Top 10 Essential Questions to Ask Your Property Manager Before Hiring

Anthony A. Luna • August 13, 2024

Before You Hire: 10 Vital Questions to Ask Your Property Manager

When selecting a property management company, asking the right questions is crucial. The decisions you make here can directly impact your investment's success, tenant satisfaction, and overall profitability. To help you make the best choice, we've compiled a list of the top 10 questions to ask any potential property manager.


1. What Services Do You Offer?

Understanding the full scope of services provided by a property management company is vital to ensuring your investment is well-managed. Property management services can vary widely, so it's important to ask about the specific services they offer. Some companies only handle tenant placement, while others provide comprehensive management that includes everything from rent collection to lease renewals, maintenance requests, and more.


A good property manager will offer services that cover the entire lifecycle of rental units. This includes screening tenants with a thorough background check, drafting lease agreements, handling day-to-day maintenance, and addressing tenant issues promptly. Additionally, they should be knowledgeable about housing laws to ensure your property remains compliant.


Ensuring that the property management company you choose offers a wide range of services can make a significant difference in how smoothly your property is managed over the long term.


Learn more about the range of services a property manager should offer from BiggerPockets.


Explore our Property Management Services


2. How Do You Determine Rent Pricing?

Setting the right rental price is a delicate balance that can greatly influence your property's success. An important question to ask is how the property management company determines rent pricing. Proper pricing strategies are crucial for attracting the right tenants and minimizing vacancy rates, while also maximizing your rental income.


A good property manager will conduct a comprehensive analysis of the local real estate market, considering factors like property type, location, amenities, and current market trends. They should also consider the lease term and adjust pricing accordingly. For example, shorter lease agreements might have a slightly higher rent to offset the turnover costs.


Another aspect to consider is the property manager's approach to rent collection. They should have a clear strategy for collecting rent and dealing with late payments. By asking detailed questions about their rent pricing strategy, you can gauge their expertise and ability to manage your property effectively.


See How We Maximize Rental Income


3. What Are Your Fees?

Understanding property management fees is crucial for real estate investors. Fees can vary widely, so it’s important to ask detailed questions about the costs associated with managing your rental units. Typical fees include a percentage of the monthly rent, often between 4% and 12%, but there may also be additional charges for services like tenant placement, maintenance requests, and lease renewals.


It’s also important to ask about any hidden fees. Some companies might charge extra for managing major repairs or for handling legal issues related to housing laws. Make sure to get a complete breakdown of all property management fees so you can assess whether the cost aligns with the services provided.


Transparent communication about fees ensures there are no surprises down the road and allows you to accurately calculate your investment’s profitability.


For a breakdown of common fees, visit RentPrep.


Learn About Our Transparent Fee Structure


4. How Do You Handle Maintenance Requests?

Handling maintenance requests efficiently is a key aspect of property management that directly impacts tenant satisfaction and the longevity of your property. A good property manager will have a streamlined process for receiving and responding to maintenance requests, ensuring issues are addressed promptly to prevent small problems from becoming major repairs.


Ask about their system for tracking and managing maintenance requests. Do they use modern software to log and monitor these requests? Are there protocols in place for emergency repairs? Understanding their process will give you insight into how well they manage the day-to-day operations of your rental units.


Moreover, it’s important to know who will be performing the maintenance work. Do they have an in-house team, or do they rely on third-party contractors? The quality of the work performed can have a long-term impact on the condition of your property and tenant satisfaction.


Discover Our Maintenance Process


5. How Do You Screen Tenants?

Effective tenant screening is crucial to minimizing the risk of renting to problematic tenants. A comprehensive background check should be a standard part of the screening process. This check typically includes a review of credit history, criminal background, rental history, and references.


A good property management company will also verify employment and income to ensure the tenant can afford the rent. They might even interview previous landlords to gather information about the tenant’s rental behavior.


