Review your strata manager formally at least once a year, and monitor performance monthly or quarterly in between. Start a full contract and market review 6 to 12 months before the agreement expires — not in the final few weeks.
Most committees only look closely at their manager when something goes wrong or the contract is about to lapse. A simple review rhythm — quarterly checks, an annual assessment, and an early renewal review — catches problems while they are still fixable.
Reviewing your strata manager isn't the same as replacing them. A structured review gives the manager fair, specific feedback, gives owners confidence that fees are justified, and gives the committee a documented basis for renewing, renegotiating or going to market.
Is an annual review legally required?
There is no general Australian rule requiring every owners corporation to run a formal written performance appraisal exactly once a year. But the owners corporation remains responsible for the scheme: it should supervise delegated functions, review reports, consider fees and disclosures, and decide whether the manager continues to provide suitable service.
In NSW, every strata scheme must hold an AGM each financial year. The AGM is a practical governance point for reviewing management performance, even though the legislation does not label it a mandatory performance review.
Recommended review schedule
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What changed in NSW in 2026?
NSW strata managing agents must now report every six months to the owners corporation on the functions they exercise on its behalf — chairing meetings, keeping records, organising common property repairs and so on.
These reports should not simply be filed away. The committee can use them as evidence for a structured mid-year review, checking whether the reported work matches the management agreement, invoices, action lists and actual outcomes.
NSW managers must also provide enhanced disclosures about commissions, benefits, supplier connections and other interests. Those disclosures should form part of the performance review.
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Why monitor performance during the year?
Waiting until the contract expiry date lets small problems become expensive or entrenched. Regular monitoring makes it easier to spot slow repairs, missed renewals, unclear financial reporting, unresolved arrears, poor communication and excessive additional charges while there is still time to correct them.
It also gives the manager fair and specific feedback. A manager cannot improve a service issue that has never been raised clearly.
What should we review every quarter?
Open repair and maintenance requests, including age, status and next action
Response times to committee, owner and resident communications
Progress against committee and AGM action items
Administrative and capital works fund balances
Budget performance and unexpected expenditure
Levy arrears and debt-recovery progress
Insurance claims, renewals and valuations
Contractor performance and expiring agreements
Compliance dates, fire safety work and statutory reporting
Complaints, disputes and by-law matters
Additional management charges compared with the approved fee schedule
What should a formal annual review cover?
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What documents should we use?
The signed strata management agreement and current fee schedule
The manager's six-monthly activity reports (NSW)
AGM and committee minutes
Financial statements and budget reports
Levy arrears reports
Repair and maintenance registers
Insurance schedules, quotations and claims records
Email or correspondence logs
Contractor registers and tender documents
Commission, benefit and conflict disclosures
Owner and committee feedback
Invoices for additional management services
Should we use key performance indicators?
Yes. Clear KPIs turn a subjective discussion into a consistent assessment. KPIs should reflect the tasks actually delegated to the manager — a manager should not be marked down for a function retained by the committee, or for delays caused by owners who have not approved work. Set realistic targets, record exceptions and review the same measures over time.
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How should owners be involved?
The strata committee can perform the detailed review, but the owners corporation makes the formal decisions about appointment, reappointment and termination.
Owner feedback can reveal service problems that never appear in financial reports — repeated unanswered emails, unclear notices, poor communication with residents. Use a short, factual survey, and distinguish a one-off dissatisfaction from a recurring scheme-wide pattern.
When should the renewal review begin?
Begin the renewal review 6 to 12 months before the agreement ends. Large, complex or dissatisfied schemes should start closer to 12 months.
In NSW, a strata manager must give notice of agreement expiry between three and six months before the expiry date. Starting earlier prevents the manager's expiry notice from being the first time the committee considers its options.
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How long can a NSW strata management agreement run?
A manager appointed at the first AGM can generally be appointed for a maximum of 12 months. After that first appointment, a NSW strata management agreement can generally run for up to three years, with reappointment decided by the owners corporation at a general meeting.
A three-year term should not mean three years without review. Annual and six-monthly checkpoints help the owners corporation manage the relationship throughout the contract.
Warning signs that require an immediate review
Repeated failure to respond to the committee or owners
Unexplained financial discrepancies or late reconciliations
Missed insurance, compliance or statutory deadlines
Failure to maintain proper records or provide authorised access
Persistent delays in urgent or safety-related repairs
Undisclosed commissions, related suppliers or conflicts
Charges that do not match the agreement or fee schedule
High staff turnover and repeated changes to the assigned manager
Poor preparation for meetings or inaccurate minutes
Failure to follow valid owners corporation instructions
Inappropriate behaviour, privacy breaches or misuse of information
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What should happen after the review?
The review should end with a documented decision and action plan, not just a general discussion. A satisfactory review may still identify improvements. A weak review should trigger specific corrective actions, deadlines and follow-up reporting before the committee decides whether to renew or terminate.
Record the assessment fairly and avoid unsupported personal comments.
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Key takeaways
Review your strata manager formally at least once each year.
Monitor service performance monthly or quarterly rather than waiting for the AGM.
In NSW, use the manager's six-monthly activity report as a mid-year review point.
Begin a full renewal review 6 to 12 months before contract expiry.
NSW managers must notify the scheme of expiry between three and six months before the end date.
Assess service delivery, communication, finances, maintenance, compliance, transparency and value.
Use measurable KPIs linked to the management agreement.
Escalate serious safety, financial, legal or disclosure failures immediately.
Document findings and give the manager a fair opportunity to respond.
The owners corporation, not the committee alone, decides reappointment or termination.
Related questions
How often should a strata manager be formally reviewed?
At least once a year, with regular monitoring during the year.
How often should the committee check performance?
Monthly or quarterly checks are practical for finances, repairs, arrears, communication and action items.
What is the NSW six-month review opportunity?
NSW strata managers must report every six months on the functions performed for the owners corporation, which provides a useful formal checkpoint.
When should renewal planning begin?
Usually 6 to 12 months before the agreement ends.
What should the review assess?
Service delivery, communication, financial management, maintenance, records, compliance, disclosures, cost and future capability.
Do we have to wait until the contract expires to review the manager?
No. Performance should be monitored throughout the appointment, with issues raised as soon as they arise.
Should the review happen at the AGM?
The AGM is a useful point for the formal annual review, but the committee should prepare the assessment beforehand and monitor performance during the year.
Can owners see the management agreement?
In NSW, a copy of the strata managing agent agreement must be available to the owners corporation and forms part of the scheme records.
What if the manager is not meeting the agreement?
Raise the concerns in writing, identify the relevant contract obligations, agree on corrective action, and escalate through a general meeting, complaint or legal process if unresolved.
Should we seek competing proposals every year?
Not necessarily. A full market test is most useful before renewal, after material fee increases, or when performance or service needs have changed.
Can the committee renew the manager itself?
The formal reappointment is generally an owners corporation decision made by resolution at a general meeting.
What if serious problems appear?
Do not wait for the annual review. Document the issue, check the agreement, notify the manager and obtain professional advice where appropriate.