Knowledge & guides for property owners

You recognise a good property manager by transparent processes and clear communication.

Are requests documented and handled within a stated target time?

Can you view receipts, resolutions and bank statements at any time?

Are contractor quotes reviewed technically and explained clearly?

At VIMA, these points are embedded in digital processes, the owner portal and a ticket system with reference numbers and status tracking. The target processing time is two working days.

VIMA handles:

• Commercial management — budget plan, annual statement, dunning
• Technical management — inspections, contractor coordination, maintenance planning
• Legal management — owners meetings, resolution records, insurance handling
• Communication — with tenants, contractors, authorities and insurers

The owner keeps:

• Strategic decisions — renovations, major investments, sale
• Voting rights in the owners meeting
• Final decision on extraordinary measures

In short: we take the operational everyday off your plate — you keep the strategic control.

For tenants, a change of manager is initially an administrative matter — it does not change their rental agreement.

VIMA handles the full communication:

• Written notification of all tenants with new contact details
• Clear communication on who is responsible from when
• New bank details for rent payments are communicated in good time
• A named contact person for ongoing matters

For tenants, switching to VIMA typically means faster response times and a digital ticket system instead of a phone queue.

Look for experience, references, transparent fee structures and the scope of services.

Also important: certifications (e.g. § 26a WEG), digital processes and a personal contact on site.

Easier than you think. Once the management contract is signed, we take over communication with the previous manager. We request all files, keys and passwords.

There is no effort for the owners. We check the handed-over documents for completeness immediately.

Costs depend on the size of the unit and the condition of the building. We offer transparent flat fees per residential unit, with no hidden costs for postage or copies.

Request an individual quote for an exact price.

Theoretically yes, but rarely sensible in practice. Management requires expertise in rental and real estate law as well as time and organisational skills.

Bear in mind: Any individual owner can demand the appointment of a certified manager under § 19 (2) no. 6 WEG. Self-management therefore remains possible only as long as no one in the community wants otherwise.

It depends on the type of management:

HOA management: The community appoints the manager for no more than five years, or no more than three years for the first appointment after condominium ownership has been established (§ 26 (2) WEG). Three years is customary.

Rental & individual unit management (SEV): Minimum term of 1 year — fair for both sides. After that, the contract continues with a 3-month notice period to the end of the quarter.

We work as a modern digital manager in a decentralised way. That makes us more efficient and faster.

For in-person meetings, we are happy to come to your property or invite you to a video call.

Security first. For key handovers we use either insured value couriers or we collect them personally during an inspection.

On request we have old paper files picked up at your place and digitise them for the portal.

For small repairs (emergency measures), we act immediately to prevent damage. For larger measures, the HOA always decides by resolution.

We obtain comparable quotes and prepare the decision professionally.

Individual property is everything "behind your apartment door" (floor coverings, non-load-bearing walls, sanitary objects).

Common property concerns the building (roof, windows, façade, staircase, basement, garden).

Damage to common property is paid by the HOA, damage to individual property is paid by you.

The declaration of partition is a notarised deed by which a building or complex is divided into condominium units.

A separate land register sheet is created for each unit, so each unit can be sold or encumbered individually.

For separate heating cost statements, owners, tenants or the appointed broker can read meters for heating, cold and hot water themselves, or commission the billing service provider.

Please inform the property manager about the change.

The annual statement is created per property for the calendar year. You receive the statement for the entire year; payments by the previous owner are credited.

Settlements with the seller are handled according to the notary contract between the parties.

The maintenance reserve is resolved by the HOA and managed by the property manager.

It makes larger repairs and renovations plannable and finances them without sudden special levies.

No. The manager can only act within the framework of HOA resolutions.

Violations of the house rules are enforced by the owners or the HOA via resolutions and, if necessary, legal channels.

The cost question depends on where the damage occurs:

• Common property (e.g. risers, main water pipes): The cost is borne by the HOA via the maintenance reserve.

• Individual property (e.g. pipes inside the apartment after the branch): The respective owner is responsible.

In both cases, the building insurance often covers the damage. We support you with the claim notification.

An ordinary owners meeting takes place at least once a year and includes:

1. Welcome & quorum check
2. Manager's report for the past year
3. Annual statement and approval of the manager
4. Budget plan for the coming year
5. Motions and resolutions
6. Any other business

At VIMA we also offer hybrid meetings — attend on site or digitally.

