List: The Landlord’s Ultimate Property Management Checklist

Get the recent list of the landlord’s ultimate property management checklist.

List: The Landlord’s Ultimate Property Management Checklist

  • A copy of Driver’s Licenses of all occupants of the unit
  • After assessing repairs, determine what normal “wear and tear” is and what will be charged to the tenant and subtracted from their Security Deposit.
  • Complete phone screen questionnaire (prescreen BEFORE showing unit).
  • Complete showing of unit.
  • Conduct preventative maintenance each quarter
  • Create a Tenant Appreciation Program
  • Create a collection of rent & eviction process
  • Create a tenant file in the office
  • Create a tenant renewal process
  • Create a work order for every property maintenance and repairs
  • Create an unique rental ad that stands out.
  • Create flyers with unit information and your contact information.
  • Create template letters for example, lock out, lost keys, noise violations, tenant renewals (90, 60, 30 days), etc.
  • Determine ahead of time your “rental rates” (establish high and low rates)
  • Document all tenant communication
  • Enter all tenant information into your rental management system
  • Fill out a thorough Move Out Inspection, and then create a “scope of work” on what will be needed to turn around the unit. Take pictures during the walk through.
  • Filling out a “Tenant Emergency Contact Information” document
  • First month’s rent
  • Follow up with interested parties.
  • Handing over keys
  • Have prospective tenants complete Rental Application & Application Fee
  • If accepted, reach out to new tenant to schedule move in date/lease signing meeting.
  • If declined, send a standard letter declining them. File the application and denial letter in a safe place in case they ever apply again (which does happen!).
  • If landlord will not answer questions over the phone, send a landlord verification form for them to fill out and fax back to you.
  • Initialing a “Lead Based Paint Notification” & providing a “Lead Based Paint Booklet” to tenant
  • Initialing “Move Out Charges” document
  • Mail security deposit check and letter to forwarding address within 30 days of move out.
  • Make a copy of all Lease Signing Documents and mail to tenant within a week, so they have a copy of everything they initialed and signed
  • Make decision based on your rental standards (be consistent).
  • Market your unit offline (“For Rent” signs, etc.).
  • Market your unit online (Craigslist, Postlets, vFlyer, local area websites).
  • Now you are back to the “Attracting Tenants” part of this process!
  • Once complete, have someone clean the unit and do a “final walk-through.”
  • Once the “scope of work” and work orders have been created, set a schedule and get your team (in house or sub-contractors) quickly turning around the property.
  • Once “tenant ready,” we take pictures to use for marketing purposes, put baking soda in refrigerator, and put an air freshener in the main room.
  • Process a criminal, credit, and background check.
  • Providing “Property Management Team” contact information
  • Reach out to previous landlord to ask questions about prospective tenant.
  • Schedule showings or open houses
  • Security Deposit or Move in Fee
  • Signing W-9 form (form that is sent to bank along with security deposit)
  • Signing a “Pet Agreement” if applicable & collect yearly Pet Fee
  • Signing of the “Utility Transfer Agreement” (tenant agrees to move over the utilities before move-in)
  • Take pictures with a great camera (not just with your phone).
  • The lease: signed & initialed on each page (always a good idea to have two people reviewing this document to ensure nothing has been missed)
The Landlord’s Ultimate Property Management Checklist
Scott Adkins
Scott Adkins
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