By asking how the property manager screens tenants, you can ensure that they have a thorough process in place that reduces the likelihood of late payments, property damage, or other issues. Proper screening leads to longer lease terms, fewer vacancies, and a more stable rental income.


Our Comprehensive Tenant Screening Process


6. What is Your Vacancy Rate?

The vacancy rate of your rental units is a critical metric that reflects the effectiveness of a property manager. A high vacancy rate might indicate issues with the management company's ability to attract or retain tenants. During your property manager interview, ask about their average vacancy rate and the strategies they use to maintain high occupancy.


A good property manager will employ proactive measures to minimize vacancies, such as conducting market research to ensure competitive rent pricing, effectively marketing rental units, and providing excellent tenant service. They should also have a plan for quickly filling units when tenant moves occur.


Understanding the vacancy rate helps you gauge the property manager’s ability to keep your property profitable. A low vacancy rate typically means a steady rental income, making your investment more secure.


Explore tips on reducing vacancy rates with Apartments.com.


How We Keep Vacancy Rates Low


7. How Do You Handle Rent Collection and Arrears?

Rent collection is a fundamental aspect of property management that directly affects your cash flow. It’s important to ask how the property management company handles collecting rent, late payments, and dealing with tenants who fall behind on their rent.


A good property manager will have a clear and firm process in place for rent collection. This might include offering multiple payment methods, sending reminders to tenants before rent is due, and enforcing late fees to encourage timely payments. In the event of non-payment, they should also have a strategy for dealing with arrears, such as setting up payment plans or proceeding with eviction if necessary.


Understanding their rent collection process ensures that you’ll receive your rental income on time and that any issues with non-payment are handled professionally and efficiently.


Our Proven Rent Collection Strategies


8. What Technology Do You Use?

In today’s digital age, technology plays a crucial role in property management. A property management company that leverages modern technology can offer greater efficiency, better communication, and enhanced transparency. Ask about the software and tools they use for tasks such as accounting, lease management, maintenance requests, and tenant communication.


For instance, a good property manager might use property management software that allows tenants to pay rent online, submit maintenance requests, and communicate directly with management. This not only makes it easier for tenants but also helps you as a property owner to stay informed and in control.


Additionally, technology can aid in generating detailed financial reports, tracking the performance of your rental units, and ensuring compliance with housing laws. By understanding the technology they use, you can assess how efficiently they manage your property and whether they can provide the level of service you expect.


Learn About Our Cutting-Edge Management Technology


9. Can You Provide References?

A reputable property management company should have no problem providing references from other property owners or real estate investors. Speaking with these references is an important step in the decision-making process as it gives you firsthand insights into the company’s performance and reliability.


When speaking with references, ask about their overall satisfaction with the services provided, how well the property manager handles issues, and how effective they are in collecting rent and managing maintenance requests. It’s also a good opportunity to learn about any potential red flags.


References can provide you with a clearer picture of what to expect and help you feel more confident in your choice of a property management company.


Read Client Testimonials


10. What’s Your Approach to Tenant Retention?

Tenant retention is just as important as attracting new tenants. High turnover can lead to increased vacancy rates and higher costs associated with finding new tenants. During your property manager interview, ask about their strategies for keeping tenants happy and encouraging them to renew their lease agreements.


A good property manager will focus on providing excellent service to tenants, addressing maintenance requests promptly, and ensuring that the rental units are well-maintained. They may also offer incentives for lease renewals, such as small upgrades to the property or flexible lease terms.


By understanding their approach to tenant retention, you can assess how well they will manage your property over the long term, ensuring a steady income stream and minimizing the disruptions caused by frequent tenant moves.


For more on tenant retention strategies, see Our Tenant Retention Approach.


Final Thoughts

Choosing the right property management company requires careful consideration. By asking these questions, you’ll be better equipped to select a partner who will protect and grow your investment. Make sure to explore each of the resources linked above to dive deeper into each topic and arm yourself with the knowledge needed to make an informed decision.


