Free Checklist Templates for Property Management

Property Management

OR

Property Acquisition Due Diligence Checklist

Legal and Title Review

Order the title commitment and ALTA survey

Review zoning and confirm legal use

Clear liens, easements, and CC&Rs

Negotiate title objection letter with seller

Financial and Lease Audit

Audit T-12 and trailing rent rolls

Estop tenants and verify lease abstracts

Verify property tax and insurance basis

Underwrite stabilized NOI and cap rate

Physical and Environmental Inspection

Engage a Property Condition Assessment

Inspect roof, envelope, and major systems

Order Phase I ESA

Commission Phase II investigation

Test for asbestos, lead paint, and mold

Operations and Service Contracts

Review existing management agreement

Audit vendor contracts and COIs

Build the year-one capex and turn plan

Tenant and Compliance Review

Abstract leases and flag expirations

Verify deposit and prepaid rent ledgers

Confirm Section 8 and LIHTC compliance

Market and Submarket Analysis

Build the rent comp set

Pull demographic and employment data

Identify supply pipeline and absorption

Investment Committee and Close

Present findings to investment committee

Issue retrade or termination notice

Finalize closing checklist with counsel

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Property Inspection Checklist

Pre-Inspection Preparation

Send the state-required entry notice

Pull the lease and prior inspection report

Load the inspection on the mobile app

Exterior Inspection

Walk the building envelope for damage

Inspect windows, doors, and entryways

Photograph landscaping and grounds

Interior Inspection

Inspect walls, ceilings, and floors

Test plumbing fixtures for leaks

Check HVAC filter and air return

Safety and Compliance

Test smoke and CO detectors

Verify fire extinguisher service tag

Confirm exit signage and egress paths

Appliances and Systems

Run heating and cooling cycles

Test kitchen and laundry appliances

Test GFCI outlets and breaker panel

Tenant Compliance and Lease Review

Document unauthorized alterations

Note evidence of pets, smoking, or unapproved occupants

Record the overall compliance result

Report and Follow-Up

Compile the inspection report

Issue the cure-or-quit notice for violations

Schedule the follow-up reinspection

File the report in the tenant folder

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Property Inspection Checklist

Pre-Inspection Setup

Send 24-48 hour entry notice to tenant

Pull the move-in inspection and prior reports

Confirm inspection type and scope

Exterior

Inspect roof, siding, and flashing

Check gutters, downspouts, and grading

Inspect doors, windows, and weatherstripping

Walk driveway, walkways, patios, and decks

Review landscaping and drainage

Interior Condition

Inspect walls, ceilings, and trim

Inspect flooring, stairs, and railings

Test interior doors and windows

Test all appliances

Inspect fireplace, flue, and hearth

Plumbing and Electrical

Run all fixtures and check for leaks

Test water heater and verify TPR valve

Test outlets, switches, and GFCIs

Inspect electrical panel and visible wiring

Life Safety

Test smoke and CO detectors

Inspect fire extinguishers and egress routes

Verify locks, deadbolts, and security hardware

Findings and Follow-Up

Compile inspection report and photos

Open work orders for routine repairs

Escalate habitability issues for same-week resolution

Send tenant follow-up letter and disclosures

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Property Maintenance Inspection Checklist

Pre-Inspection Setup

Send 24-hour entry notice to occupants

Pull prior inspection report and open work orders

Confirm occupancy status

Exterior Inspection

Inspect siding, paint, and trim

Inspect roof, gutters, and downspouts

Inspect landscaping, walkways, and drainage

Test exterior lighting and motion sensors

Capture exterior condition photos

Interior & Systems

Inspect walls, floors, and ceilings

Test GFCI outlets in kitchen and baths

Check plumbing fixtures and under-sink areas

Service HVAC and replace filter

Test smoke and CO detectors

Inspect for pest activity

Appliances

Test refrigerator and freezer temperatures

Test stove, oven, and range hood

Run dishwasher cycle and check for leaks

Flag any appliance for repair or replacement

Security & Access

Test locks on all entry doors and windows

Verify alarm system and motion sensors

Confirm security camera coverage and recording

Inspect exterior gates, fencing, and access controls

Findings & Sign-Off

Open work orders for flagged items

Schedule follow-up reinspection

Sign off on the inspection report

Notify owner of habitability findings

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Property Maintenance Inspection Checklist

