Property Manager Interview Worksheet

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Basic Company Information

Company Name:

Manager Contact

Phone Number:

Address (Street, City, State, Zip)

Email Address:

Website:

Basic Costs

Monthly Rate:

Cost for Filling Vacancies:

Lease Renewal Fees:

Length of Leases Offered:

Extra Charge for Month to Month:

Incidental Charges:

Important Company Information

How many properties do you manage?

Do you sell too?

How many managers work at the company?

What specific areas do they focus on?

How long have they been in business?

Do you manage your own properties or just those of others?

Do the managers have any Professional designations? (NARPM, IRM, etc.)

What type of insurance do you carry?

Do you invest in this market?

How often will we get updates on the property? How often do you communicate with the owners?

What is your turnaround time on phone calls and emails from owners?

Who are the leases between and what kind of lease do you use?

Do you provide a copy of the lease to the owner? If so, when?

Do you have any lease language that requires the tenant to pay for any damage due to wear and tear?

Do you do as-is applications?

Do you recommend to the owners any work that can be done to get top dollar?

Assorted Management Information

Can you explain fair housing laws?

Does your company use email? (This is a must.)

Will the manager give out their cell number?

Can I terminate management agreement early if it isn't working out properly?

What are the income and screening requirements for tenants? How do you run them? Do you employ background and credit checks?

Do you require renters insurance?

What is your owners retention rate?

What is your average occupancy rate?

How do you inspect properties? Do you have move-in and move-out checklists to keep tenants accountable?

Where are most of your properties located?

What is the general rule on pets?

What is the average length that clients will stay with you?

What percentage of tenants renew their leases?

How much move-out notice do you require from your tenants?

Do you have a policy about landlords contacting the tenants?

Do you troubleshoot with your tenants when they call for repairs?

How often do you troubleshoot with your tenants when they call for repairs?

How often do you do inspections during a tenant's term?

How do you document the inspection, and do you send it to the landlords?

We require all of our PM companies to take before and after photos of all work that is done on our property. Will that be a problem?

Maintenance Issues

Does the company have their own maintenance crew or handyman?

How much do they bill out at for maintenance?

What is your maintenance minimum-policy?

How do you handle off-hour emergencies?

Can you handle all types of repairs?

Will they bill the tenant if they are the cause of maintenance issues?

What happens if they can't do something (maintenance wise?)

Do they have outside contractors that they work with?

What is the most they'll spend on repairs before contacting me?

Can I use outside contractors of my choice? If so, is there a charge for that?

Statements and Finances

How do you collect rent from tenants? Do you offer direct deposit options?

Do you have your own accounting services?

When are statements sent out? When do owners get paid?

Are monthly/yearly statements sent out?

Are 1099's sent to the owner?

When are checks sent out?

What kind of accounting systems do they use?

Can the company pay my bills?

What are your security deposits? Does owner hold them or you guys?

Evictions

How much do evictions cost?

How does the company handle evictions?

Landscaping/Yard

How much does it cost to cut the lawn? How often do they cut?

Does the company do landscaping?

How do they handle snow removal?

Reserves

How much money in reserves does the company require?

Advertising

Where will the company advertise my units? (Craigslist? Paper? Lawn Sign? Etc.)

What are the costs associated with advertising?

How do you set rent price?

Miscellaneous

What do you offer that sets you apart from other companies?

What are your expectations from me as an owner?