Free Checklist Templates for Property Management
Property Management
Annual Rental Property Inspection
This workflow template will help as a starting point for executing your rental property inspections.
The workflow includes conditional logic for displaying the correct number of bathrooms and bedrooms as well as garage and basement items.
Data Collection
How many bedrooms
How many bathrooms
Does unit have a basement
Does unit have garage or exterior
LIVING ROOM
Walls
Ceiling
Flooring
Doors & Locks
Windows
Curtain & Blinds
Lighting
Electrical Fixtures
Heating & Cooling
Smoke Detectors
KITCHEN
Walls
Ceiling
Flooring
Doors & Locks
Windows
Lighting
Electrical Fixtures
Cabinet Fixtures
Counter Tops
Sink & Plumbing
Stove, Hood & Oven
Refrigerator
Dishwasher
Smoke Detectors
BEDROOM 1
Walls
Ceiling
Flooring
Doors & Locks
Windows
Curtain & Blinds
Lighting
Electrical Fixtures
Heating & Cooling
Closets & hardware
Smoke Detectors
BEDROOM 2
Walls
Ceiling
Flooring
Doors & Locks
Windows
Curtain & Blinds
Lighting
Electrical Fixtures
Heating & Cooling
Closets & hardware
Smoke Detectors
BEDROOM 3
Walls
Ceiling
Flooring
Doors & Locks
Windows
Curtain & Blinds
Lighting
Electrical Fixtures
Heating & Cooling
Closets & hardware
Smoke Detectors
BATHROOM 1
Walls
Ceiling
Fan & exhaust
Flooring
Doors & Locks
Windows
Lighting
Wash Basin & plumbing
Shower & Bathtub
Toilet & Plumbing
Mirrors
Cabinet Fixtures
BATHROOM 2
Walls
Ceiling
Fan & exhaust
Flooring
Doors & Locks
Windows
Lighting
Wash Basin & plumbing
Shower & Bathtub
Toilet & Plumbing
Mirrors
Cabinet Fixtures
BASEMENT
Plumbing
Windows
Drains
Mold & Walls
Insulation
EXTERIOR
Garage
Deck or Patio
Lawn
Parking Area & Driveway
MISCELLANEOUS
Fire Extinguishers
Stairs
Hallways
Attic
Exterior door - seals and threshold
Apartment Turnover Maintenance Checklist
General
Tile and hardwood floors (loosening, scuffs, scratches, cracks)
Carpeting (stains, tears, holes, burn marks)
Walls and ceilings (nails, hooks, holes, marks, chipping paint)
Ceiling fan (loosening)
Windows, screens, and tracks (cracks, tears)
Blinds and shades (tears, damage)
Doors, conventional and sliding (tracks, dents, scuffs)
Kitchen
Sinks and drain (signs of leakage)
Garbage disposal (signs of leakage)
Countertops (scratches, burns, marks)
Pantry, cabinetry, and drawers, inside and out (shelving, handles/knobs, scratches, scuffs)
Microwave
Stovetop and oven
Exhaust fan and light (filter)
Refrigerator and icemaker (door seal, drawer and platform cracks, signs of leakage)
Dishwasher (signs of leakage)
Bathroom
Sink and drain (signs of leakage)
Bath and shower (signs of leakage)
Grout (signs of leakage)
Cabinets and drawers, inside and out (shelving, handles/knobs, scratches, scuffs)
Exhaust fan (filter)
Vanity top and mirror
Bedrooms
Blinds
Ceiling Fan
Closet Rod/Racks
Closet/Drawer Knobs
Crown Molding
Doorstop/Hinges/Closer
Flooring
Light Fixtures
Privacy Lockset
Smoke/CO2 Alarms
Wall Base/Base Trim
Wall Plates
Window Screens
Additional
Smoke detectors (batteries)
Carbon monoxide (batteries)
Light fixtures and bulbs
Patio/deck/terrace
Applicant Review (Tenant Screening)
Gather Info
Email address of applicant
Date of move in
Address of property
Employment & Previous Landlord Confirmation
Reach out to previous landlord to ask questions about prospective tenant.
Send a landlord verification form for them to fill out and fax back to you.
Send employment verification to employer to complete
Co-signer required
Credit Report & Background Check
Run credit check
Applicant credit score
SSN Validation
Death index check
Criminal record search
Sex Offender Report
Name and Address Validation
Co-signer
Consigner contact name
Cosigner email
Decision
Accepted or Rejected?
