Property management procedures manual template
Document template
- Business
- Location
- Date
The agency and its service standards
Who the manual is for, the agency’s service promises to owners and tenants, such as response times, and who owns and updates the manual.
Taking on a new property
The steps from signing the management agreement to being ready to lease, the documents and checks needed, and who does each one.
Listing and leasing
How a property is priced, marketed and shown, how applications are checked, and how the lease is prepared and signed.
Move-in
The condition report, keys, deposit lodgment, the welcome information given to tenants, and the deadlines your local law sets.
Rent and arrears
How rent is received and checked, and each step when it’s late, from the first reminder to formal notices, with the timings.
Maintenance
How requests are logged, what counts as urgent, approval limits for owners, how trades are chosen, and how jobs are followed up and closed.
Routine inspections
How often properties are inspected, the notice given, the checklist and photo standard, and how reports go to owners.
Owners
How and when owners are updated, monthly statements, end-of-year reports, and how decisions and approvals are recorded.
Lease renewals and rent reviews
When renewals start, how rent reviews are worked out and agreed, and the notice periods that apply.
Move-out and deposits
Notices, the final inspection against the move-in report, keys, deposit claims and how disputes are handled.
Records and systems
Which system holds what, file naming, how long records are kept, and privacy rules for tenant and owner information.