Exterior & Roof

Inspect roof for damage and missing shingles

Clear gutters and downspouts

Check siding, trim, and exterior paint

Interior Walkthrough

Scan ceilings and walls for water staining

Test smoke and CO detectors per local code

Service HVAC filters and thermostat

Common Areas

Clean lobby, hallways, and stairwells

Run elevator service test

Landscaping & Grounds

Walk grounds for mowing and trim quality

Test irrigation zones and rain sensor

Inspect exterior lighting fixtures

Plumbing & Electrical

Check fixtures for leaks under sinks

Test GFCI outlets in kitchens and baths

Verify breaker panel labeling

Schedule licensed electrician for GFCI repair

Safety & Findings

Verify fire extinguishers and exit egress

Update emergency contacts and posted procedures

Record overall inspection findings

Issue work orders for identified repairs

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Property Management Office Spring Cleaning

Workstations & Equipment

Wipe down desks, monitors, and phones

Clean monitors with microfiber cloths

Blow out keyboards and ports with compressed air

Untangle and label cable runs at each desk

Tenant Files & Records Purge

Identify tenant files past retention

Shred FCRA screening reports past retention

Archive remaining closed files to long-term storage

Confirm lead-paint disclosures for pre-1978 units

Mail missing lead-paint disclosures to affected tenants

Key Cabinet & Vendor Records

Audit the key cabinet against the unit roster

Schedule rekey for units with missing keys

Review vendor COIs for expirations

Request renewed COIs from affected vendors

Confirm W-9s on file for active vendors

Break Room & Reception

Clear expired food and clean the fridge

Deep clean the microwave and coffee maker

Refresh the leasing reception area

Computers & Systems

Apply pending OS and security updates

Back up property management software exports

Set up email filters for tenant, owner, and vendor inboxes

Delete stale draft leases from the shared drive

Uninstall unused software from staff workstations

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Property Management Software Implementation Checklist

Discovery and Vendor Selection

Document the current portfolio and door count

Identify must-have workflows and integrations

Select the implementation project team

Confirm budget for license, migration, and training

Choose the property management platform

Data Migration Planning

Export the legacy rent roll and tenant ledger

Map the chart of accounts to the new system

Compile the property and unit master list

Compile the owner and vendor master list

Configuration and Build

Configure user roles and permissions

Load lease templates and required disclosures

Configure rent collection and late fee rules

Wire screening, e-sign, and listing integrations

Configure work order routing and vendor dispatch

Migration and Parallel Testing

Run the test data migration

Reconcile trust account balances

Investigate the trust account variance

Run parallel month-end with the legacy system

Train property managers and leasing agents

Train accounting and maintenance staff

Go-Live and Stabilization

Freeze the legacy system and run final migration

Notify tenants of the new payment portal

Notify owners of the new owner portal

Monitor the first week of transactions daily

Run the first owner statement cycle in production

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Property Management Staff Onboarding Checklist

Pre-Day-1 Setup

Send the offer letter for e-sign

Order the laptop, phone, and access fob

Confirm the role classification

Create the AppFolio user account

Day 1 Orientation

Complete the I-9 with original IDs

Sign W-4 and direct deposit forms

Sign confidentiality and IT acceptable-use policies

Tour the office with the hiring manager

System Access and Workspace

Provision email, Slack, and Teams

Issue keys, fob, and master rekey card

Grant portfolio access in AppFolio

Confirm the assigned portfolio

Fair Housing and Legal Training

Complete the fair housing certification

Review the FCRA adverse action procedure

Walk through state security deposit timing

Review the lead-based paint disclosure protocol

Train on HQS inspection and HAP contracts

Software and Workflow Training

Train on the AppFolio work order workflow

Train on rent posting and ledger reconciliation

Run a test TransUnion SmartMove screening

Property and Vendor Familiarization

Shadow a move-in inspection with photos

Visit every property in the assigned portfolio

Review the active vendor COI roster

Shadow the after-hours on-call rotation

30-Day and 90-Day Milestones

Hold the 30-day manager check-in

Complete the 90-day performance review

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Property Manager Performance Review

