Managing Your Mallorca Property from the UK: A Practical Guide

Buying property in Mallorca is the exciting part. Managing it from 1,500 miles away is where the real work begins. Whether you plan to rent out your property, keep it as a holiday home, or a combination of both, you will need reliable systems and trustworthy people on the ground. This guide covers everything from choosing a property management company and understanding their fees, to handling tax filings from abroad, appointing a fiscal representative, and keeping your property maintained year-round without being there to supervise.

Why Remote Management in Mallorca Is Different

Managing a property remotely in Mallorca is not quite the same as managing a buy-to-let in Manchester. Several factors make it more complex:

• Language barrier: Tradespeople, utility companies, and local officials often operate primarily in Spanish (or Catalan). Your property manager needs to be fluent and comfortable navigating local bureaucracy.
• Post-Brexit residency limits: The 90/180-day rule means you cannot simply pop over whenever there is a problem. You need someone who can act on your behalf at short notice.
• Spanish legal obligations: Non-resident property owners have specific tax filing requirements, fiscal representation duties, and compliance obligations that do not exist for UK landlords.
• Seasonal extremes: Mallorca’s climate — scorching summers and damp winters — creates maintenance challenges that are easy to miss if you only visit in July. Humidity, salt air, and intense UV all take their toll on properties.
• Island logistics: Getting tradespeople to turn up on time in Mallorca can be challenging. Materials and specialist equipment sometimes need to come from the mainland, adding delays and cost.

Property Management Companies: What They Do and What They Charge

A good property management company in Mallorca is your eyes, ears, and hands on the ground. The scope of service varies enormously between companies, so understanding what you are paying for is critical.

Holiday Rental Management (Full Service)

If you are letting your property to tourists with an ETV licence, a full-service management company will typically handle:

• Guest communication, bookings, and platform management (Airbnb, Booking.com, VRBO)
• Check-in and check-out (including legally required guest registration with the police)
• Cleaning and laundry between guests
• Welcome packs, key handover, and property orientation
• Minor maintenance and emergency callouts
• Inventory management (replacing broken items, restocking essentials)
• Dynamic pricing and availability calendar management
• Professional photography and listing optimisation

Typical fees: 15–20% of gross rental income (plus VAT at 21%). Some companies charge 12–15% but exclude cleaning (charged separately at €60–120 per changeover) and platform commissions. Always clarify what is included before signing.

On top of the management fee, expect to pay:

• Cleaning per changeover: €60–150 depending on property size (usually passed to guests)
• Laundry: €15–40 per changeover (often included in cleaning)
• Maintenance callouts: Charged at cost, typically €40–80/hour for the manager’s time plus materials
• Annual deep clean: €200–500

Long-Term Rental Management

If your property is let on a 12-month contract, management is simpler but still valuable for remote owners:

• Tenant sourcing and vetting (credit checks, references, employment verification)
• Lease preparation (ensuring compliance with Spanish tenancy law, the LAU)
• Rent collection and arrears chasing
• Periodic property inspections (typically quarterly)
• Coordinating maintenance and repairs
• Representing you in tenant disputes

Typical fees: 8–12% of monthly rent, or a fixed monthly fee of €80–200. Some companies charge one month’s rent as a placement fee for finding new tenants, plus the ongoing management percentage.

Key-Holding and Caretaker Services

If your property is primarily a holiday home that you use yourself, a lighter-touch service may suffice:

• Holding keys and providing access to tradespeople
• Regular property checks (weekly or fortnightly walk-throughs)
• Airing the property, running taps, flushing toilets (essential for preventing damp and blocked drains)
• Garden and pool maintenance coordination
• Preparing the property before your arrival (stocking the fridge, turning on hot water, airing rooms)
• Post collection and forwarding

Typical fees: €80–200/month for regular checks. Pool maintenance is usually a separate contract at €80–150/month. Garden maintenance runs €100–300/month depending on size and complexity.