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News & Updates

What Is Fair Rent for My Property?

By John David Sarmiento • April 11, 2025
Setting the right rent isn’t just about earning income — it’s about finding the balance between maximizing cash flow and keeping your property consistently occupied. So, what exactly is fair rent for your property? Whether you're renting out a single-family home, an apartment, or a unit in a multi-family building, finding a fair rental price starts with a thoughtful look at your property, your market, and what today’s renters are willing to pay. Start with Comparable Rentals The best way to find a fair rent is to research comparable rentals in your area. Look for listings similar in: Square footage Number of bedrooms and bathrooms Neighborhood Condition and amenities Platforms like Zillow, Apartments.com, or Rent.com are a great place to browse rental listings and compare active prices. If you’re seeing similar units listed at a higher rate than yours — and they're still on the market weeks later — that could be a sign they’re overpriced. Units that rent fast tell you what renters are actually willing to pay. Real Example: Pricing a 2-Bedroom in Long Beach Let’s say you own a 2-bedroom, 1-bath apartment in Long Beach with around 900 square feet. You check listings and find similar properties renting for $2,300 to $2,500. Zillow shows a rent zestimate of $2,400 — a decent starting point, but not the full picture. After looking at how long listings have stayed active and talking to a local property manager , you find out that well-maintained units with in-unit laundry and parking are consistently getting rented at $2,350. You price your unit accordingly, giving yourself a competitive edge while still earning market value. Avoid Relying on Algorithms Alone Automated pricing tools like the rent zestimate are useful for a ballpark figure, but they often miss local demand shifts, recent upgrades, or what renters truly value in your neighborhood. Use them as one data point — not your final decision-maker. Other Factors That Influence Fair Rent Your final rent amount should reflect more than just comps. Consider: The property’s condition: Have you renovated or upgraded appliances recently? Extras included: Are you covering any utilities? Is there secure parking or outdoor space? Seasonality: Rental demand can vary throughout the year. Your goals: Are you focused on fast occupancy or maximizing revenue? Professional support: A trusted rental manager or property manager can offer current insights based on tenant activity, vacancy rates, and pricing trends.  How Property Managers Help You Set the Right Price If you're unsure what to charge, a local property manager can evaluate your unit, compare it to others in your area, and recommend a pricing strategy that balances demand and return. They also help adjust your price over time as rental rates shift, and they’ll guide you in attracting and retaining quality tenants who value both the price and the property. Final Thoughts So, what is fair rent for your property? It’s the price that matches what your unit offers, reflects the current market, and appeals to qualified renters. It’s not necessarily the highest number possible — it’s the one that helps you rent quickly, reduce turnover, and maintain steady income. With a little research, a realistic view of your property’s features, and guidance from local experts, you’ll be well-positioned to price your rental right — and keep it occupied with great tenants.

