Mobilisation and Takeover Process

Changing managing agents can be a significant step for RTM companies and resident management companies. Our mobilisation process is designed to ensure the transition is organised, transparent, and carefully managed from the outset.

We work closely with directors during the handover period to ensure the building continues to operate smoothly while the management arrangements are transferred.

1. Pre-Appointment Planning

Before the management start date we work with directors to understand the building, review key priorities, and plan the transition process.

This preparation allows the mobilisation process to be structured and organised, helping to ensure building operations continue without disruption.

2. Documentation and Information Handover

We request and review important documentation from the outgoing managing agent or freeholder in order to establish a clear understanding of the building’s current position.

This typically includes:

• Service charge financial records
• Contractor agreements and service contracts
• Compliance documentation and safety reports
• Building plans and operational information

Reviewing this information allows us to build a clear operational and financial picture of the building.

3. Financial Account Setup

Client money accounts are established to ensure service charge funds are properly held and managed in accordance with client money handling requirements.

Financial records are transferred and structured financial reporting systems are implemented so directors have clear oversight of service charge funds from the outset of the management period.

4. Contractor and Service Review

Existing contractors and service arrangements are reviewed to ensure they remain appropriate for the building and continue to deliver reliable service and value for money.

Where improvements or alternative options may be beneficial, we discuss these with directors before any changes are made.

5. Resident Communication

Residents and leaseholders are informed of the change of managing agent and provided with clear information on how to contact the management team and report any issues.

Structured communication channels are established so that enquiries, maintenance issues, and operational matters affecting the building can be properly logged and managed.

6. Initial Building Review

Where possible we carry out an initial review of the building to identify any urgent maintenance issues, compliance matters, or operational priorities that may require early attention.

This allows any immediate risks or concerns to be addressed promptly at the start of the management period.

7. Ongoing Management

Once the building has been fully onboarded, management continues through our structured operational processes, including financial reporting, maintenance coordination, compliance oversight, and resident communication.

Our objective is to ensure the transition is completed smoothly and that the building continues to be managed professionally, transparently, and with long-term stability.

Throughout the mobilisation period our priority is to ensure continuity of essential services so that the day-to-day operation of the building continues without disruption for residents.