Top Questions to Ask Before Hiring a Property Manager

Hiring a property manager is a crucial step for landlords and real estate investors looking to protect their assets, maximize rental income, and reduce day-to-day responsibilities. Whether you own a single rental property or multiple units, the right property manager can make all the difference. However, not all property managers are created equal, and asking the right questions upfront can save you from costly mistakes.

This blog outlines the most important questions to ask a property manager before making your decision. From experience and tenant screening to property maintenance and management fees, we cover everything you need to know to ensure you’re hiring a reliable and efficient professional.

1. What Are Your Experience and Qualifications?

One of the first questions to ask a property manager is about their experience and qualifications. The more experienced a manager is, the better they can handle difficult tenants, unexpected maintenance issues, and legal matters related to rental properties.

Key Questions to Ask:

• How many years have you been managing rental properties?
• Do you specialize in residential or commercial property management?
• What certifications or licenses do you hold?
• Can you provide references from past and current clients?
• Have you managed properties similar to mine in size, location, and type?

Many property managers hold certifications from organizations like the Institute of Real Estate Management (IREM) or the National Association of Residential Property Managers (NARPM). These credentials indicate a commitment to professional development and ethical business practices.

2. How Do You Handle Tenant Screening and Leasing?

Effective tenant screening is one of the most important aspects of property management. A good property manager should have a clear and thorough screening process to ensure responsible tenants occupy your rental.

Key Questions to Ask:

• What is your tenant screening process?
• Do you conduct background checks, credit checks, and rental history verification?
• How do you handle lease agreements and renewals?
• What steps do you take if a tenant stops paying rent?
• What is your eviction process if necessary?

A strong tenant screening process helps prevent late payments, property damage, and evictions. Many property managers use tenant screening software to check credit reports, criminal history, and past evictions.

3. What Are Your Fees and Contract Terms?

Understanding property management fees is essential to avoid unexpected expenses. Property managers charge differently based on the services they provide, so be sure to get a breakdown of all costs.

Key Questions to Ask:

• Do you charge a flat fee or a percentage of the monthly rent?
• Are there additional fees for leasing, property maintenance, or evictions?
• What are the terms of your contract?
• Is there an early termination fee if I want to switch property managers?
• How do you handle security deposits and rent collection?

Common Property Management Fee Structures:

• Percentage of Rent: Typically 8-12% of the monthly rent.
• Flat Fee: A set amount per unit managed.
• Leasing Fee: Charged separately when a new tenant signs a lease (usually equal to one month’s rent).
• Maintenance Markups: Some companies charge extra for coordinating maintenance and repairs.

4. How Do You Communicate with Property Owners?

Effective communication is key to a successful property management relationship. A good property manager should provide regular updates and be responsive to any concerns.

Key Questions to Ask:

• How often will I receive updates about my property?
• Do you provide monthly or quarterly financial reports?
• What methods of communication do you use (email, phone, online portal)?
• How quickly do you respond to tenant issues or maintenance requests?

Many property management companies offer online portals where landlords can access rent payment records, maintenance requests, and financial reports. This helps improve transparency and keeps landlords informed.

5. What Is Your Approach to Property Maintenance?

A well-maintained property keeps tenants happy and protects your investment. Ask about the property manager’s approach to both routine maintenance and emergency repairs.

Key Questions to Ask:

• Do you have an in-house maintenance team or hire third-party vendors?
• How do you handle after-hours and emergency repairs?
• What is the process for routine property maintenance and inspections?
• Do you provide detailed maintenance reports?

A proactive maintenance approach prevents small issues from turning into expensive repairs. Some property managers conduct regular inspections to catch problems early.

6. How Do You Handle Rent Collection and Evictions?

Rent collection and handling delinquent tenants can be stressful. A professional property manager should have a structured system for rent payments and enforcing lease agreements.

Key Questions to Ask:

• What are your rent collection policies?
• Do you offer online rent payment options?
• What happens if a tenant pays late?
• How do you handle evictions if necessary?

Many property management companies use automated systems for rent collection, making it easier for tenants to pay on time.

7. What Are Your Legal and Compliance Policies?

A property manager should be knowledgeable about local and state rental laws to protect landlords from legal trouble.

Key Questions to Ask:

• How do you ensure compliance with local landlord-tenant laws?
• Do you handle eviction proceedings if necessary?
• How do you stay updated on legal changes affecting rental properties?

Many states have specific laws governing security deposits, tenant rights, and fair housing regulations. A professional property manager should be well-versed in these areas.

8. What Marketing Strategies Do You Use to Fill Vacancies?

Minimizing vacancy rates is essential for maximizing rental income. A great property manager should have an effective marketing strategy to attract high-quality tenants.

Key Questions to Ask:

• How do you market vacant properties?
• Do you use online listings, social media, or real estate agents?
• How long does it typically take you to fill a vacancy?
• What steps do you take to ensure a high tenant retention rate?

Some property managers invest in professional photography and virtual tours to make listings more appealing.

Conclusion: Hiring the Right Property Manager

Choosing the right property manager is crucial to ensuring a successful rental experience. By asking the right questions about experience, tenant screening, property management fees, communication, maintenance, and legal compliance, you can find a trustworthy and reliable professional.

A good property manager should offer transparent pricing, strong tenant screening, effective communication, and proactive property maintenance. Don’t be afraid to negotiate fees and ask for references before signing a contract.

Final Checklist Before Hiring a Property Manager:

• Verify licenses and certifications.
• Review their tenant screening and leasing process.
• Understand all fees and contract terms.
• Check their communication policies.
• Confirm maintenance and eviction procedures.
• Ask about marketing strategies for vacant properties.

By following these steps, you can protect your investment, ensure consistent rental income, and reduce stress as a landlord.

Thinking about hiring a property manager? Use this guide to make an informed decision!