How to Change Your Strata Manager in NSW

Unhappy with your strata manager? You're not alone. Changing strata managers is one of the most common actions owners corporations take in NSW — and it's simpler than most people think.

This guide walks through the process step by step: when to consider a change, how to pass the vote, and what to look for in a replacement.

Signs It Might Be Time to Change

Not every frustration with your strata manager warrants a switch. But if you're seeing a pattern of these issues, it's worth having the conversation:

• Poor communication — emails and calls go unanswered for days or weeks
• Financial mismanagement — late levy notices, unclear accounts, or unexplained shortfalls in the capital works fund
• Maintenance neglect — repairs take months to organise, or common areas are visibly deteriorating
• Lack of transparency — meeting minutes are late, financial statements are hard to understand, or owners struggle to get information
• High fees for poor service — management fees above market rate without corresponding quality

A good test: look at other buildings in your manager's portfolio. If the same problems show up across multiple buildings, the issue is likely with the manager, not your building.

How the Process Works

Step 1: Check Your Current Contract

Before anything else, get a copy of the current management agreement. Key things to look for:

• Contract term — Most strata management contracts in NSW run for 1 to 3 years. Under the Strata Schemes Management Act 2015, the maximum initial term is 3 years, and renewals can be up to 3 years.
• Notice period — Typically 1 to 3 months' notice is required to terminate.
• Early termination — Some contracts include a break clause. Even without one, the owners corporation can terminate for cause (e.g. breach of duty) or wait until the contract expires.

Step 2: Build Support Among Owners

Changing strata managers requires a vote, so you'll need other owners on board. Start by having informal conversations — many owners may share your concerns but haven't raised them.

Document specific issues with dates and examples. "They took three months to fix the intercom" is more persuasive than "they're not responsive."

Step 3: Research Alternative Managers

Don't vote to leave your current manager without knowing who you're moving to. Research at least 2 to 3 alternatives before putting a motion forward.

On StrataChecks, you can browse strata managers across NSW and see their full portfolio — how many buildings they manage, financial health indicators across their portfolio, and whether they already manage buildings in your area.

Request quotes from your shortlisted managers. Ask about:

• Annual management fees and what's included
• Additional charges for meetings, insurance renewals, or maintenance coordination
• Their communication process and response times
• How they handle after-hours emergencies
• References from similar-sized buildings

Step 4: Pass a Resolution at a General Meeting

To change strata managers, the owners corporation needs to pass a resolution at a general meeting — either the AGM or an extraordinary general meeting (EGM). Any lot owner can request an EGM by writing to the secretary.

You'll typically put two motions:

1. Terminate the current management agreement — giving the required notice period
2. Appoint the new manager — specifying the proposed manager and contract terms

Step 5: Manage the Transition

Once the vote passes and the notice period is served, the outgoing manager must hand over all records to the new manager. Under the Strata Schemes Management Act 2015, this includes:

• All financial records and bank account details
• The strata roll (register of owners)
• Meeting minutes and correspondence
• Insurance policies
• Keys, access codes, and security credentials
• Maintenance contracts and warranty documents

The handover should happen within 28 days. If the outgoing manager is uncooperative, the owners corporation can apply to NSW Civil and Administrative Tribunal (NCAT) for an order compelling them to hand over the records.

What Vote Do You Need?

Appointing or terminating a strata manager requires an ordinary resolution — a simple majority of votes cast at the meeting (in person or by proxy). You don't need unanimous agreement or a special resolution.

This is an important point: you only need more than 50% of the votes at the meeting, not 50% of all lot owners. If your building has 40 lots and 15 owners attend or submit proxies, you need 8 votes.

Proxy votes count, so encourage supportive owners who can't attend to submit a proxy form before the meeting.

What to Look For in a New Manager

When evaluating replacement managers, go beyond the sales pitch:

• Portfolio size — A manager handling 500+ buildings may not give yours much attention. Very small operators might lack systems for complex issues. Check their portfolio on StrataChecks to see exactly how many buildings they manage.
• Financial track record — Look at the financial health indicators across their portfolio. Are their buildings generally well-funded, or do you see a pattern of low reserves?
• Local presence — A manager with other buildings in your area can often respond faster to issues and may have established relationships with local tradespeople.
• Valid licence — Verify their licence on the NSW Fair Trading licence check page.

Common Mistakes to Avoid

• Voting to leave without a replacement lined up — This creates a gap where no one is managing the building. Always have the new appointment ready.
• Ignoring the contract terms — Terminating mid-contract without proper notice can expose the owners corporation to a breach-of-contract claim. Check the notice period.
• Choosing purely on price — The cheapest manager isn't always the best value. Low fees sometimes mean fewer services or less responsive support.
• Not doing a proper handover — Insist on a documented transition plan with clear dates for handing over records, keys, and financial accounts.

The Bottom Line

Changing your strata manager in NSW is a straightforward process:

1. Check your contract for the term and notice period
2. Research alternatives using StrataChecks to compare managers by portfolio and track record
3. Pass an ordinary resolution at a general meeting (simple majority of votes cast)
4. Ensure a clean handover of all records within 28 days

Your strata manager works for the owners corporation — not the other way around. If the service isn't working, you have the right and the process to make a change.