Many buildings put off changing manager for years, not because they are satisfied, but because they fear the process. In practice the transition is straightforward once you know what to ask for — and it goes wrong almost always for the same reason: the handover of documentation never happened.
The decision
The manager is elected in assembly by a majority of votes, for a term that is usually annual and renewable. Replacing them is therefore an agenda item like any other — provided it appears in the notice. No fault needs to be alleged and there is no need to wait for the end of the calendar year; an extraordinary assembly can be called for the purpose.
Before the meeting, it pays to have the alternative already identified, with its fee proposal and scope of services, so the assembly votes on something concrete.
What the outgoing manager must hand over
This is the list that belongs in the minutes:
Financial
- Accounts for the current and previous years, with bank statements.
- Balance and ownership of the condominium's accounts, including the reserve fund.
- A statement of account per unit, identifying arrears.
- Supplier invoices and receipts, and any unpaid liabilities.
Documentary
- The minute book and all assembly minutes.
- The constitutive title and the internal regulation.
- The building insurance policy and premium receipts.
- Contracts in force: lift maintenance, cleaning, gardening, energy, services.
- Inspection reports, equipment data sheets and warranties on recent works.
- Any pending legal proceedings.
Physical
- Keys to common areas, gate remotes, access codes and, where applicable, logins to any online platform.
Where handovers fail
- Arrears with no history. Without a detailed per-unit statement, the new manager cannot collect what was owed and the building loses money.
- Forgotten contracts. Services still being charged with nobody knowing why, or mandatory maintenance left suspended in the month of the change.
- Lapsed insurance. A policy not transferred in time leaves the building uncovered during exactly the most disorganised period.
- Missing minutes. Without the minute book, the proof of earlier resolutions is lost — including the ones that make debts collectable.
A realistic timetable
Fifteen days for documents to be handed over, thirty to verify and regularise contracts and accounts, ninety for the new maintenance plan to reach cruising speed. Day-to-day management — payments, breakdowns, answering owners — should not stop for a single day.
What we do during a handover
We run a physical and administrative audit of the building, list what is missing, transfer contracts and insurance, and take over day-to-day management from day one. Whatever doesn't exist, we build: a statement of account per unit, a maintenance calendar, and a multi-year works plan.
This article is for general information and does not replace reading the constitutive title and the legislation in force.