Property Information Sheet                                                                                                                               Tenant Information Sheet

Onboarding a New Property

Every time you onboard a property, there is a list of tasks you'll need to complete every time. In some situations,  there will be some variance, adding some items to the list, but the main tasks will stay the same. The numbered below are in every situation the work that needs completed.

1. Revision policies for utilities. Find out how the utilities are handled when occupied.

2. Conversation with the owners about water and sewage in either the owner or company name.

a. Specifically why it would benefit them to have the office pay the bill and then get reimbursement from the tenant(s).

b. it should be this way so there are no liens

c. prevents high usage

d. prevents non-payment

3. Communication expectation

a. How soon do I get an answer?

i. If it's time sensitive, highest level, call or text the property manager.

b. There should be an email sent once a week or bi-weekly to the owners. Again, case by case, but especially in the beginning, need to be making sure we're updating the of your progress.

4. Set up a visit.

a. Take lots of photos for marketing and for work that needs completed

5. Go over everything that needs completed regarding maintenance. Preventative maintenance, planning for future repairs, repairs that need to happen now vs later.

6. Management agreement needs to be signed and uploaded to AppFolio

7. Keys

Questions to Ask when Taking on a New Property

Owner Questions

Management Questions

4 Common Types of Properties You'll Onboard

Occupied vs. Vacant

See Entering A Tenant into AppFolio 

Self Managed vs. Professionally Managed

Single Family vs. Multi Family

Rent Ready vs. Needs Renovation

Self Managed & Vacant

The conversation

Professionally Managed & Vacant

The conversation

We make the introduction over email between property managers. Try to communicate to the owner email is easiest for the transfer. The owner will be involved, but usually won't say much other than the introduction. 

Self Managed & Occupied

The conversation 

• get the lease & any documents pertaining to the lease

• contact information for the tenants

• expectation for when they want us to take over.

  • usually this conversation is had between Aaron/Lindsey and the owner. 

    • Ex: if you want us to take over Nov. 1st, we want to get a letter out at least 2 weeks prior to Nov. 1st. Meaning, we'll have to start managing Oct. 18th, or around there.

• send letter to the tenant explaining who we are. 

  • use the letter template in the document provided to PMs.

  • the letter will usually have to be customized based on the scenario

Professionally Managed & Occupied

The conversation 

Before You Manage the Property

When You Start Managing the Property