If Accepted
Start the New Tenant Onboarding workflow
If Rejected
Send rejection email
Cleaning Checklist
Exterior
Sweep walkways and remove debris
Pressure wash sidewalks and parking lots
Clean windows, doors and screens
Repair and paint fences, gates and railings
Trim trees, shrubs and hedges
Remove debris from gutters and drains
Repair broken pavers, bricks and stone
Interior
Dust and vacuum all rooms
Mop, scrub and sanitize floors
Clean and disinfect countertops, sinks and toilets
Polish and clean mirrors and fixtures
Wash walls and ceilings
Empty all trash cans and replace liners
Clean windows, doors and screens
Common Areas
Dust and vacuum hallways and entryways
Mop, scrub and sanitize floors
Clean and disinfect common areas
Polish and clean mirrors and fixtures
Wash walls and ceilings
Empty all trash cans and replace liners
Clean windows, doors and screens
Lease Agreement Checklist
Lease Agreement
Review and execute the lease agreement
Ensure all tenants are listed on the lease agreement
Confirm the lease start and end dates
Verify the rental rate and any associated fees
Confirm the security deposit amount
Review and understand the tenant’s rights and obligations
Ensure the landlord has also signed the lease agreement
Move-In Checklist
Verify that the property is in good condition
Ensure all utilities are connected and in working order
Check for any existing damage
Confirm that keys or access cards are provided
Provide the tenant with any manuals or instructions
Ensure all amenities and appliances are present and working
Move-Out Checklist
Confirm the move-out date
Ensure the tenant has provided notice
Inspect the property for any damage
Verify that all keys or access cards have been returned
Check for any unpaid rent or fees
Perform a final walk-through with the tenant
Refund the security deposit, if applicable
Maintenance Checklist
Exterior Checklist
Check condition of siding and paint
Check roof for damage
Check windows and doors for proper insulation
Check property for debris
Check outdoor lighting
Check landscaping and outdoor areas
Interior Checklist
Check condition of walls, floors, and ceilings
Check electrical outlets and wiring
Check plumbing fixtures
Check windows and doors for proper insulation
Check air conditioner and heater
Check for pests
Check for safety hazards
Appliance Checklist
Check all appliances for proper operation
Check for any necessary repairs or replacements
Check for energy efficiency
Check refrigerator and freezer temperature
Check stove and oven for proper operation
Check dishwasher for proper operation
Furniture and Decor Checklist
Check for any damages to furniture
Check for any necessary repairs or replacements
Check condition of carpets and curtains
Check condition of artwork and decorations
Check for any safety hazards
Security Checklist
Check locks on all doors and windows
Check condition of security systems
Check security cameras for proper operation
Check alarms and motion sensors for proper operation
Check condition of exterior gates and fencing
New Client (New Property to Manage)
SEND MANAGEMENT DOCUMENTS VIA DOCUSIGN
Management Agreement
Property Profile
IF US resident send - W9
If foreign investor, send W8-ECI
ACH Authorization Form
Authorization to add as additional insured
Owner HOA Disclosure
Owner Mortgage Disclosure
VERIFY MANAGEMENT DOCUMENTS SIGNED
Management Agreement
Property Profile
IF US resident send - W9
If foreign investor, send W8-ECI
ACH Authorization Form
Authorization to add as additional insured
Owner HOA Disclosure
Owner Mortgage Disclosure
Update Management System
Contact Insurance company and add an additional insured
Copy signed documents from Docusign to owner folder
Create New Portfolio in Propertyware
Add owner information to Propertyware
Add building information to Propertyware
PRE-INSPECTION
Pre-inspect home
Review with owner any repair items
PHOTOGRAPHY
Take photos of home
Take video of home
New Tenant (Tenant Move In)
Before Move In
If property is built prior to 1978, forward Lead Paint Addendum to tenant prior to lease signing
Check if HOA requires a lease addendum, if so attach to lease
Prepare Lease Documents
Send Lease documents via DocuSign to tenant
Verify receipt of Tenant Signed Lease in DocuSign.
Verify receipt of Reservation Fee. Scan Reservation check and upload to cloud storage.
Deposit Tenant Reservation Fee
Sign Lease and upload signed Lease to cloud storage.
Email executed lease to tenant
If on FMLS, change FMLS listing to leased
Remove marketing advertising from Rently
Remove marketing advertising from Craigslist.
Confirm Move In Date with Tenant
SCHEDULING CLEANING AND MAINTENANCE
Email document "Moving into your new home" to tenants
Schedule House Cleaning
IF call box at front gate, contact HOA to add tenant to call box
Perform pre-inspection
MOVE IN
Verify Security Deposit is bank cashiers check or money order
Complete Move In Inspection
Email inspection to tenant
Remove Lockbox
Verify Receipt of insurance declaration w/ $100K liability
AFTER MOVE IN
Post Security Deposit to Tenant Ledger
Deposit Security Deposit to Bank
Send email to tenant asking if any questions/concerns after move in.
