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Change of Property Management Letter Template

Pick who you're writing to and type the details once. The letter rewrites itself for tenants, booked guests, vendors or the HOA, ready as a Word file or a short text for SMS and booking apps.

  • Free, no sign-up
  • 4 versions from one form
  • Payment and deposit dates worked out for you
Write My Letter
21 of 21 fields filled
Writing to
Sent by
Example filled in; all names are fictional. Replace it with your details.
The switch7/7

This letter gives 22 days of notice before the switch.

New manager8/8
Rent and repairsTenants3/3

Last payment to the old manager: November 1, 2026. First to the new one: December 1, 2026.

Security depositTenants3/3

Deposit rules (who may hold it, where, and what tenants must be told) differ by state and city. Check yours, or ask a local attorney, before you send this line.

The bookingGuestsNot in this version
Work and invoicesVendorsNot in this version
Building recordsHOANot in this version

Want it blank? or .

Notice of change in property management

Your home has a new property manager

To
Jordan Lee
Effective
December 1, 2026
New contact
Alex Rivera

November 9, 2026Re: Seaside Loft, Unit 4B · 412 Ocean Avenue, Bayport

Dear Jordan Lee,

I'm writing to let you know that from December 1, 2026, Harbor Lane Stays will manage Seaside Loft, Unit 4B for me. Coastline Rentals stops managing the home after November 30, 2026. I'm still the owner, and your lease stays exactly as it is.

Until November 30, 2026Coastline RentalsPrevious manager
From December 1, 2026Harbor Lane StaysNew manager

Your new contact

Your contact
Alex Rivera, Portfolio manager, Harbor Lane Stays
Phone
555-0178
Email
alex@harborlane.example
Office hours
Mon to Fri, 9 am to 5 pm
Emergencies
555-0199, day or night
Portal
harborlane.example/residents

What changes for you

Paying rent
From the switch, pay through the resident portal.
Last payment to Coastline Rentals
The rent due November 1, 2026
First payment to Harbor Lane Stays
The rent due December 1, 2026
Repairs
Report them through the resident portal, or call the office.
Emergencies
Until November 30, 2026, use the number Coastline Rentals gave you. From December 1, 2026, call 555-0199, day or night.

What stays the same

  • Your lease and all of its terms
  • Your rent amount, and the due date: the 1st of each month
  • Your lease end date and any renewal terms

Your security deposit

Your security deposit of $1,800 will be held by Harbor Lane Stays from December 1, 2026. Coastline Rentals will move it to Harbor Lane Stays by December 15, and we'll confirm when it arrives.

Is this letter genuine?Before you change how you pay, call Coastline Rentals or Morgan Reyes on a number you already have for them. We will never ask for rent by text message, gift card or a wire to a personal account.

If anything here is unclear, contact Alex Rivera before December 1, 2026. Thank you for your patience during the change.

Kind regards,

Morgan Reyes

Owner, Seaside Loft, Unit 4B

Check your lease, management agreement and local law before sending.Template by Mr. Props · mrprops.io

Shaded text is your details. Dashed chips are still empty. The Word file matches this preview.

Recipients

Four Readers, Four Different Questions

Tenants want to know where the rent goes. Guests want to know their stay is safe. Vendors want to know who pays the next invoice. The building wants a number to call. One change of property management letter can't answer all four well, so the builder writes a separate version for each.

TenantsBooked guestsVendorsHOA and neighbours
Their first question“Where do I pay rent now?”“Is my booking still on?”“Who pays my next invoice?”“Who do we call about this unit?”
Contact to giveNamed contact, phone, email, office hours and a separate emergency lineThe same booking app thread, plus a phone number for urgent problems during the stayThe person who approves work, and the email for invoicesA daytime number and an after-hours number
MoneyHow to pay, the last payment to the old manager and the first to the new oneNothing to pay. Dates and price stay as bookedWhich invoices go to the old manager and which to the new one, split by dateUsually nothing. Mention dues only if the new manager will now pay them
Access and repairsThe new way to report a repairAny change to check-in steps or door codesNew key, lockbox or code arrangementsWho holds a key for emergencies, if the building keeps that record
What stays the sameThe lease, the rent amount and the due dateHouse rules and booking termsJobs already booked, unless you say otherwiseThe owner of the unit
How to send itEmail plus a printed copy, or however your lease says notices must be givenThe booking platform's message threadEmail, then a short callEmail to the board or the building manager

Your lease or management agreement may say how notices have to be delivered. Follow that first, then add the faster channels on top.

Handover

Finish These Before the Letter Goes Out

A letter that sends tenants to a portal nobody can log into yet does more harm than no letter at all. Work through this list with the outgoing manager first. Almost every item becomes a line in the letter.