How to Increase Rent Without Losing Tenants

By John David Sarmiento • April 10, 2025
One of the most delicate parts of owning a rental property is figuring out how to increase the rent without driving away good tenants. While you want to stay competitive with market rates , it’s equally important to maintain stable occupancy and avoid costly turnovers. The good news? With the right strategy and timing, raising rent doesn’t have to come at the cost of your tenant relationships. 1. Know Your Local Market Rates Before you decide to raise the rent , research similar properties in your area to understand current rent prices . If you're significantly below market value, a reasonable increase is often accepted — especially by tenants who like where they live. Even if you're close to market rate, a small adjustment can still make sense if you’re offering added value like upgraded amenities, responsive maintenance, or flexible lease terms. 2. Time It Around Lease Renewals The best time to increase the rental rate is when a tenant is renewing the lease . This gives them the chance to consider the new rate and evaluate their options — all while avoiding the hassle and cost of moving. Be sure to send a formal rent increase notice with enough lead time, typically 30 to 60 days in advance, depending on local regulations. 3. Communicate the “Why” Clearly When increasing rent, communication is everything. Let your tenants know the reasons behind the increase: Rising property taxes or insurance Increases in maintenance or utility costs Alignment with market rates Planned improvements to the unit or building Even if they don’t love the change, most tenants are more receptive when they feel respected and informed. 4. Offer Options and Flexibility If you’re working with long-term tenants you’d like to keep, consider offering choices to soften the increase: Extend the lease at the current rate for a few more months Offer a discounted rate for early renewal Split the increase over two payments instead of one lump sum This approach shows that you're not just looking to raise the rent , but to build a fair and lasting relationship. 5. Lean on Your Property Manager (If You Have One) Experienced property managers can provide insight into local rent prices , craft professional communications, and help navigate lease renewals in a way that keeps tenants happy while protecting your bottom line. They can also deliver rent increase notices and handle pushback more objectively. If you manage your property on your own, consider consulting a manager or local expert before finalizing your approach. Final Thoughts Increasing the rental rate is a normal part of owning a rental property , but it should always be done with care and intention. When you base your decisions on market research, communicate transparently, and give tenants room to respond, you’re more likely to keep good renters in place — even at a higher price point.  Want help reviewing your current lease structure or market position before you raise the rent? We’re here to support you.

How to Find Tenants for My Rental Property

By John David Sarmiento • April 9, 2025
Finding the right tenant is one of the most important things you’ll do as a property owner. The right renter can mean steady income, fewer problems, and long-term stability — while the wrong one can lead to missed rent, damage, or legal headaches. So how do you actually find great tenants for your rental property? Here's a clear, step-by-step approach that works — whether you're a new landlord or a seasoned investor. 1. Write a Clear, Honest Rental Listing Start by crafting a listing that highlights what makes your property attractive, but also sets clear expectations. Good property descriptions should include: Rental price and lease length Number of bedrooms and bathrooms Location and amenities Any restrictions (pets, smoking, etc.) Post your listing on multiple rental listing sites — but don’t underestimate the power of rent signs in front of the property, especially if it's in a high-traffic area. 2. Market Where Your Ideal Tenants Are To reach more prospective tenants , take your marketing beyond listing sites. Post your property on social media , community groups, and even local forums. Word of mouth can also be powerful — let friends, colleagues, and neighbors know the unit is available. Make sure your contact information is easy to find and consistent across platforms. You want prospective renters to reach you quickly when interest is high. 3. Use a Standard Rental Application When potential tenants reach out, have a standard rental application ready to go. This not only helps you stay organized, but ensures you’re collecting all the info you’ll need for the next step — tenant screenings . A good application should request: Full name and contact details Employment and income information References and previous landlord contacts Authorization for a background check and credit score pull 4. Screen Tenants Thoroughly (and Legally) One of the most critical steps in finding good tenants is how you screen tenants . Don’t skip this part — it’s where most rental issues can be avoided. Effective tenant screenings usually include: Background check (criminal history, eviction records) Credit score and payment history Verification of employment and income Reference checks with their previous landlord Always follow housing laws when screening applicants. Be consistent, fair, and avoid any language or decisions that could be considered discriminatory under the Fair Housing Act. 5. Collect a Security Deposit and Finalize the Lease Once you’ve found a great tenant , collect a security deposit (within the limits set by your state), and have both parties sign a clear, legally binding lease agreement . Your lease should detail rent amounts, due dates, responsibilities, and procedures for repairs or disputes. If you're not sure how to draft one, consult with a landlord or property manager familiar with local rental laws. Final Thoughts Finding the right tenant takes more than just putting up a listing — it takes a clear strategy, legal awareness, and the ability to evaluate prospective tenants fairly and confidently. The effort you put in now saves time, money, and stress later.  If you're unsure or simply want to ensure a smooth process, working with a professional property management company can make tenant placement and lease compliance much easier.
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