During your transition to Hemlane, you may need to cancel your current contract with your property manager. Below are some best practices, a template, and a checklist to help make your transition as smooth as possible.
For more information, please also view our post, "Easiest way to change property management".
Best Practices
How should I send my cancellation?
Email is generally the best way to communicate, as it creates a written record and gives the recipient an easy way to confirm receipt. If you do not receive a response within 48 hours, consider following up with a certified letter.
How much notice should I give?
Most property managers require 30 days notice for termination and may include a termination fee in their contract, particularly if you are within the first year of an annual agreement. Review your contract carefully before sending notice.
Should I request documents for my records?
Yes. We recommend requesting copies of all documents related to your property. Common documents to ask for include:
- Copies of the tenant’s application and lease, including any renewals
- Maintenance records for the property
- Proof of the tenant’s renters insurance coverage
- Financial ledgers and reports
Email Template
Below is a template which you can copy and paste into an email:
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[Landlord’s Name] [Landlord’s Address]
[Property Management Company Name] [Company’s Address]
[Date] Hello [prior manager or company name],
Please accept this advanced written notice of my intention to terminate our agreement for property management service for the property located at [rental address]. Please return all keys, rents, and deposits due to me on or before [date of transition], when I plan to make this transition.
As of [date of transition], I will be moving responsibilities and obligations over to [new property manager or yourself].
Thank you very much for your management services, and I look forward to a smooth transition.
Sincerely,
[Landlord's name] |
Checklist for Changing Management
The first step in any transition is gathering as much history as possible about the property and current tenants. The prior manager may not be as organized as you would like, so it is your responsibility to request and confirm receipt of the most important documents.
Here are the key items you should expect to receive:
- Lease documents
- Tenants’ names, emails, and phone numbers
- Original applications submitted by current tenants
- Security deposits
- Move-in and annual inspections for current tenants
- Payment history and balances due for tenants
- Open maintenance requests and their current status
- Past maintenance request history
- Inventory list for appliances owned by the property owner
- Important communications with residents
- State of current vacancies, including any applicants in the pipeline
- Pro-rated rent based on the property close date
Some prior managers will provide organized spreadsheets with this information to make your life easier. If any of the items above are not provided, have a plan for how you will fill in the gaps. For example, if there is no move-in inspection on file for a unit, plan to schedule a mid-tenancy inspection as soon as possible.
Please refer to this article on the Rental Inspection Guides, as well as Privacy Concerns and Rights for rental properties.
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