Manage your property effectively with our detailed "Property Management Checklist Template." A comprehensive guide for maintenance, leasing and tenant management.
1
Examine the property's current condition
2
Document any previous damage or areas requiring repair
3
Create a list of needed maintenance or improvement tasks
4
Contact professional service for any major repair
5
Approval: Major Repair
6
Ensure all mandatory safety features are installed and in working order
7
Clean the property
8
Photograph the property post-cleaning and repairs for future reference
9
Review and update property advertisement details
10
Approval: Advertisement Details
11
Plan and implement marketing strategies for the property
12
Screen potential tenants
13
Approval: Tenant Screening
14
Prepare lease agreement
15
Inspect property with the tenant at the time of moving in
16
Document any changes to the property's condition
17
Collect initial rent and security deposit
18
Provide tenant with contact details for maintenance or emergency issues
19
Manager approval
20
Conduct periodic inspections to ensure lease compliance
Examine the property's current condition
Thoroughly inspect the property to assess its current condition. Take note of any damages, repairs needed, or maintenance issues. This step is crucial as it sets the foundation for further actions and helps in determining the necessary tasks and resources. Are there any visible damages or areas of concern? Check for signs of wear and tear, malfunctioning equipment, or structural issues that may require attention. Ensure to document everything accurately for future reference.
1
Leaky faucet
2
Cracked tiles
3
Peeling paint
4
Malfunctioning electrical outlets
5
Broken windows
Document any previous damage or areas requiring repair
Check for any previous damage or areas that require repair in the property. Look for evidence of previous repairs or incidents that may need attention. This step ensures that all existing issues are properly documented and addressed. Are there any previous damages or repairs that need to be mentioned? Take photographs and make detailed notes to provide a comprehensive record of the property's condition.
Create a list of needed maintenance or improvement tasks
Based on the examination of the property and the documentation of previous damage or areas requiring repair, create a list of maintenance or improvement tasks. This step allows for effective planning and prioritization, ensuring that all necessary tasks are addressed. What maintenance or improvement tasks are needed? Consider factors such as safety, aesthetics, and functionality.
1
Painting walls
2
Repairing plumbing
3
Replacing light fixtures
4
Fixing HVAC system
5
Landscaping
Contact professional service for any major repair
If there are any major repairs required, it is essential to involve professional services. Contact reputable service providers who specialize in the specific repair areas. Seeking professional help ensures that the repairs are carried out effectively and efficiently. Is there any major repair that requires professional attention? It is crucial to address major repairs promptly to avoid further damage.
Approval: Major Repair
Will be submitted for approval:
Contact professional service for any major repair
Will be submitted
Ensure all mandatory safety features are installed and in working order
Check if all mandatory safety features are installed and functioning correctly in the property. Safety features may include smoke detectors, carbon monoxide detectors, fire extinguishers, and emergency exit signs. This step ensures compliance with safety regulations and protects both tenants and the property. Are all mandatory safety features installed and functioning properly? Check each safety feature individually and document their status.
1
Smoke detectors
2
Carbon monoxide detectors
3
Fire extinguishers
4
Emergency exit signs
1
Installed and working
2
Not installed
3
Needs repair
4
Not applicable
Clean the property
Thoroughly clean the entire property before further proceedings. A clean property creates a positive impression and enhances the overall experience for tenants. Pay attention to detail and ensure that the property is spotless. What areas require special cleaning attention? Consider areas such as bathrooms, kitchens, floors, carpets, and windows.
1
Bathroom sanitation
2
Kitchen appliances
3
Floor and carpet cleaning
4
Window cleaning
5
Dusting
Photograph the property post-cleaning and repairs for future reference
Take photographs of the property after it has been cleaned and repairs have been completed. These photographs serve as documentation of the property's condition at this stage. It is essential to have visual evidence to refer to in case of disputes or comparisons in the future. Take clear and comprehensive photographs of each area, including both interior and exterior shots.
Review and update property advertisement details
Review the existing property advertisement details and update them if necessary. This step ensures that the property is accurately represented in advertisements, attracting the right tenants. Are there any changes or updates required in the property details mentioned in the advertisement? Consider factors such as rent amount, property description, amenities, and location details.
Approval: Advertisement Details
Will be submitted for approval:
Review and update property advertisement details
Will be submitted
Plan and implement marketing strategies for the property
Plan and implement effective marketing strategies to attract potential tenants. This step involves utilizing various advertising channels, such as online platforms, social media, and local networks. How do you plan to market the property? Consider strategies like targeted advertising, virtual tours, professional photography, and engaging property descriptions.
1
Online platforms
2
Social media
3
Local networks
4
Print media
5
Real estate agencies
Screen potential tenants
Screen potential tenants to ensure that they meet the requirements and standards set for the property. This step involves verifying the tenants' background, credit history, income, and rental references. Have you established the criteria for screening potential tenants? Conduct thorough background checks to ensure that the selected tenants are reliable and responsible.
1
Background check
2
Credit history
3
Income verification
4
Rental references
1
Clear background check
2
Good credit history
3
Stable income
4
Positive rental references
Approval: Tenant Screening
Will be submitted for approval:
Screen potential tenants
Will be submitted
Prepare lease agreement
Prepare a comprehensive lease agreement that covers all essential details and protects both the tenant and the landlord. A well-drafted lease agreement clarifies rights, responsibilities, and terms of the tenancy. What important elements should be included in the lease agreement? Consider factors such as rent amount, lease duration, security deposit, maintenance responsibilities, and rules and regulations.
Inspect property with the tenant at the time of moving in
Conduct a thorough inspection of the property with the tenant at the time of their move-in. This step ensures that both parties have a clear understanding of the property's condition and helps in resolving any potential conflicts in the future. Most importantly, this inspection sets the baseline for future inspections. Have you scheduled a move-in inspection with the tenant? Make necessary arrangements to complete this inspection.
Document any changes to the property's condition
Document any changes or damages to the property's condition reported by the tenant. This step ensures that all changes are recorded and accounted for during the tenant's stay. Are there any changes or damages noted by the tenant? Make sure to document them accurately through photographs and detailed notes.
Collect initial rent and security deposit
Collect the initial rent and security deposit from the tenant before their move-in date. This step ensures that both parties are clear about the financial obligations and protects the landlord's interests. Have you communicated the payment details to the tenant? Arrange for the collection of the rent and security deposit before the move-in date.
Provide tenant with contact details for maintenance or emergency issues
Provide the tenant with the necessary contact details for reporting maintenance or emergency issues. It is crucial to establish clear communication channels to ensure prompt assistance and timely resolution of any problems that may arise during the tenancy. Have you prepared a list of contact details for the tenant? Include emergency contact numbers and any relevant instructions or procedures.
Manager approval
Obtain approval from the manager or supervisor responsible for overseeing the property management process. This step ensures that all tasks have been completed correctly and align with the organization's standards and policies. Has the manager reviewed and approved the property management process? Seek their approval before proceeding with further steps.
Conduct periodic inspections to ensure lease compliance
Conduct regular inspections of the property to ensure that the tenant is complying with the lease agreement and maintaining the property appropriately. This step helps in identifying any potential issues or violations early on and taking necessary actions. How frequently should the inspections be conducted? Establish a schedule to conduct periodic inspections.
