Changing managers
Changing your WEG manager: templates for agenda request, meeting demand and resolutions
Short answer
To change your property manager you need three texts: a request to add items to the agenda, if necessary a demand for a meeting signed by more than a quarter of the owners, and clearly worded draft resolutions on removal, new appointment and the contract. The templates below cover all three; adapt them to your declaration of division.
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Which template you need
Changing manager rarely fails because the owners lack the will. It fails on formalities: an agenda item worded too vaguely, an invitation without competing offers, a resolution that does not identify the new manager precisely enough. The three templates below avoid these mistakes.
The templates are in German, because the documents you send to a German manager and owners’ meeting must be. The notes around them explain what each one does.
Template 1
Agenda request
When the manager is calling the meeting anyway, or has to — the normal case.
Template 2
Demand for a meeting
When the manager will not schedule a meeting. Needs more than a quarter of the owners.
Template 3
Draft resolutions
For the meeting itself: removal, termination, new appointment, contract, handover.
Before you send any of them, you should know who your successor will be. Without offers from a new manager, a motion to remove the current one is a risk: the association would be left without a manager. How to obtain and compare offers is covered in comparing property management offers.
Template 1: request to add items to the agenda
This letter asks the current manager to put removal, termination, new appointment and the contract on the agenda of the next ordinary meeting, and to enclose the competing offers with the invitation.
[Ihr Name], [Anschrift], Eigentümer der Einheit Nr. [ ] in der WEG [Anschrift der Anlage]
An [Name des Verwalters], per E-Mail und Brief
Antrag auf Aufnahme von Tagesordnungspunkten für die nächste Eigentümerversammlung
Sehr geehrte Damen und Herren,
als Wohnungseigentümer beantrage ich, folgende Punkte auf die Tagesordnung der nächsten ordentlichen Eigentümerversammlung zu setzen:
- Abberufung des Verwalters [Name] mit Wirkung zum [Datum]
- Vorsorgliche Kündigung des Verwaltervertrags zum nächstmöglichen Zeitpunkt
- Bestellung von [Name des neuen Verwalters] zum Verwalter ab [Datum] bis [Datum]
- Ermächtigung des Vorsitzenden des Verwaltungsbeirats zum Abschluss des Verwaltervertrags
Die Angebote der Bewerber liegen diesem Schreiben bei. Ich bitte darum, sie der Einladung beizufügen, damit alle Eigentümer sie vor der Versammlung prüfen können.
Bitte bestätigen Sie mir bis zum [Datum, ca. zwei Wochen] die Aufnahme der Punkte und den geplanten Versammlungstermin.
Mit freundlichen Grüßen, [Unterschrift]
Copy the advisory board in. If no confirmation arrives, you have documented that the manager was informed — important for the next steps, described in property manager not responding.
Template 2: demand for a meeting under § 24(2) WEG
If the manager does not schedule a meeting, more than a quarter of the owners can demand one (§ 24(2) WEG). Owners are counted by head; several co-owners of one unit count together as one.
An [Name des Verwalters]
Verlangen auf Einberufung einer außerordentlichen Eigentümerversammlung gemäß § 24 Abs. 2 WEG
Die unterzeichnenden Wohnungseigentümer der WEG [Anschrift] — mehr als ein Viertel aller Eigentümer — verlangen die unverzügliche Einberufung einer außerordentlichen Eigentümerversammlung.
Zweck: Beschlussfassung über die Abberufung des Verwalters, die Kündigung des Verwaltervertrags, die Bestellung eines neuen Verwalters und den Abschluss des Verwaltervertrags (Tagesordnung gemäß Anlage).
Gründe: [z. B. „Seit [Monat/Jahr] bleiben Anfragen der Eigentümer unbeantwortet; die Jahresabrechnung [Jahr] liegt bis heute nicht vor; die letzte Eigentümerversammlung fand am [Datum] statt.“]
Wir bitten um Einberufung binnen [zwei Wochen] unter Wahrung der Ladungsfrist von drei Wochen. Andernfalls wird der Vorsitzende des Verwaltungsbeirats die Versammlung gemäß § 24 Abs. 3 WEG einberufen.
[Name, Einheit, Datum, Unterschrift — je Eigentümer]
Text form is sufficient; an email listing all names and units, or a signed scan, meets it. What matters is that you can prove receipt.
If the manager still does nothing, the chair of the advisory board or their deputy may call the meeting (§ 24(3) WEG). What else the board may and must do is in the advisory board: duties and rights.
Template 3: draft resolutions for the meeting
Resolutions must be precise enough that every owner — and, if necessary, a court — can see what applies. The wording below is deliberately detailed. In order, the items cover: removal of the current manager; precautionary termination of the contract, with authority for the board chair to declare it; appointment of the new manager for a defined term based on a dated offer; conclusion of the contract on the offer’s terms, with authority for the board chair to sign; and the handover of all records.