Pet Checklist
Pet Information
Name
Age
Breed
Color
Gender
Weight
Vaccination Records
Pet Behavior
Does the pet bark, meow, or make other noises?
Does the pet become aggressive or defensive?
Are there any areas the pet should be kept away from?
Pet Care
Is the pet spayed or neutered?
Does the pet need to be groomed regularly?
Does the pet require any special diet or supplements?
How often should the pet exercise?
Pet Requirements
Does the pet need to be registered with the local government?
Are there any restrictions on where the pet can go?
Is a pet deposit or pet rent required?
Are there any additional pet fees that need to be paid?
Property Inspection Checklist
Exterior
Doors and windows
Roof and siding
Gutters and downspouts
Landscaping
Driveway and walkways
Patios and decks
Interior
Walls and ceilings
Flooring
Windows and doors
Plumbing and electrical
Appliances
Stairs
Fireplaces
Safety
Security systems
Smoke and carbon monoxide detectors
Fire extinguishers
Electrical cords and outlets
Ground fault interrupters
Emergency exit routes
Rental Payment Checklist
Rental Payment Checklist
Verify that the tenant’s name matches the name on the lease agreement
Check if payment is made in full and is for the correct amount
Record the date, method, and amount of payment
Make sure the payment is made on or before the due date
Ensure payment is made in the form specified in the lease agreement
Endorse any checks received
Deposit payments promptly
Issue a receipt to the tenant
Update the tenant’s accounts receivable record
Security Deposit Checklist
Security Deposit Checklist
Inspect Unit: -Check for any damages -Take pictures of the current condition of the unit
Lease Agreement: -Confirm the tenant has signed the lease agreement -Confirm the tenant has received a copy of the lease agreement
Security Deposit Forms: -Confirm the tenant has filled out all necessary security deposit forms -Confirm the tenant has received a copy of the forms
Payment: -Confirm the tenant has paid the security deposit
Receipt: -Provide the tenant with a receipt for the security deposit payment
Documentation: -Keep all documentation of the security deposit in a secure location
Tenant Eviction Checklist
Prepare your eviction Case
Understand that this is a general template and should be edited accordingly to your specific state laws.
Gather evidence about the issues
If the case is not clear consult with a lawyer
Notice of eviction
Draft a notice of eviction with a clear deadline
Pin the notice of eviction to the tenant's front door
Send the notice of eviction through certified mail
Wait the time defined on your state laws. If the tenant has not complied with the notice of eviction continue to the next step
Take the matter to the court
Get a court order
Gather the relevant documents
Attend the court hearing
Wait the time defined by the court. If tenant has not complied with the court-mandated eviction continue to the next step
Call the authorities so they can handle the forced eviction
Collecting Past-due Rent
File a lawsuit with small claims court
Gather the relevant documents
Attend the court hearing
Tenant Eviction Checklist
Overview
Understand the applicable tenant eviction laws in your state
Know the legal steps in the eviction process
Familiarize yourself with the relevant documents related to the eviction
Make sure you have the necessary paperwork to start the eviction process
Step 1: Serve the Notice
Fill out the appropriate eviction notice
Deliver the eviction notice to the tenant
File the notice with the local court
Step 2: File an Eviction Lawsuit
Draft the eviction lawsuit
File the eviction lawsuit with the local court
Serve the eviction lawsuit to the tenant
Step 3: Appear in Court
Attend the court hearing
Present your case to the court
Wait for the court's decision
Step 4: Evict the Tenant
Serve the tenant with an eviction order
Secure the property and remove the tenant's belongings
Change the locks on the property
Step 5: Collect Rent
Send a demand letter to the tenant for unpaid rent
File a collection action against the tenant
Seek a monetary judgment against the tenant
Tenant Move-in Checklist
Identification
Copy of Tenant's Identification (driver's license, passport, etc.)
