Whose Files Are They Anyway?

You ask nicely.
You follow up.
You send a tracker.
You reference the lease.
You even offer biscuits.
And still… nothing.

Welcome to the world of handover limbo, where some agents seem to believe that the management company’s files are part of their personal legacy. Spoiler alert: they’re not.

The Rules (Apparently):

We’ve seen it all:

• The files belong to the management company… unless the agent feels emotionally attached.

• Keys are optional.

• Fire safety informational is buried in an old email… that they will not send.

• Emails ignored, unless you cc the CEO

• A reply at last is little more than a vague promise of “looking into it”

Fire Safety? What Fire Safety?

It’s not just files. Keys and key codes are held onto like prized possessions! When access is denied, it’s not just inconvenient: it’s dangerous! No keys means:

• No inspections

• No maintenance

• No fire safety checks

• No peace of mind

And yet, some agents seem to think “fire safety” is just a suggestion.

The Real Rules

Let’s be clear: the files belong to the management company, not the agent. The agent is a custodian, not a collector: when your contract ends, so does your claim to the files.

A Modest Proposal

So let’s be better as an industry. Respect the residents you have been working for and handover their Management Company files and keys professionally and courteously.

The new agent won’t stop asking if they still need basic information about a site, so you may as well get it done!

You’ll save time. 

You’ll save stress (for everyone).

You’ll be respected for being professional.

How can the industry get better at this? We’d love to hear your thoughts.

Trevor Adey, Placekeeper Management