Handover checklist
0 of 12 done

Rules on holding deposits and owner funds differ by state. Ask the new manager how they will hold them, and check your state's rules or ask an attorney if you are not sure.

Timing

The Switchover, Week by Week

Most of the work happens before the switch date. Stretch or squeeze these weeks to fit the notice period in your management agreement.

  1. 4 or more weeks before
    Read the termination clause and give the outgoing manager written notice.
    Owner
  2. 3 weeks before
    Agree the handover list and the switch date in writing with both managers.
    Owner and managers
  3. 2 to 3 weeks beforeThis letter
    Send the tenant version, so the next rent payment reaches the right account.
    Email and print
  4. 2 weeks before
    Message guests with upcoming stays, and email every vendor with open or regular work.
    Booking app, email
  5. 1 week before
    Tell the HOA or building manager, and update the local contact on any rental permit or registration.
    Email
  6. Switch date
    The new manager takes calls, rent, repairs and guest messages. Old numbers forward or play a message.
    New manager
  7. 1 to 2 weeks after
    Check that every tenant paid the new account and resend to anyone who didn't. Get the old manager's final statement.
    New manager

Tip. Send the guest version inside the booking platform's message thread, not from a personal email. Guests can see it comes from the account they booked with, and the whole conversation stays in one place if there is ever a dispute.

First step

How to Tell Your Property Manager You're Leaving

The announcement comes second. First, end the old agreement cleanly, or you may pay two managers for the same month and wait weeks for keys and records.

  1. Read the termination clause

    Find the notice period, any exit fee and what the manager has to hand back. Some agreements also restrict leaving mid-lease or hiring certain people next.

  2. Give notice in writing

    Email, plus a signed letter if the agreement asks for one. State the end date and that you expect a full handover. A reason is optional.

  3. Ask for the handover list

    Leases, payment histories, deposits, keys, codes, open jobs, vendor details and any owner funds still held. Put a date next to each.

  4. Agree who tells whom

    Decide whether you, the outgoing manager or the new one sends each version, so a tenant doesn't get three letters that disagree.

If the agreement is unclear, or the outgoing manager disputes your notice, talk to a local real estate attorney before you announce anything.

Wording

Lines for the Parts People Worry About

Most of a property manager introduction letter is contact details. Six lines carry the real risk. Here is what each one has to say, with wording you can adapt.

The payment switch

Name the last payment that goes to the old manager and the first that goes to the new one. “From now on” leaves the month of the switch open to doubt.

Adapt this Pay the rent due November 1 to Coastline Rentals as usual. From the rent due December 1, pay Harbor Lane Stays through the resident portal.

The deposit

Say who holds it today and who will hold it after the switch. Leave out promises about interest, deductions or deadlines unless your paperwork and local law back them up.

Adapt this Your $1,800 deposit moves to Harbor Lane Stays by December 15. You don't need to do anything.

Upcoming bookings

Guests read “new management” as “my booking might be cancelled”. Settle that in the first two lines, before any contact details.

Adapt this Your stay on December 12 to 15 is confirmed at the same price. Nothing changes on your side.

Work in progress

Say what happens to a repair that is already booked, so nobody waits for a visit that quietly got dropped in the handover.

Adapt this The plumber booked for November 28 will still come. Anything you report after December 1 goes through the new portal.

Emergencies on switch night

A heater that fails on the evening of the switch is the real test. Give one number for each side of the date.

Adapt this Until November 30, call Coastline Rentals' emergency line. From December 1, call 555-0199, day or night.

Proof it's genuine

Give readers a way to check the letter using contact details they already trust, not the ones printed in it.

Adapt this To confirm this change, call Coastline Rentals or Morgan Reyes on a number you already have.

Fraud

Write It So a Fake Is Easy to Spot

“Pay a new account from next month” is the line a scammer would put in a fake property manager introduction letter. Make the real one hard to imitate, and tell readers what a fake would look like.

  • Send it from a channel they know

    The owner or the outgoing manager should send or co-sign it, from the email address or platform account tenants already use. The builder's “Both” option prints two signatures.

  • Keep bank details out of texts

    Point readers to the portal or a payment method they set up themselves. Never put an account number in an SMS or a booking app message.

  • Add a check-back line

    Ask readers to confirm the change by calling a number they already have for you or the old manager, not the number in the letter.

  • Say it twice, in two ways

    Follow the email with a printed copy, or have the new manager call each tenant to introduce themselves. A real change shows up in more than one place.

Short-term rentals

Moving Bookings Without Losing Guests

For a vacation rental, the letter is the easy part. Guests booked through a platform, the calendar is live, and the next arrival might be tomorrow. Sort out these four things before you message anyone.

