*Article originally published in CAI-SD Community Insider Magazine, Summer 2025

Switching community management companies is a major undertaking for any community association. A smooth transition requires careful planning, forethought, clear communication, and attention to legal and operational details. Without proper preparation, a change in management can disrupt financial operations, delay maintenance, and create confusion among the association’s homeowners and vendors.

To ease the management transition, associations should focus on five key areas: (1) strategically timing the transition; (2) communicating with the outgoing management company; (3) preparing for the transition; (4) ensuring proper records transfer; and (5) notifying homeowners of necessary updates.

Timing the Transition Strategically

Management contracts often have termination clauses and required notice periods that must be adhered to before the association can terminate their current management company. A termination outside of the delineated termination provisions or notice periods may be invalid, subject to monetary penalties, and/or subject to legal action by the management company. If the board has concerns regarding a potential breach of contract or would like to transition to new management, we recommend consulting with the association’s legal counsel prior to taking any action.

Note that the timing of management transitioning can significantly impact the association’s operations, so the board should endeavor to schedule the transition at a time that minimizes disruption and aligns with the association’s financial and operational cycles. For example, transitioning towards the end of an association’s fiscal year may jeopardize the timely mailing of the association’s annual board report, annual policy statement…etc. Changing management companies during significant maintenance projects, elections, or community-wide events may also unnecessarily complicate the transition, create delays, and lead to potential unwanted liabilities for the association.

Communicating With The Outgoing Management Company

Once the board has executed a contract with its new management company and reviewed the parameters of termination for its outgoing management company, the next step is to formally provide notice of termination for the latter. This should be done professionally and in writing, either by the new management company or the association’s legal counsel, following the termination terms outlined in the contract (e.g., to whom the letter should be addressed and delivered). The notice of termination should include, but is not limited to: (1) the effective date of termination; (2) instructions for record transfer; (3) a request for clarification of homeowner assessment payment procedures; (4) a request for a summarization on any outstanding/urgent association matters; (5) the new management company’s contact information; (6) and a transition checklist compiled by the board, new management, and/or the association’s legal counsel to help ensure all association records and homeowner/vendor data are transferred in a timely manner.

Maintaining a cooperative relationship with the outgoing management company can facilitate a smoother transition. If possible, the board should request a transition meeting to ensure open communication and address the foregoing.

Preparing For the Transition

It is important to establish clear responsibilities for both the outgoing and new management companies. A good place to start would be for the board to review its outgoing management contract to confirm the parameters of the outgoing management’s transition assistance in the event of its termination.

Simultaneously, the board should collaborate with its new management company to outline a transition plan that ensures continuity of service (e.g., when/how to relay the transition to new management to the association’s members and financial/vendor representatives, any changes in homeowner assessment payment procedures, association information portals, methods of communications with new management…etc.) Such information is crucial to avoid disruption to the association’s daily operations and any confusion for homeowners and the association’s vendors.

Oftentimes, a board member familiar with the day-to-day operations of the association may be designated to assist the new management company with the transition process.

Ensuring Proper Transfer of Records

Once terminated, the outgoing management company has a duty to transfer the association’s records to the association’s new management company. All association records, information, and property must be released in a timely manner to new management and any refusal to cooperate constitutes a breach of outgoing management company’s professional code of conduct and may subject outgoing management to legal action. While the board can assist the new management company in verifying whether all necessary records were transferred from outgoing management to new management, the onus is on new management to highlight any missing records/information. As missing or incomplete records can create significant operational challenges, it is highly recommended for boards to take an active role in overseeing any transition of management.

The following critical records, whether past, current, and/or proposed, should be transferred:

• the association’s governing documents, including any amendments;
• all financial records (e.g., annual budget reports, reserve studies, operating budget, annual/interim financial statements, bank statements/information and check registers, state and federal tax returns, reserve account balances/payments);
• all insurance policies;
• all routine and in-progress vendor contracts and insurance/warranty records;
• all employees contracts, contact information, and records,
• all board agendas and meeting minutes;
• all election materials;
• miscellaneous items (e.g., passwords to all digital properties/accounts, membership list, homeowner assessment account histories and enforcement records, architectural records, litigation files, keys.) See Civil Code sections 5200 et. seq for a list of all association records.

Having complete records will help the association function smoothly as boards change and memories fade.

Notifying Homeowners of Necessary Updates

Homeowners should be informed well in advance of the transition to new management to ensure proper communication channels and timely payment of the association’s regular and special assessments.

The new management company should send a notice to homeowners including clear instructions on how to update any automatic assessment payments and mailing addresses for regular/overnight payments. The notice should clarify whether the new management company will field general inquiries and billing questions from homeowners regarding the management transition prior to their official start date.

Frequent communication with homeowners is key, so it is a good idea for the association to send multiple email reminders and update the association newsletter or community bulletin boards to reinforce the changes. The board’s goal is to minimize confusion and ensure homeowners understand their role in assisting with a successful transition.

Thoughtful execution of these five integral steps will minimize disruptions and ease the potentially complex management transition process.