Copy of Tenant's Social Security Number
Lease
Signed Copy of Lease Agreement
Copy of Security Deposit Receipt
Payment
Copy of Payment Receipt for First Month's Rent
Inspection
Documentation of Any Pre-Move-in Inspections
Utilities
Confirmation of Utility Account Setup and Payment
Keys
Copy of Keys or Key Fob
Tenant Move Out
Initial steps
Receive notice from tenant/or vacancy info from owner
Confirm tenant is providing sufficient notice corresponding to lease
Add move-out date to calendar
Add deposit refund "drop-dead" date to calendar with buffer
Send move-out checklist letter to tenant
Update property management system
Schedule professional photos if needed
Schedule unit and building walk-thru to see what needs to be repaired, updated, or major issues
Send Forwarding Address form letter to tenant
Schedule walk through times with tenant
List Property
Craigslist
Abodo
Inspection, repairs, moveout
Perform walk-thru
Take new photos or video if needed
Schedule repairs if needed
Finalize
Update tenant's forwarding address
Process charges for tenant
Cut Security Deposit check to tenant
File all docs in property management system
Tenant Move-out Checklist
Move-Out Date
Confirm with tenant the date they will move out of the property.
Security Deposit Refund
Receive and inspect the property.
Check the condition of the property against the tenant’s initial move-in inspection report.
Calculate the amount of refund owed to the tenant and any deductions.
Cleaning and Repairs
Make a list of any necessary cleaning and/or repairs.
Provide the tenant with a reasonable amount of time to make necessary repairs and/or cleaning.
Schedule any necessary cleaning and/or repairs after the tenant moves out.
Utilities
Ensure all utilities are turned off on the day the tenant moves out.
Notify utility companies of the tenant’s move-out date.
Keys and Access Cards
Have the tenant return any keys and access cards to the property.
Replace any locks or access cards as needed.
Final Walk-Through
Schedule a final walk-through with the tenant before they move out.
Confirm that the tenant has removed all of their possessions from the property.
Confirm that the tenant has not caused any damage to the property.
Tenant Screening Checklist
Applicant Information
Full Name
Date of Birth
Current Address
Previous Address
Phone Number
Email Address
Rental History
Previous Landlord References
Rent Payment History
Any Evictions
Employment
Current Employer
Length of Employment
Pay Rate/Salary
Credit History
Credit Score
Any Bankruptcies
Any Unpaid Debts
Background Check
Criminal History
Sex Offender Registry
Drug Test Results
Other
References
Proof of Income
Proof of ID
The importance of checklists in Property Management
Improved Productivity
Property management firms rely on checklists to increase their efficiency and streamline their operations. Checklists help organizations by creating a system for employees to follow that ensures that no steps are missed and that processes are completed in an organized and timely fashion. Checklists can help streamline processes such as tenant onboarding, rental inspections, and maintenance requests. By using checklists, property management firms can ensure that all necessary steps have been completed and that tasks have been done correctly. This can save time and money, as well as reduce the chance of errors.
Improved Record Keeping
Checklists can also help property management firms keep accurate records. Checklists create a record of the tasks that have been completed and can provide a timeline of when certain tasks were completed. This can be extremely useful for legal and insurance purposes. In the event that something goes wrong, checklists can provide documented proof that certain tasks were completed in a timely fashion. Checklists also help protect property management firms from liability by ensuring that all necessary steps have been taken to protect tenants’ safety and property.
Improved Communication
Checklists can also help property management firms improve communication between departments and staff members. Checklists can provide a clear and consistent workflow that all staff members can follow, ensuring that everyone is on the same page and minimizing the chances of miscommunication. Checklists can also help property managers track the progress of tasks, allowing them to quickly and easily see which tasks have been completed, who is responsible for certain tasks, and when tasks are due. This can help property management firms stay on top of tasks and ensure that all tasks are completed in a timely manner.
Examples of Checklists
Checklists can be used for a variety of tasks in property management. Common examples of checklists used by property management firms include:
- Tenant Onboarding Checklist: This checklist is used to ensure that all necessary steps have been taken when onboarding a new tenant. This might include verifying tenant information, completing a background check, and providing necessary documents.
- Rental Inspection Checklist: This checklist is used to ensure that all necessary steps have been taken during a rental inspection. This might include checking for damages, checking the condition of appliances, and verifying the safety of the premises.
- Maintenance Request Checklist: This checklist is used to ensure that all necessary steps have been taken when responding to a maintenance request. This might include verifying the request, scheduling a service call, and checking in on the request after it has been completed.
Benefits of Checklists
Checklists can provide many benefits to property management firms. Checklists can help property managers streamline their processes, increase their efficiency, and keep accurate records. Checklists can also help improve communication between departments and staff members, ensuring that everyone is on the same page and tasks are completed in a timely fashion. Checklists can also provide a way for property managers to track the progress of tasks and know which tasks have been completed and which need to be done. Checklists provide a system for property managers to follow, ensuring that no steps are missed and that tasks are completed correctly.
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