Choosing, or switching, managing agents is one of the more consequential decisions a body corporate makes. Get it right and trustees get their time back, levies get collected properly, and the scheme stays compliant without drama. Get it wrong and you're dealing with poor communication, late financials, or a scheme that quietly falls out of compliance with the Sectional Titles Schemes Management Act (STSMA).
Here's what to actually look at when comparing managing agents in Cape Town.
Start With What Your Scheme Actually Needs
A small, self-contained complex with a handful of units has different needs to a large estate with amenities, staff, and multiple contractors on site. Before comparing agents, get clear on what your scheme genuinely needs: full financial and administrative management, or lighter-touch support alongside an already-functioning committee. This shapes which agents are even worth talking to.
Check Their PPRA Registration and Trust Account Status
Any managing agent handling your scheme's money is legally required to be registered with the Property Practitioners Regulatory Authority (PPRA) and to hold levies in a proper trust account. This isn't optional, and it isn't a nice-to-have. Ask directly for their PPRA registration details and confirm how trust funds are held and audited. An agent who's vague about this is a serious red flag.
Ask How They Handle Levy Collection and Arrears
This is the single biggest determinant of whether your scheme has healthy cash flow. Ask specifically: how quickly do they follow up on late payments? What's their process before handing an account to an attorney? Do they provide monthly arrears reports to trustees, or do you only find out about a problem months later? Vague answers here usually mean a vague process.
Understand Their Fee Structure
Management fees are typically charged per unit per month, but it's worth understanding exactly what's included. Does the quoted fee cover AGM attendance? Arrears follow-up? After-hours emergency call-outs? Some agents quote a low base fee and then charge separately for things most owners would expect to be standard. Ask for a full breakdown before comparing prices between agents.
Ask About Their Maintenance and Contractor Network
A managing agent with an established network of vetted, reliable contractors can save a scheme real money over time, through competitive quoting and faster response on repairs. Ask how they source contractors, whether quotes are competitively tendered, and how emergency repairs (a burst geyser at 11pm, for instance) are handled outside office hours.
Look at Communication and Responsiveness
This is the thing owners notice most, and complain about most when it's missing. How does the agent communicate with trustees and owners? Is there a single point of contact, or do queries disappear into a call centre? A good way to test this before signing anything: call or email with a genuine question during the sales process, and see how long it takes to get a real answer.
Ask for References From Current Schemes They Manage
Any established managing agent should be able to put you in touch with a current trustee at a scheme they manage. Ask that trustee the questions above directly, rather than taking the agent's word for it. If an agent is reluctant to provide a reference, treat that as information in itself.
Red Flags to Watch For
- Reluctance to confirm PPRA registration or trust account details
- No clear process for arrears follow-up
- Fee quotes that seem unusually low compared to others, without explaining what's excluded
- Poor or slow responses during the sales process itself
- No references or existing schemes willing to vouch for them
Making the Switch
If you've decided your current agent isn't cutting it, switching is more straightforward than most trustees expect. It typically involves a resolution at a general meeting, notice to the outgoing agent, and a handover of financial records and trust funds. A good incoming agent will guide you through this process rather than leaving trustees to figure it out alone.
Our House Management Services is PPRA registered and has been managing sectional title schemes in Cape Town since 2003.
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