A continuing agency relationship should reflect the organisation's current property needs and the evidence of the agency's performance. Familiarity can make coordination easier, but it should not replace a review of scope, commercial terms and the team that will perform the next instruction.
A continuing agency relationship should reflect the organisation's current property needs and the evidence of the agency's performance. Familiarity can make coordination easier, but it should not replace a review of scope, commercial terms and the team that will perform the next instruction.
Examine shortlist relevance, information reliability, viewing preparation and follow-up. Distinguish agency-controlled work from outcomes dependent on other parties. Include examples of corrective actions and whether they improved subsequent performance.
Ask internal users where the agency reduced effort and where the organisation repeatedly had to fill gaps. A useful review identifies specific strengths and limitations rather than relying on a general statement that the relationship is good.
Identify changes in property type, location or transaction scope. Determine whether the current team's experience still fits. If different specialists or offices will be involved, assess that arrangement rather than assuming the previous team's performance automatically transfers.
Review the proposed appointment and fee terms through the appropriate process. Consider how current instructions, introductions and unresolved matters are treated before changing agencies or issuing a new appointment. Obtain qualified advice on contractual uncertainties.
Where a market comparison is appropriate, give candidates the same brief and evaluate the work included. Avoid comparing a detailed incumbent proposal with a headline estimate from another agency as though they describe identical services.
For example, the organisation may move from occasional residential searches to a specialised commercial requirement. The incumbent may still be suitable, but the new decision should be supported by relevant evidence rather than the convenience of reusing a supplier record.
If continuing, document revised responsibilities and expectations. If changing, arrange an orderly handover of the search record and clarify the status of current properties through the relevant contractual process. Avoid issuing conflicting instructions while responsibility remains unclear.
Keep the decision and its scope in the supplier record. A renewal should explain why the agency fits the next requirement and what conditions apply. That provides a stronger basis for future work than an open-ended approval that gradually expands beyond the experience and evidence originally assessed.
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