“Firing” a property manager is a phrase boards often use when a management relationship has reached a breaking point. In practice, a condominium corporation is ending a contract. That distinction matters because the board must follow its agreement, act through a proper resolution, and protect the corporation throughout the transition.
Start with the facts, not the frustration
Before taking action, document the concerns that are affecting the corporation. These may include missed deadlines, incomplete financial reporting, poor communication, unresolved maintenance issues, or failure to follow board direction.
Record dates, requests, responses, and the impact on the corporation. A clear record helps the board assess whether the issue can be corrected and gives legal counsel useful context if advice is needed.
Review the management agreement carefully
The agreement sets out how the relationship can end. Look for the notice period, renewal terms, delivery requirements, transition obligations, and any fees associated with early termination. Many agreements permit termination with written notice, even when the board does not allege a breach.
If the board believes the manager has materially breached the agreement, do not assume that a for-cause termination is straightforward. Obtain legal advice before relying on that provision. The consequences of ending a contract improperly can be costly for the corporation.
Give the company a fair opportunity to respond
Where appropriate, raise the concerns with the manager and their supervisor before deciding to terminate. Be specific about what needs to improve, who is responsible, and when the board expects an update.
Some problems can be resolved through a service plan, additional support, or a change in the assigned manager. If the company cannot or will not address the concerns, the board will have a clearer basis for moving forward.
Make the decision as a board
Individual directors do not have authority to terminate a management agreement on their own. The decision should be made at a properly called board meeting and recorded in a formal resolution.
The resolution should identify the decision, authorize the required notice, and name the director or officer who will communicate on behalf of the corporation. Accurate minutes are an important part of good governance.
Deliver notice exactly as the contract requires
Follow the notice clause precisely. It may require registered mail, email to a specified address, or delivery to a particular corporate office. State the effective termination date and keep the message professional and factual.
Avoid turning the notice into a list of grievances. If the board needs to address performance concerns separately, do so with legal guidance and supporting documentation.
Choose the next manager before the transition deadline
Do not wait until the final weeks of the notice period to begin your search. Invite proposals, interview the team that would support your building, and compare firms against the corporation's actual needs.
An incoming manager should be ready to coordinate the handover of records, banking information, contracts, keys, owner data, maintenance files, and outstanding work orders.
Protect continuity for owners and vendors
Owners need practical information about the change: the effective date, new contact details, emergency procedures, and any changes to payment or service requests. Vendors may also need updated authorization and contact information.
A well-managed transition keeps essential services moving while the new management team becomes familiar with the corporation.
The bottom line
Ending a property management relationship is a serious board decision, but it does not need to become a crisis. A documented process, proper notice, and a prepared incoming manager can protect the corporation and give owners confidence in the board's leadership.
MVP Condos helps Ontario condominium boards transition with clarity and professionalism. Request a free proposal to discuss your corporation's needs.