TOP [ ]: Abberufung des Verwalters
Die Gemeinschaft der Wohnungseigentümer beruft [Name des bisherigen Verwalters] mit Wirkung zum [Datum, z. B. 31.12.] als Verwalter ab.
TOP [ ]: Kündigung des Verwaltervertrags
Die Gemeinschaft kündigt den Verwaltervertrag mit [Name] vorsorglich zum nächstmöglichen Zeitpunkt. Der Vorsitzende des Verwaltungsbeirats, ersatzweise [Name], wird ermächtigt, die Kündigung im Namen der Gemeinschaft zu erklären.
TOP [ ]: Bestellung des neuen Verwalters
Die Gemeinschaft bestellt [Firma, Sitz] mit Wirkung vom [Datum] bis zum [Datum] zum Verwalter. Grundlage ist das Angebot vom [Datum], das der Einladung beigefügt war.
TOP [ ]: Abschluss des Verwaltervertrags
Die Gemeinschaft beschließt den Abschluss eines Verwaltervertrags mit [Firma] zu den Bedingungen des Angebots vom [Datum], insbesondere einer Vergütung von [Betrag] je Einheit und Monat zzgl. gesetzlicher Umsatzsteuer, einer Laufzeit bis [Datum] und dem Sonderhonorarverzeichnis gemäß Anlage. Der Vorsitzende des Verwaltungsbeirats, ersatzweise [Name], wird ermächtigt, den Vertrag im Namen der Gemeinschaft zu unterzeichnen.
TOP [ ]: Übergabe der Verwaltungsunterlagen
Der bisherige Verwalter wird aufgefordert, sämtliche Verwaltungsunterlagen, Bankzugänge, Schlüssel und Datenbestände bis zum [Datum] an den neuen Verwalter herauszugeben. Der neue Verwalter wird ermächtigt, die Herausgabe im Namen der Gemeinschaft zu verlangen und notfalls durchzusetzen.
Three notes on adapting them: an appointment may last at most five years, and the first appointment after the condominium is created at most three (§ 26(2) WEG). Representation towards the manager when signing the contract follows from § 9b(2) WEG. And if you want to review the contract’s content before voting on it, see checking the management contract.
So nothing goes wrong
Check the declaration of division and community regulations for different rules on invitations and majorities
Obtain at least two competing offers and enclose them with the invitation
Observe the three-week notice period for invitations (§ 24(4) WEG)
Resolve removal and new appointment at the same meeting so there is no gap
Involve the new manager early — they know the handover from experience
After the meeting, wait out the one-month challenge period before relying on the resolutions
Our challenge deadline calculator works out the challenge period. How the handover works after the resolution is in changing manager: deadlines and handover, and for associations in the Nuremberg area also in changing your WEG manager in Nuremberg. How an owners’ meeting must be run formally is covered in the article on the owners’ meeting.
The templates are general drafting aids and do not replace legal advice in an individual case. If you are considering Ravenica as your new manager, our contact form gets you an offer you can enclose directly with the invitation. How changing to us works is on our page on changing property managers.
Frequently asked questions
Can any owner request an agenda item?
Yes. Every owner can demand that an item be put on the agenda if dealing with it is consistent with proper management. That is regularly the case for removing and appointing the manager. If the manager refuses, the routes via a demand for a meeting or the court remain.
How many owners must sign a demand for a meeting?
More than a quarter of the unit owners, counted by head (§ 24(2) WEG). With twelve owners, at least four. The demand must be in text form and state the purpose and reasons for the meeting.
Do we have to terminate the old manager’s contract separately?
Legally, the management contract ends automatically no later than six months after removal (§ 26(3) WEG). A precautionary termination at the earliest possible date does no harm and creates clarity if the contract provides a shorter notice period. The templates therefore include both resolutions.
Must competing offers be enclosed with the invitation?
When appointing a new manager, the courts generally require the owners to have alternative offers in time to review them before the meeting. The safest approach is to enclose the offers with the invitation.
Are the templates legally watertight?
They reflect the statutory requirements but do not replace a case-by-case review. The declaration of division and community regulations may provide otherwise, for example on the form of invitation or majorities. Read them before sending anything.
About the author
Julius Launhardt
Founder, owner & managing director of Ravenica · Dipl.-Ing. (TUM)
Graduate engineer (Dipl.-Ing.) and M.Sc. in Management from the Technical University of Munich, IHK-certified property manager, TÜV-certified sustainability manager and long-standing member of the volunteer fire brigade. As founder and managing director of Ravenica in Nuremberg, he is responsible for day-to-day business, processes and long-term strategy. Knows building services, refurbishments, energy and inheritance cases first-hand, and owns several properties himself.
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