Property Management Policies And Procedures Template

Posted on
18 Free Property Management Templates Smartsheet
18 Free Property Management Templates Smartsheet from

Table of Contents

Section 1: Introduction

Property management policies and procedures are essential for maintaining a successful and efficient property management business. These policies serve as a guide for property managers and staff on how to handle various aspects of property management, including tenant applications, rent collection, maintenance and repairs, lease renewals, complaints and disputes, safety and security measures, record-keeping, and documentation.

Section 2: Setting Up Property Management Policies

When setting up property management policies, it is important to consider the specific needs and requirements of your business. Start by outlining the general framework for your policies, including your company’s mission and values. Then, establish guidelines for tenant screening, property marketing, lease agreements, and property inspections. It is also important to define the roles and responsibilities of property management staff.

Section 3: Handling Tenant Applications

One of the key responsibilities of property managers is to handle tenant applications. This includes creating an application process, conducting background checks and credit screenings, verifying employment and income, and reviewing references. It is important to have a standardized process in place to ensure fairness and consistency when reviewing and approving tenant applications.

Section 4: Rent Collection and Late Payments

Collecting rent and dealing with late payments is an integral part of property management. Establish clear policies on rent collection methods, due dates, and late fees. Have a system in place to track rent payments and send reminders to tenants who are late. It is also important to have procedures for handling evictions in case of non-payment.

Section 5: Maintenance and Repairs

Maintaining the property and addressing repairs in a timely manner is crucial to keep tenants satisfied and the property in good condition. Develop a procedure for handling maintenance requests, scheduling repairs, and ensuring the quality of work performed. Regular property inspections should also be conducted to identify any necessary repairs or maintenance.

Section 6: Lease Renewals and Terminations

Lease renewals and terminations are important aspects of property management. Establish policies for lease renewal notifications, rent increases, and lease terminations. Clearly communicate these policies to tenants and ensure compliance with local laws and regulations regarding lease agreements.

Section 7: Dealing with Complaints and Disputes

Handling tenant complaints and disputes requires effective communication and conflict resolution skills. Develop a procedure for addressing and resolving complaints in a timely manner. Provide tenants with a clear channel for reporting issues and concerns, and have a system in place for documenting and tracking complaints.

Section 8: Safety and Security Measures

Creating a safe and secure environment for tenants is a top priority for property managers. Establish policies for maintaining security systems, conducting regular safety inspections, and addressing any safety concerns promptly. It is also important to have emergency response procedures in place and communicate them to tenants.

Section 9: Record-Keeping and Documentation

Accurate record-keeping and documentation are essential for property management. Establish procedures for maintaining tenant files, financial records, lease agreements, maintenance logs, and any other relevant documentation. Implement a system for organizing and storing these records to ensure easy access and retrieval when needed.

Section 10: Conclusion

Property management policies and procedures provide a framework for efficient and effective property management. By implementing these policies, property managers can ensure consistency, fairness, and professionalism in their operations. Regularly review and update these policies to reflect changes in laws, regulations, and industry best practices.