Managing a condo corporation isn’t all about landscaping choices and paint swatches, but requires sharp oversight, financial accountability, and reliable communication. When your current property management company isn’t meeting expectations, it may be time for a change.
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If you’re wondering how to change a condo management company in Calgary or even how to fire your condo property manager, this step-by-step guide is here to help you make the transition smoothly and professionally.
Recognizing It’s Time for a Change
Before diving into logistics, it’s important to recognize when a change is necessary. A few common signs include:
Poor communication – Missed calls, delayed emails, or a general lack of responsiveness.
Inadequate maintenance – Unresolved repairs, ignored service requests, or declining property standards.
Financial irregularities – Unexplained costs, late reporting, or lack of transparency in budgeting.
Inefficient conflict resolution – Disputes between owners or tenants are poorly handled or ignored.
If these issues sound familiar, your board may want to start planning how to transition to a new company that better supports your community’s needs.
Step-by-Step: How to Change Your Condo Management Company
Changing your condo’s property management company doesn’t have to be overwhelming. Here’s how to do it responsibly, legally, and effectively.
Step 1: Review the Current Management Contract
Start by examining the contract with your existing condo manager. If you’re considering how to change your condo management company, this is a critical first step. Look for:
Termination clauses: These detail how much notice must be given, which is typically 30, 60, or 90 days.
Automatic renewal provisions: Some agreements renew annually unless notice is provided in advance.
Exit terms: Note any penalties or documentation required to terminate formally.
Understanding the contract will help you avoid any breach of agreement and ensure a clean break.
Step 2: Align with Your Condo Board
Before taking any formal action, call a board meeting to discuss the performance of the current management company. It’s essential when planning how to change a condo management company to have full alignment from your board. Gather examples, owner feedback, and any documented issues. The goal is to build a clear consensus and ensure the board is aligned on the next steps.
Once the board agrees to move forward, a formal vote should be held and documented in the meeting minutes to support the decision. This is an important move when considering how to fire your condo property manager effectively and responsibly.
Step 3: Provide Written Notice of Termination
If the board agrees to terminate the current agreement, you’ll need to send an official notice as per the terms of your contract. This letter should include:
The effective date of termination
Reference to the specific clause being used
A request for the return of all relevant documentation and records
Keep all correspondence professional and documented in case any disputes arise later.
Step 4: Select a New Condo Management Company
Now comes the search for a new property management partner. As you evaluate potential companies, consider the following:
Experience with Calgary condominiums
Strong references and a solid reputation
Clear communication practices and accessibility
Transparent pricing models and financial reporting
Technology tools for owners (e.g., online portals or maintenance request systems)
Don’t rush this step. Request proposals, conduct interviews, and even speak to other boards who’ve worked with the company before making a decision.
Step 5: Prepare for the Transition
A successful changeover requires planning and collaboration between your outgoing and incoming management teams. To ensure nothing falls through the cracks, create a transition checklist that includes:
Transfer of all condo documents and financials
Access to property keys, vendor contacts, and security codes
Communication plan for residents
Introduction and onboarding materials from the new manager
By having a structured approach, your board can minimize disruption and ensure continuity of service.
Step 6: Announce the Change to Owners
Once everything is in place, communicate the change to owners and residents. Introduce the new company, share contact details, and explain how day-to-day operations or communications will be handled moving forward.
Transparency helps build trust and sets the tone for a positive relationship between the new manager and your community.
How to Fire Your Condo Property Manager (The Right Way)
While it might be tempting to take a dramatic approach, knowing how to fire your condo property manager requires tact and professionalism. Here’s a quick refresher:
Follow your contract terms to avoid legal challenges
Maintain written documentation of performance issues or board discussions
Plan ahead by having a new company ready to take over immediately
Communicate clearly and respectfully throughout the process
Ultimately, your role as a board is to act in the best interest of the condominium corporation. Ending a relationship with an underperforming manager isn’t personal; it’s business.
The Benefits of Making the Switch
Although the process might feel daunting at first, making the right change can lead to:
Improved service levels
Happier owners and residents
Better financial oversight
More efficient communication and problem-solving
Learning how to change a condo management company is an essential skill for boards committed to protecting their condo investment and ensuring long-term success.
Conclusion: Change Doesn’t Have to Be Complicated
A strong condo management company can be the difference between a thriving community and a frustrated one. If your current team isn’t delivering, don’t settle. Now that you know how to change a condo management company and how to fire your condo property manager the right way, you’re well-equipped to steer your board (and your community) toward better management and peace of mind.
With preparation, professionalism, and the right guidance, your board can make this transition as seamless as possible. Contact Charter Property Management today to request your customized property management proposal!