Hiring, Switching or Firing a Condo Manager in Massachusetts

A condo board can hire a management company, switch to a new one, or end a contract that is not working. The rules that govern how you do it sit in three places: your management agreement, your master deed and bylaws, and M.G.L. c. 183A. Read those first. Then run the change as a planned handoff, not a sudden break.

This guide walks Massachusetts condo and HOA boards through the whole decision. Each section links to a deeper guide.

First: do you need a manager, or a different one?

Most boards start looking when something specific breaks. Common triggers:

• Calls and emails go unanswered, or repairs sit for weeks.
• Financial reports arrive late, are hard to read, or do not match the bank.
• Fees keep rising and the scope keeps shrinking.
• The board has become the property manager by default.

If you are self-managing and the work is too much, see when to hire a management company. If you already have a manager and the relationship is failing, the next step is to find out exactly what your agreement allows.

Hiring: compare managers on the same yardstick

Do not compare proposals by price alone. Two bids can cover very different scopes. Ask every candidate the same questions, score the answers, and compare them side by side.

• How to choose a condo management company in Boston covers fees, red flags and track record.
• Questions to ask in a manager interview gives you a script and what a good answer sounds like.
• The Management Company Scorecard (free download) turns those answers into a score you can bring to a board vote.

The agreement: where most problems start

The management agreement decides what you get, what you pay, and how hard it is to leave. Boards often sign what the manager sends over. Read it before you sign, and before you try to end it. See what a condo management agreement should include.

Switching: plan the handoff

Changing managers is not hard when it is planned. It gets messy when the old agreement is vague, records are not requested early, or bank access changes overnight. Our guide to how to switch condo management companies in Boston covers the five steps.

Terminating the contract

Ending an agreement is a legal and procedural step, not just a decision. Notice periods, delivery method, cure periods and fees come from your contract. Your bylaws set how the board must approve it. Read how to terminate a condo management contract in Massachusetts before you send anything.

The transition: 45 to 60 days

A clean transition runs about 45 to 60 days. That gives time to collect records, move accounts and vendor contracts, line up insurance, and tell owners what is changing. We lay out the phases in what a condo management transition should look like.

Common mistakes

• Sending notice by email when the agreement requires certified mail.
• Missing an auto-renewal date by a few days.
• Terminating before the replacement is signed, then having no one on call.
• Not asking for records, passwords and bank signatory changes in writing.
• Skipping the board vote or the minutes.

Frequently asked questions

Can a condo board change management companies?

Yes. A board can hire and replace its managing agent. The process depends on your management agreement, your master deed and bylaws, and M.G.L. c. 183A. Have association counsel review the contract before you give notice.

How long does it take to switch condo managers?

A planned transition typically takes 45 to 60 days from signing the new agreement to a clean first month under the new manager. The old agreement’s notice period can add to that, so check it early.

What should a board ask a new management company?

Ask about staffing and after-hours coverage, how fees and extras are billed, who holds the association’s funds, how reports are delivered, and how the manager handles exit. Score every candidate on the same questions.

Do we need a lawyer to terminate a management contract?

You are not required to use one, but we recommend association counsel review the agreement and the notice before it goes out. Small wording and timing errors can cost money or extend the contract.

Talk to us

Green Ocean manages more than 1,500 condo units across Greater Boston. If your board is weighing a change, we can walk through your current agreement and what a handoff would look like. Contact us or call or text 617-982-0116. See also our condo and HOA management in Boston.

This guide is general information, not legal advice. Review your own agreement, master deed and bylaws, and speak with association counsel before you act.