association
The owners can remove the manager at any time by resolution (§ 26 Abs. 3 WEG). The management contract ends no later than six months after the removal (§ 26 Abs. 3 Satz 2 WEG). The new manager is also appointed by resolution.
This page gives a general overview and does not replace legal advice in the individual case.
Handover
What the previous manager should hand over.
The more complete the records are on the takeover date, the smoother the takeover. More in our article Verwalterwechsel bei größeren Beständen (in German).
- Leases with all amendments and annexes
- Rent accounts per lease with rent due and incoming payments
- List of open items as of the takeover date
- Proof of deposits for each tenancy
- Service-charge statements of recent years with receipts and allocation keys
- Contracts with service providers and utilities
- Insurance policies and claims files
- Inspection reports and maintenance protocols
- Ongoing reminder and court proceedings
- Building records, floor plans and area calculations
- For commercial property: evidence for the VAT option and the indexation history
- For owners’ associations (WEG): collection of resolutions, minutes and records of the maintenance reserve
Guide
Everything about the change on 11 pages.
Contract, deadlines, records, deposits, payments and takeover date, plus a checklist to tick off. As a PDF, without registration. The guide is published in German.
Frequently asked questions
How long does a change of property manager take?
For a single building 90 days are often sufficient. For portfolios from 100 units, plan for four to six months instead, because gaps in the records only show up during review and have to be requested. The earliest possible date is determined by the existing management contract.
When can I terminate the management contract in rental management?
Your management contract governs this: term, notice period and form. Many contracts renew automatically unless notice is given in time. What counts is receipt of the notice by the manager, not the date of sending.
How does a condominium owners’ association change its manager?
The owners can remove the manager at any time by resolution (§ 26 Abs. 3 WEG). The management contract ends no later than six months after the removal (§ 26 Abs. 3 Satz 2 WEG). The new manager is also appointed by resolution.
What happens to rent payments around the takeover date?
So that tenants pay into the right account from the takeover date, informing tenants in good time and a second letter to late payers are part of the process. The old account should remain open for a few months after the takeover date.
What if the previous manager does not hand over the records in full?
Request the records in writing, in full and with a specific date. We request missing records and document the status. If the handover still does not take place, you should agree the next steps with your legal adviser.
What does management cost after the change?
You receive an individual quote based on the portfolio, the workload and the scope of services. We do not quote flat rates. What the price depends on is explained at Was kostet eine Hausverwaltung? (in German).
Who accompanies the change at HEPA?
The managing directors, Yetkin and Erkin Hepaydinli. We reply to enquiries via the form within one working day; by phone you reach us on +49 30 467 268 110.
Discuss a change.
Briefly describe your portfolio and your preferred takeover date. We look at the contract, deadlines and records and reply within one working day.
You speak directly with the managing directors:
Yetkin and Erkin Hepaydinli
Planning a change?
We look at the contract, deadlines and records before you give notice.