What to ask a property manager before you hire them

Quick answer

• Get every fee in writing, including vacancy, leasing, renewal and repair markups.
• Set a spending limit for repairs without your approval, and ask for an invoice with every charge.
• Ask for a sample move-in report: room by room, with photos, and a copy for you.
• Read the termination clause and what they hand over when you leave.

1. Who will actually manage my home?

Who will be my contact, and how many homes do they manage?

The person who sells you the service is often not the one who answers your calls.

Who answers maintenance calls at night and on weekends?

Ask whether it's their own staff, an answering service, or a voicemail box.

How often will someone visit my home while it's rented?

Ask whether routine inspections are included or cost extra, and whether you get a report after each one.

2. What will I pay, all in?

Can I see the full fee sheet?

Monthly fee, leasing fee, renewal fee, and anything charged while the home is vacant.

Do you add a markup to repair bills, or use vendors you own or are related to?

Either can be fine, as long as it's in writing.

3. How are repairs approved and charged?

What's the spending limit for repairs without my approval?

Pick a number you're comfortable with, and put it in the contract.

Will every charge come with the vendor's invoice?

Ask for a photo of the finished work too, so you can see it was done.

How do tenants send repair requests, and can I see them?

A request you can see, with its date, makes it easier to follow up when a repair drags on.

4. What records will I get about my home's condition?

This is the part owners most often regret not asking. If a tenant leaves damage, the move-in record is what shows the home's condition before they moved in. Without one, it's your word against theirs.

Can I see a sample move-in report?

A good one goes room by room, with photos and notes, and shows when each photo was added.

Do I get my own copy, at move-in and at move-out?

A link you can open any time is easier than a PDF buried in a portal.

If we part ways, do the reports and photos come with me?

Put it in the contract, so the record of your home stays with your home.

5. How will I see the money?

Can I see a sample monthly owner statement?

You should be able to match it to rent collected, fees and repairs.

When are owner payouts sent, and where is the tenant's deposit held?

Deposit rules vary by state. The state guides linked at the end of this page cover yours.

6. How do I leave if it's not working?

What's the termination notice, and is there a fee to cancel?

Read this before you sign, not when you want out.

What do you hand over when we part ways?

Keys and codes, the lease, the tenant's deposit and where it's held, open repairs, and every inspection report with its photos.

Messages you can send

Copy one, fill in the blanks, and send it from your own email or phone. Nothing you type here is sent to us.

Frequently asked questions

Do I need a property manager for one rental?

Not always. Owners usually hire one when they live far away, don't have time for tenant calls and repairs, or don't want to keep up with local landlord rules. If you manage it yourself, the same records still matter: a written lease, a move-in report with photos, and receipts for every repair.

What's a normal property management fee?

It depends on your market and what's included. Most managers charge a monthly fee plus separate fees for finding a tenant, renewing a lease, or overseeing repairs. Compare the full fee sheets side by side, not just the monthly rate.

Should my property manager do a move-in inspection?

Yes. A move-in report records the home's condition before the tenant moves in, room by room, with photos, and it's what the move-out condition is checked against. Some states have their own move-in checklist rules, so check yours. Ask for your own copy of every report.

How often should a property manager inspect my rental?

There's no single rule. Ask for an inspection at every move-in and move-out, and agree on how often someone walks through while the home is rented. Your lease and your state's rules on notice before entering apply, so put the schedule in the contract.

Can I ask my property manager to use a specific inspection app?

You can ask. The reports are about your home, and you should get a copy either way. If your manager doesn't have a tool they like, PropInspect is one option: it runs in the browser, the first inspection is free, then $0.99 each, and the report is shared as one link.

What should I get back if I fire my property manager?

Keys and codes, the lease, the tenant's deposit and where it's held, open repair requests, owner statements, and every move-in, move-out and routine inspection report with its photos.

Related guides

• Security deposit laws by state
• Free move-in and move-out checklist
• PropInspect for property managers
• All guides