The budget plan is a forward-looking projection of expected income and expenses for the coming year.

It serves as the basis for the monthly contribution and ensures sufficient funds are available for running costs and reserves.

Costs of rental management depend on property size, location and scope of services.

You receive your specific terms by email with your individual quote.

Our goal is preparation by the end of Q2 of the following year at the latest.

Thanks to digital capture of receipts and interfaces with utilities, we can deliver statements significantly faster than the industry average.

Typical items are:

• Heating and hot water costs
• Water and waste disposal
• Cleaning, caretaker, winter service
• Garden care and insurance
• Lift maintenance and lighting

All allocable operating costs are billed according to the German Operating Costs Ordinance (Betriebskostenverordnung).

We run an automated dunning process. If rent is missing, a friendly reminder goes out immediately, followed by legally compliant reminders.

In hardship cases, we prepare termination and eviction action in consultation with the owner.

For owner-occupied apartments, certain household-related services (e.g. craftsman work, caretaker) can be claimed for tax.

For rented apartments, utilities can be deducted as business expenses in the income tax return.

HOA management concerns the management of the common property of a homeowner association. The manager acts on behalf of all owners.

Rental management (also individual unit management) concerns the letting and care of individual apartments on behalf of the respective owner — including tenant search, utility billing and maintenance.

Both services can be combined.

A tenant change is one of the most demanding processes in rental management — if not approached in a structured way.

At VIMA it works like this:

Move-out: Handover protocol with photo documentation, meter reading, key return, check for damage and clarification of repair obligations.

Between tenancies: Coordination of necessary cosmetic repairs through our contractor network — fast and at fair prices.

Move-in: Handover protocol, meter reading, key handover, welcome letter with all relevant information.

The entire process is documented digitally — you see every step live in the portal.

Yes — this is called individual unit management (SEV).

If you own one or more condominium units for letting that are part of a larger HOA, we manage your individual property independently of the HOA manager.

VIMA takes over:

• Tenant search and rental contract management
• Tenant correspondence and handovers
• Utility billing for your unit
• Coordination with the HOA manager for common matters

SEV is especially useful for private investors with individual apartments — without their own management office.

Individual unit management (SEV) is the management of single condominium units within a homeowner association.

You need SEV if:

• You let one or more apartments as an investment
• You do not want to act as landlord yourself
• The HOA manager only handles common property — not your unit
• You own apartments in different HOAs and want everything from a single source

VIMA handles the complete tenant communication, billing and coordination — while the HOA manager looks after the building as a whole.

SEV and HOA management from VIMA in a single hand: particularly efficient when we take on both for the same property.

The heating system and hot water supply are part of the common property.

The property manager commissions the caretaker and specialist companies for maintenance and repairs and ensures proper upkeep.

First try to fix the issue using the operating instructions.

If that is not possible, contact the service partner or the property manager. In many buildings the contact details are available in the customer portal.

Garden and outdoor facilities are usually part of the common property.

Maintenance is resolved by the HOA and organised by the property manager via a garden or caretaker service.

No — a condominium owners' community does not have to appoint a manager. Self-management is permitted and common in small communities.

However, any individual owner can demand the appointment of a certified manager under § 19 (2) no. 6 WEG. This is part of proper management and can be enforced in court if necessary. An exception applies to buildings with up to eight individually owned units if an owner has been appointed manager and no owner demands a certified manager.

For individual rental buildings, a property manager is not mandatory.

The property manager must comply with rental and real estate law, data protection regulations and the requirements of the WEG.

There is also the certified manager under § 26a WEG: owners can demand that their manager demonstrates this qualification. Certification is personal and is obtained through an examination before the Chamber of Industry and Commerce (IHK).

The property manager is liable for breaches of duty under the management contract. In practice, liability is regularly covered by a financial-loss liability insurance.

Damage caused by gross negligence or intent can also lead to legal consequences.

The property manager prepares the agenda, invites the owners, checks the quorum and chairs the meeting.

They document the resolutions and ensure their legally compliant implementation.

A structural change is any measure that goes beyond proper maintenance (e.g. installation of awnings, terrace extensions, satellite dishes).

For such measures, the consent of all affected owners is usually required.