How do I end a property management agreement and take my rentals back?
Read the termination clause first, give written notice the way the agreement says, then collect five things: the security deposits, the keys and codes, every lease and tenant file, the vendor list, and a final statement. Tell tenants in writing where to send rent and maintenance requests the day the change takes effect.
Before you send notice
- Find the termination clause and write down the notice period, the required method (certified mail, email, a named address) and any fee.
- Check for a clause that keeps charging you for tenants the manager placed.
- Check the term. Ending in the middle of a term may cost a fee; the manager ending on their own may not.
- Decide who takes over: you, a new manager, or software and your own routine. Have it ready, because a gap in management is when rent goes uncollected.
Also gather your own records before you send anything: your bank statements for the rent account, the last twelve owner statements, and a list of every open work order. If a dispute comes up later, your own copies are what you will rely on, not the manager's.
If the manager breached the agreement, such as by missing payouts or statements, note each date and keep copies. Whether that allows you to leave without a fee depends on the wording and your state, so a short consult with a lawyer licensed there is reasonable.
Giving notice
Send the notice exactly as the agreement says, and keep proof of delivery. Name the end date, ask for written confirmation, and list what you expect on that date. Keep the tone businesslike; you may need the manager's cooperation for another month.
What to collect from the manager
| Item | What to ask for |
|---|---|
| Security deposits | The amount held for each tenant, and the transfer of the money itself, with an itemized list. State rules decide how and how fast. |
| Prepaid rent and credits | Any rent paid ahead and each tenant's balance, so nobody pays twice. |
| Leases and addenda | A signed copy of every active lease, plus renewal offers, pet agreements and notices. |
| Tenant files | Applications, move-in condition reports, and the communication history for each unit. |
| Keys and codes | Every key, fob and lock code, plus a list of who else has one. |
| Vendor information | The vendor list, contracts, insurance certificates and W-9s, and open work orders. |
| Final statement | A last owner statement showing income, expenses, fees and the reserve returned to you. |
| Accounting records | A year-to-date ledger for your tax preparer, including 1099 information if the manager paid vendors. |
Telling tenants and cleaning up the money
Tenants need a short written notice from you or from both of you: who the new contact is, where and how to pay rent starting on a named date, and how to send a repair request. Do this early enough that nobody pays last month's manager by habit. Watch the first full rent cycle on your own bank account. Any rent that arrives at the old manager after the end date should be forwarded to you, and the agreement should say how fast.
Reconcile the final month yourself. Compare the final statement against your bank deposits and the ledger, and ask about any difference in writing. Keep the whole file for the period in IRS Publication 583.
Where DoorKeeping fits
If you take management back, DoorKeeping gives you one set of books per property, bank-matched rent with a memo per tenant, e-signed lease renewals, work orders and a vendor job link, at $2 per unit per month. Import the leases and balances from the manager's handover and check the first month against your bank.
Sources
- IRS Publication 583, Starting a Business and Keeping Records, read Oct 30, 2026
- California Business and Professions Code section 10131, read Oct 30, 2026
Questions
- How much notice do I give a property manager?
- Whatever your agreement says. The notice period and the delivery method are written in the termination clause.
- Will I get my tenants' security deposits back from the manager?
- You should receive the held deposits with an itemized list when the agreement ends. State rules decide how and how fast, so ask for a transfer date in writing.
- Can I end the agreement early?
- Often yes, sometimes with a fee. The termination clause sets the notice and the fee, and a breach by the manager may change the answer.