Choosing the Right Property Manager

The quality of property management companies in Mallorca varies enormously, from excellent professional operations to one-person outfits working from a mobile phone. Here is what to look for:

Essential Criteria

• Legal registration: The company should be registered as an administrador de fincas or hold the appropriate business licence. Ask for their CIF (tax identification number) and check they are registered with the relevant professional body.
• Insurance: Professional indemnity insurance and public liability cover are non-negotiable. Ask for proof.
• References: Speak to at least two or three existing clients, preferably other British owners managing remotely. A reputable company will happily provide references.
• Transparent accounting: You should receive monthly or quarterly statements showing all income and expenditure, with receipts for every expense. Avoid companies that give you a “net figure” without breakdown.
• Emergency response: What happens at 2am when a pipe bursts? Your manager should have a 24/7 emergency contact and a network of reliable tradespeople who can respond quickly.
• Language: Your main point of contact should speak excellent English, but the operational team must be fluent in Spanish for dealing with local tradespeople, utilities, and the town hall.

Red Flags

• No written contract or vague terms of service
• Reluctance to provide references from existing clients
• Unusually low fees (they may be cutting corners or will surprise you with hidden charges)
• No physical office in Mallorca (beware of “virtual” management from the mainland or abroad)
• Pressure to sign exclusively for long periods without break clauses
• Poor online reviews or no online presence at all

Legal Obligations for Non-Resident Property Owners

Owning property in Spain as a non-resident carries specific legal obligations that you must fulfil regardless of whether you rent the property or leave it empty. Failure to comply can result in fines, surcharges, and significant administrative headaches.

Fiscal Representation

While not technically mandatory for all non-residents, having a fiscal representative (representante fiscal) in Spain is strongly advisable. This person or firm acts on your behalf with the Spanish tax authorities (Agencia Tributaria). They will:

• File your annual or quarterly Modelo 210 (non-resident income tax declarations)
• Ensure your IBI is paid on time (and set up direct debits with the town hall)
• Calculate and file your wealth tax if applicable
• Handle the basura (rubbish collection tax) payment
• Receive and respond to any communications from Hacienda on your behalf

A qualified asesor fiscal (tax adviser) will charge €300–800 per year for ongoing compliance, depending on the complexity of your situation. For rental properties with quarterly filings, expect to be at the higher end. This is money well spent — late filing penalties start at €100 per declaration and escalate quickly. For full details on your tax obligations, see our comprehensive tax guide.

Tax Filing from the UK

You must also declare your Spanish property income on your UK self-assessment tax return. The UK-Spain double taxation treaty ensures you are not taxed twice on the same income, but you need to claim the appropriate foreign tax credit. Your UK accountant should be familiar with this process, but if they are not experienced with Spanish property, consider a specialist who handles cross-border tax for UK/Spain property owners.

Community of Owners

If your property is in a building or complex with shared areas (a comunidad de propietarios), you are legally a member of the community and must pay your share of community charges. You should also attend or be represented at the annual general meeting (junta de propietarios), where decisions about maintenance budgets, special assessments, and building works are voted on. Your property manager can usually attend on your behalf with a signed poder de representación (power of representation).

Maintenance Contracts: Prevention Is Cheaper Than Cure

Properties in Mallorca need regular maintenance to stay in good condition. The island’s climate — intense summer heat, winter rain, coastal salt air, and high humidity — is hard on buildings, gardens, and mechanical systems. Setting up ongoing maintenance contracts before problems arise is significantly cheaper than emergency repairs.

Essential Maintenance Contracts

Service	Typical Cost	Frequency
Pool maintenance	€80–150/month	Weekly (year-round, even if unused in winter)
Garden maintenance	€100–300/month	Fortnightly (more in summer)
Air conditioning service	€80–150/unit	Annually (spring, before heavy use)
Boiler/water heater service	€80–120	Annually
Pest control	€60–120/visit	Quarterly (processionary caterpillars, cockroaches, ants)
Termite inspection (for older properties)	€100–200	Annually
Exterior painting/wood treatment	Varies widely	Every 3–5 years (UV and salt damage)

Seasonal Maintenance Priorities

• Spring (March–April): Service air conditioning, check pool systems, clear gutters, inspect roof tiles, treat any winter damp. Prepare the garden and terrace for the rental season.
• Summer (June–September): Regular pool maintenance is critical. Ensure irrigation systems are working if you have a garden. Check for wasp nests. Service the water heater if usage is heavy.
• Autumn (October–November): Prepare for winter rain. Clear gutters and drains. Check window seals and external paintwork. Winterise the pool if not in use. Prune back vegetation.
• Winter (December–February): Monitor for damp and humidity. Run dehumidifiers if the property is unoccupied. Check for leaks after heavy rain. Ensure heating systems work.

