Questions to Ask Property Managers
Essential questions to evaluate property management companies and ensure they'll protect your investment and provide quality service.
1How many properties do you currently manage?
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How many properties do you currently manage?
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Why this works
Reveals their capacity and experience level - too few might indicate inexperience, too many might mean overextension.
2What's your average response time for maintenance requests?
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What's your average response time for maintenance requests?
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Why this works
Critical for tenant satisfaction and property preservation - shows their operational efficiency and tenant care priorities.
3How do you screen potential tenants?
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How do you screen potential tenants?
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Why this works
Understanding their vetting process helps ensure quality tenants and reduced vacancy/eviction risks.
4What percentage of rent do you charge for management fees?
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What percentage of rent do you charge for management fees?
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Why this works
Essential for budgeting and comparing costs - typically ranges from 6-12% depending on services included.
5Do you handle both residential and commercial properties?
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Do you handle both residential and commercial properties?
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Why this works
Reveals their specialization and expertise level - mixed portfolios might indicate broader experience or lack of focus.
6How do you handle emergency maintenance situations?
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How do you handle emergency maintenance situations?
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Why this works
Critical for property protection and tenant safety - shows their crisis management capabilities and vendor relationships.
7What's your process for rent collection and late fees?
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What's your process for rent collection and late fees?
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Why this works
Reveals their cash flow management and tenant relationship approach - important for consistent income.
8How often do you inspect properties?
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How often do you inspect properties?
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Why this works
Shows their proactive maintenance approach and ability to catch issues before they become expensive problems.
9Do you have insurance and bonding coverage?
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Do you have insurance and bonding coverage?
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Why this works
Essential for protecting your investment - ensures they're financially responsible and covered for potential issues.
10What technology do you use for property management?
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What technology do you use for property management?
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Why this works
Modern systems improve efficiency, communication, and reporting - shows their commitment to staying current.
11How do you handle tenant disputes or complaints?
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How do you handle tenant disputes or complaints?
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Why this works
Reveals their conflict resolution skills and approach to maintaining good tenant relationships.
12What's your process for finding and hiring contractors?
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What's your process for finding and hiring contractors?
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Why this works
Shows their vendor management capabilities and ability to get quality work done at reasonable prices.
13How do you handle property marketing and tenant turnover?
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How do you handle property marketing and tenant turnover?
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Why this works
Critical for minimizing vacancy periods and maintaining rental income - shows their marketing and leasing capabilities.
14What reports do you provide to property owners?
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What reports do you provide to property owners?
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Why this works
Essential for tracking performance and making informed decisions - shows their transparency and communication approach.
15How do you stay current with landlord-tenant laws?
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How do you stay current with landlord-tenant laws?
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Why this works
Critical for legal compliance and protecting your interests - shows their professionalism and risk management.
16What's your approach to rent increases and lease renewals?
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What's your approach to rent increases and lease renewals?
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Why this works
Reveals their strategy for maximizing income while maintaining tenant satisfaction and retention.
17Do you have references from current property owners?
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Do you have references from current property owners?
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Why this works
Provides social proof and real-world performance data - essential for making an informed decision.
18How do you handle property improvements and upgrades?
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How do you handle property improvements and upgrades?
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Why this works
Shows their approach to property enhancement and long-term value building strategies.
19What's your policy on property owner involvement in decisions?
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What's your policy on property owner involvement in decisions?
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Why this works
Clarifies communication expectations and decision-making authority - important for working relationship.
20How do you handle the transition if we decide to change management companies?
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How do you handle the transition if we decide to change management companies?
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Why this works
Shows their professionalism and ensures smooth handover process if the relationship doesn't work out.
Best Practices for Choosing Property Managers
Expert tips and techniques for getting the most out of these questions.
Best Practices
Verify Credentials and Experience
Check licenses, certifications, and years in business. Look for property management associations and professional designations.
Review Their Portfolio
Ask to see similar properties they manage and speak with current clients. Verify they have experience with your property type.
Understand Fee Structures
Get detailed breakdown of all fees - management, leasing, maintenance markups, and any hidden costs that could impact your bottom line.
Question Sequences
The Experience Evaluation
The Operational Assessment
Common Pitfalls
Don't Focus Only on Price
The cheapest option often provides the least service. Consider value, not just cost - poor management can cost more than good management fees.
Avoid Vague Service Descriptions
Get specific details about what's included in their services. Ask for written service agreements that clearly define responsibilities.
Don't Skip Reference Checks
Always speak with current clients, especially those with similar properties. Ask about both positive experiences and any challenges.