Questions to Ask a Condo Property Management Company
Essential questions to evaluate condo property management companies and ensure they can effectively handle your building's needs, maintenance, and resident services.
1What's your experience managing condos of similar size and age to ours?
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What's your experience managing condos of similar size and age to ours?
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Why this works
Ensures they have relevant experience with your specific type of property and can handle the unique challenges of your building.
2How do you handle emergency maintenance requests and what's your response time?
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How do you handle emergency maintenance requests and what's your response time?
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Why this works
Critical for resident safety and satisfaction - you need to know they can respond quickly to urgent issues like water leaks or heating problems.
3What's your process for handling resident complaints and conflicts?
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What's your process for handling resident complaints and conflicts?
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Why this works
Shows their approach to resident relations and whether they have systems in place to handle disputes professionally and fairly.
4How do you manage and maintain the building's common areas and amenities?
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How do you manage and maintain the building's common areas and amenities?
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Why this works
Reveals their approach to preventive maintenance and whether they can keep shared spaces clean, functional, and appealing to residents.
5What's your fee structure and what services are included in the base rate?
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What's your fee structure and what services are included in the base rate?
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Why this works
Essential for budgeting and understanding what you're paying for - helps you compare costs and avoid surprise charges.
6How do you handle vendor relationships and ensure quality work?
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How do you handle vendor relationships and ensure quality work?
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Why this works
Shows their approach to contractor management and whether they have established relationships with reliable, licensed professionals.
7What's your process for collecting HOA fees and handling delinquent accounts?
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What's your process for collecting HOA fees and handling delinquent accounts?
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Why this works
Important for financial management - you need to know they can handle collections professionally while maintaining good resident relations.
8How do you communicate with the board and residents about building issues?
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How do you communicate with the board and residents about building issues?
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Why this works
Shows their communication approach and whether they keep stakeholders informed about maintenance, repairs, and building updates.
9What insurance coverage do you carry and what's your claims history?
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What insurance coverage do you carry and what's your claims history?
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Why this works
Critical for liability protection - you need to know they're properly insured and have a good track record with claims.
10How do you handle building security and access control?
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How do you handle building security and access control?
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Why this works
Important for resident safety and building security - reveals their approach to key management, security systems, and access protocols.
11What's your approach to preventive maintenance and long-term building care?
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What's your approach to preventive maintenance and long-term building care?
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Why this works
Shows their strategic thinking about building preservation and whether they can help maintain property value over time.
12How do you handle major repairs and capital improvement projects?
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How do you handle major repairs and capital improvement projects?
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Why this works
Reveals their experience with large projects and whether they can manage complex renovations while minimizing disruption to residents.
13What's your process for conducting building inspections and assessments?
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What's your process for conducting building inspections and assessments?
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Why this works
Shows their approach to identifying potential issues early and whether they can help prevent costly problems through regular inspections.
14How do you handle resident move-ins and move-outs?
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How do you handle resident move-ins and move-outs?
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Why this works
Reveals their process for managing unit transitions and whether they can handle the logistics of resident changes efficiently.
15What's your approach to energy efficiency and sustainability initiatives?
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What's your approach to energy efficiency and sustainability initiatives?
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Why this works
Shows their commitment to modern building practices and whether they can help reduce operating costs through efficiency improvements.
16How do you handle building compliance with local regulations and codes?
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How do you handle building compliance with local regulations and codes?
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Why this works
Critical for legal compliance - you need to know they can keep your building up to code and handle regulatory requirements.
17What's your process for handling building emergencies like fires or natural disasters?
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What's your process for handling building emergencies like fires or natural disasters?
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Why this works
Essential for resident safety - reveals their emergency response procedures and whether they can handle crisis situations effectively.
18How do you manage building finances and provide financial reporting?
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How do you manage building finances and provide financial reporting?
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Why this works
Important for board oversight - shows their approach to financial management and whether they provide clear, regular financial reports.
19What's your approach to resident retention and building reputation management?
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What's your approach to resident retention and building reputation management?
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Why this works
Shows their commitment to resident satisfaction and whether they can help maintain a positive building reputation that attracts quality residents.
20How do you handle technology integration and building automation systems?
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How do you handle technology integration and building automation systems?
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Why this works
Reveals their approach to modern building technology and whether they can help implement systems that improve efficiency and resident experience.
Choosing the Right Condo Property Management Company
Expert tips and techniques for getting the most out of these questions.
Best Practices
Evaluate Experience and Specialization
Look for companies with specific experience managing condos similar to yours in size, age, and location. Ask about their track record with buildings like yours and request references from similar properties.
Assess Communication and Transparency
Choose a company that provides regular, clear communication about building issues, maintenance, and finances. Ask about their reporting systems and how they keep the board and residents informed.
Verify Insurance and Liability Coverage
Ensure they carry adequate insurance coverage and have a good claims history. Ask about their liability protection and how they handle insurance claims and risk management.
Example Scenarios
Emergency Response
Ask: 'What's your process for handling a water leak emergency at 2 AM?' This reveals their emergency response procedures and whether they have 24/7 coverage for urgent issues.
Financial Management
Ask: 'How do you handle budget planning for major repairs?' This shows their approach to financial planning and whether they can help with long-term capital improvement budgeting.
Resident Relations
Ask: 'How do you handle a resident complaint about noise from another unit?' This reveals their conflict resolution approach and whether they can handle resident disputes professionally.
Common Pitfalls
Focusing Only on Price
Don't choose based solely on the lowest fee. Consider the value of services provided, their experience, and their ability to prevent costly problems through good maintenance.
Ignoring Communication Style
Make sure their communication style matches your board's preferences. Poor communication can lead to misunderstandings and resident dissatisfaction.
Not Checking References
Always check references from similar properties. Ask about their experience with the company, how they handle problems, and whether they would recommend them.