Choosing an Administrator (Administrador de Fincas)

An administrador de fincas is a professional property administrator, distinct from a holiday rental manager. If you own a property within a comunidad de propietarios, the community will typically appoint an administrator to manage the shared aspects of the building. However, you can also hire one individually to handle the administrative side of your property ownership.

A good administrator will handle:

• Paying your IBI, basura, and community charges on time
• Monitoring utility bills for anomalies (a sudden spike in water usage could indicate a leak)
• Coordinating with your fiscal representative on tax matters
• Attending community meetings on your behalf
• Arranging and overseeing building insurance claims
• Managing any construction or renovation permits with the town hall

Fees for individual property administration typically run €50–150 per month, depending on the scope of service. Many property management companies offer administration as part of a broader package.

Power of Attorney: Delegating Authority Properly

If you are managing from the UK, a poder notarial (notarised power of attorney) is extremely useful. This legal document authorises a named person to act on your behalf in Spain for specified purposes. Common uses include:

• Signing utility contracts
• Representing you at community meetings
• Dealing with the town hall on permits and planning matters
• Opening or managing a Spanish bank account
• Signing rental contracts on your behalf

A general power of attorney (poder general) gives broad authority, while a specific one (poder especial) limits the scope. Most advisers recommend a specific power of attorney that covers only what is needed, to reduce risk. The cost is approximately €80–200 at a Spanish notary. You can also have one prepared and apostilled in the UK, though this is more expensive.

Setting Up Remote Monitoring

Technology can ease the burden of remote property management. Consider installing:

• Smart locks: Electronic locks with remote access codes eliminate the need for physical key handover and let you grant access to tradespeople without involving your manager. Brands like Nuki and Yale are widely available in Spain.
• Security cameras (exterior only): Monitor the property remotely and deter break-ins. Note that Spain has strict data protection laws (LOPD/GDPR) — cameras must not capture public spaces or neighbouring properties, and signage is required.
• Leak sensors: Smart water leak detectors under sinks, near water heaters, and in bathrooms can alert you to leaks before they cause serious damage.
• Smart thermostats: Control heating and cooling remotely, saving energy when the property is empty and ensuring comfortable temperatures for arriving guests or tenants.
• Dehumidifiers with auto-drain: Essential for properties left empty during winter. Excess humidity causes mould, musty smells, and structural damage.

Banking and Financial Setup

Managing a property remotely is much easier with proper financial infrastructure in place:

• Spanish bank account: Essential for direct debits (IBI, community charges, utilities) and receiving rent. Most Spanish banks offer online banking with English-language options. CaixaBank and Sabadell are commonly used by non-residents.
• Standing orders: Set up automatic payments for recurring expenses (community charges, pool maintenance, garden service).
• Currency transfers: If you need to move money between the UK and Spain regularly, use a specialist currency broker (Wise, Currencies Direct, OFX) rather than your bank, to avoid poor exchange rates and high fees.
• Accounting records: Keep meticulous records of all income and expenditure. Your fiscal representative and UK accountant will both need this for tax filings. A simple spreadsheet updated monthly is sufficient.

How Much Does Remote Management Really Cost?

Here is a realistic annual budget for remotely managing a two-bedroom apartment in Mallorca that is rented as a holiday let:

Item	Annual Cost
Property management (18% of €25,000 rental income)	€4,500
Fiscal representative / tax filing	€500
Pool maintenance	€1,440
Garden maintenance	€1,800
AC/boiler servicing	€250
Pest control	€300
Insurance	€350
Miscellaneous repairs	€500
Total management costs	€9,640

That is roughly 38% of gross rental income, which is entirely typical for a remotely managed holiday let. The percentage is lower for long-term lets (20–25%) and higher for luxury villas with extensive grounds (40–50%). Factor these costs into your investment calculations before purchasing — see our rental yield guide for realistic net return expectations by area.

Final Advice: Build Your Team Before You Need Them

The single most important thing you can do as a remote property owner in Mallorca is build your team before you complete the purchase. By the time you have the keys, you should already have:

• A property manager or key holder you trust
• A fiscal representative handling your tax obligations
• A Spanish bank account with direct debits set up
• Maintenance contracts in place for pool, garden, and essential systems
• A solicitor (abogado) who can advise on tenancy law and disputes
• Adequate property insurance from day one

Do not wait until something goes wrong to start looking for help. By then, you are making decisions under pressure from 1,500 miles away, and that rarely leads to good outcomes.