An agent can carry out agreed tasks, but a clear appointment is essential. Start with what you need managed and how you will know the work has been done. A service label such as “fully managed” is not enough on its own.
Agree the scope in writing
List the tasks included in the appointment: marketing, resident enquiries, rent handling, repairs coordination and reporting may be offered in different combinations. Ask what is excluded and who is responsible for decisions outside the routine service.
Keep legal compliance responsibilities under review rather than assuming they disappear when an agent is appointed. Requirements differ by jurisdiction and property.
Understand the charges
Ask for the full fee schedule and whether figures include VAT. Check charges for additional work, contractor arrangements and ending the appointment. Compare services on the same basis rather than selecting a percentage without knowing what it covers.
If a clause is unclear or creates a substantial commitment, seek advice before signing. Do not rely on a verbal assurance that contradicts the written terms.
Check money-handling arrangements
Ask where rent and deposits are held, when statements are issued and how balances are reconciled. In England, relevant property agents holding client money must belong to an approved client money protection scheme. Verify the actual membership rather than relying only on a logo.
Client money protection and tenancy deposit protection address different matters. Ask the agent to explain the arrangements for each where applicable.
Set a reporting rhythm
Agree how urgent repairs are escalated and what spending requires approval. Review statements and outstanding jobs regularly. Keep instructions and decisions in a shared record accessible to the authorised people.
If the arrangement is not working, follow the contract and complaints process. A planned handover of records and responsibilities is preferable to leaving residents unsure whom to contact.
Editorial review: 14 October 2026. This original Property Perpetuity guide replaces the imported text; the original archive publication date is retained.