Listing access

Decide whether the listing stays on the owner's account with the new manager added as a co-host, or moves to the manager's account. Ask the platform what happens to reviews and future bookings before you move anything.

One message thread

Keep talking to booked guests in the thread they already use. Guests know where to look, and every promise about their stay sits in one record.

Codes and cleaners

Change door codes on the switch date and send new ones the usual way before each arrival. Confirm the cleaning crew for every turnover in the first two weeks.

Calendars

Export upcoming stays and blocked dates first, then check for double bookings once the listing changes hands. A PMS such as Mr Props keeps one calendar across platforms and sends guest messages on a schedule.

Next step. Guests arriving after the switch need the new contact details with their check-in steps. Send them a fresh guest welcome letter once the new manager is in place.

Examples

Change of Property Management Letter Examples for Four Handovers

Four short versions written for different situations, from a first-time manager to an owner taking the keys back. Each one works as a property manager introduction letter and as a notice of what ends. All names are fictional.

Owner to tenant · printed letter

Dear Priya,

From January 1, Northgate Homes will manage 18 Willow Court for me. I've looked after the house myself until now, so this is the first time you'll deal with a management company.

From the rent due on January 1, please pay through the Northgate resident portal. You'll get a sign-up email from them this week. Repairs go through the same portal, or call Dana Cole on 555-0123 for anything urgent.

Your lease, rent and due date don't change, and I'm still the owner. If you want to check this letter, call me on the number you already have.

Best wishes,
Chris Moreno

Example 1

First-time manager

Best for: a self-managing landlord handing one rental to a company for the first time.

Words
104
Sent by
Owner
Channel
Print + email
  • Explains why the tenant has never dealt with a manager before
  • Names the first rent payment that changes
  • Offers a check-back route to the owner the tenant already knows

“Set up in the builder” switches the letter above to the same reader and sender. Your typed details stay as they are.

Mistakes

Slips That Lead to Missed Rent and Lost Guests

Each of these turns a routine handover into a month of phone calls. Each has a one-line fix.

SlipWhat goes wrong
FixWhat to do instead
Announcing before the portal, phone line and listing access work
Send only after you've logged in and made one test payment yourself
One letter for tenants, guests and vendors alike
A version per reader. Guests don't need your rent portal, and vendors don't need your house rules
“Please pay the new company from now on”
Name the date of the last payment to the old manager and the first to the new one
New bank details in a text message
Point to the portal, and give a check-back number the reader already trusts
Saying nothing about the deposit
Say who holds it now and who will hold it after the switch
Forgetting the building
Give the HOA or building manager a number for after-hours problems
No follow-up after the switch date
Check payments and messages two weeks later, and resend to anyone who missed it
FAQ

Questions Owners and Managers Ask

Short answers about changing managers and telling people about it.

What happens when property management changes?

The owner and the tenants usually stay the same. What changes is who collects rent, handles repairs and answers messages, from a set date. Before that date the outgoing manager hands over leases, payment records, deposits, keys and open jobs, and everyone affected gets a letter saying what changes and when.

How do you tell your property manager you're leaving?

In writing, following the termination clause in your management agreement. Give the end date, ask for a handover list with a date for each item, and keep a copy. If the agreement charges an exit fee or asks for a longer notice period, plan around it, and ask a local attorney if the terms are unclear.

Do tenants have to sign a new lease when the manager changes?

Usually not, but check. In many leases the owner is the landlord and the manager signs as their agent, and swapping the agent doesn't rewrite the lease's terms. Read the lease to see who is named, and ask an attorney if the outgoing manager is the named landlord.

How much notice should tenants get?

Enough that the next rent payment goes to the right place. We suggest at least two weeks before the switch date; the builder shows how many days your dates give. Your lease or local law may set rules on how notices are delivered or how payment instructions can change, so check those first.

Who should send the letter, the owner or the new manager?

Either one can. A joint letter signed by both is the hardest to fake and answers “is this real?” straight away, which is why the builder has an Owner, a New manager and a Both option.

Is this the same as a property manager introduction letter?

Mostly. A property manager introduction letter focuses on who the new manager is. This letter also says what ends, on which date, and what happens to payments, bookings and deposits in between. The builder covers both.

Should guests with Airbnb or Vrbo bookings get the full letter?

No. Send the short version in the platform's message thread: their stay is confirmed, who looks after it now, and any change to check-in. Keep the conversation and any payments on the platform.

What if the security deposit hasn't moved yet?

Say so plainly: who holds it today, who will hold it, and roughly when it moves. Don't promise a date you don't control. Deposit rules differ by state and city, so check yours or ask an attorney before you send.

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