Free Checklist Templates for Property Management

Property Management

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Accounting
Advertising
Agriculture
Construction
Consulting
Customer Onboarding
E Commerce
Education
Employee Onboarding
Engineering
Financial Services
Hotel And Hospitality
Human Resources
Information Technology
Insurance
Law Firm
Manufacturing
Marketing
Other
Realtors
Restaurant
Retail
Software Development
Transportation

Annual Rental Property Inspection

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

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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

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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

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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

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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

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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

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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

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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.

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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?

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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

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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

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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

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Spring Cleaning

Employee Desks

Wipe down desk surfaces including keyboards, armrests, and phones with sanitizing wipes

Clean electronic devices and screens using microfiber clothes

Use compressed air to reach the nooks and crannies in keyboards and small spaces

Untangle and label computer cords and cables

Supply Closets

Purchase drawer dividers to sort office supplies in neat and easy-to-grab areas.

Re-organize supplies so that they are easily findable to everyone in the organization

The Break Room

Remove expired food from the fridge and clean the shelves

Clean cooked-on food splatters from the inside of the microwave

Clean the coffee maker and spilled grounds in hidden spaces

The Computer Cleanup

Set up email filters to send incoming emails to the right folders based on importance

Back up important files to a network location or external disk

Remove unused icons from your desktop

Remove software from your computers that you no longer use

Review shared storage drives and delete stray, unused files

Defragment your hard drive and/or perform a disk utility cleanup

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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

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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

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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

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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

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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.

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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

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