Review Preparation

Schedule the review meeting

Send the self-assessment form

Confirm role and goals from the prior cycle

Performance Data Review

Pull KPIs from AppFolio or Yardi

Review work order response and close-out times

Audit FCRA and Fair Housing compliance

Spot-check security deposit timing

Self-Assessment and Peer Input

Collect the completed self-assessment

Send a self-assessment reminder

Gather peer feedback from two colleagues

Review tenant and owner satisfaction signals

Review Meeting

Hold the review meeting

Walk through strengths and growth areas

Capture the overall performance rating

Discuss compensation and bonus eligibility

Goals and Development Plan

Set SMART goals for the next cycle

Identify required training and CE

Draft a Performance Improvement Plan

Documentation and Follow-Up

File the signed review in the HR record

Schedule the 30-day goals check-in

Schedule the mid-cycle six-month review

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Property Risk Assessment Checklist

Building Safety

Inspect fire extinguishers per NFPA 10

Test smoke and CO detectors building-wide

Replace failed detectors and re-test

Walk stairwells, handrails, and exit signs

Environmental Hazards

Survey pre-1978 stock for asbestos and lead paint

Schedule licensed abatement work

Conduct radon testing per EPA protocol

Audit waste disposal and recycling compliance

Security Measures

Test locks, gates, and access control

Audit surveillance coverage and retention

Walk the property after dark for lighting

Maintenance & Repairs

Publish the annual preventive maintenance schedule

Inspect roofs, gutters, and site drainage

Walk parking lots, sidewalks, and amenities

Emergency Preparedness

Update the evacuation plan and posted maps

Refresh the emergency contact roster

Restock first-aid and emergency supplies

Insurance & Compliance

Review coverage with the broker

Audit vendor COIs for current expiration

Request renewed COIs from lapsed vendors

Verify rental registration and operating permits

Tenant Safety & Sign-Off

Send the annual tenant safety bulletin

Audit work-order intake response times

Inspect playgrounds and pool per CPSC standards

Sign off on the risk assessment report

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Property Safety Inspection Checklist

Fire & Life Safety

Inspect extinguisher tags and pressure gauges

Schedule the extinguisher vendor for service

Test smoke and CO detectors in common areas

Verify exit signs and egress lighting

Electrical Safety

Inspect outlets, cover plates, and visible cords

Test GFCI outlets in wet locations

Open a priority work order for failed outlets

Confirm breaker panels are clear and labeled

Building Security

Test entry door locks and deadbolts

Verify camera coverage and DVR retention

Walk exterior lighting after dusk

Plumbing & Water Safety

Inspect under sinks for leaks and moisture

Test water heater TPR valve and temperature

Verify sump pumps and backflow preventers

Building Condition

Inspect floors, walls, and ceilings

Check stairways, handrails, and guardrails

Evaluate windows, doors, and hardware

Grounds & Common Areas

Inspect sidewalks, parking lots, and curb ramps

Review landscaping for hazards

Check pool, playground, and fitness equipment

Hazardous Materials & Disclosures

Audit the SDS binder and chemical storage

Verify spill kits, eyewash stations, and PPE

Confirm asbestos and lead-paint surveys for pre-1978 buildings

Findings & Sign-Off

Compile inspection findings

Open emergency work orders for critical findings

File the inspection report in the property record

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Property Showing Checklist

Pre-Showing Preparation

Confirm the appointment with the prospect

Send a second confirmation outreach

Verify lockbox or smart-lock access

Review marketing copy and comparable rents

Property Exterior Check

Walk the curb appeal and landscaping

Photograph exterior damage or trip hazards

Clear walkways and entry points

Interior Walk-Through

Verify lighting throughout the unit

Air out the unit before arrival

Stage the unit for the tour

Safety and Compliance

Test smoke and CO detectors

Verify door and window locks operate

Confirm required disclosures are on hand

Showing Materials and Format

Print rental applications and FCRA disclosures

Prepare the property fact sheet

Confirm the showing format

Issue the self-show access code

Post-Showing Follow-Up

Secure the unit after departure

Capture prospect feedback notes

Log the application outcome

Send the screening invite to the applicant

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Property Tax Review Checklist

Parcel Information Verification

Confirm the legal description matches the deed

Verify the parcel ID against the situs address

Reconcile square footage with assessor records

Assessment Notice Review

Pull and file the assessment notice

Calculate the year-over-year change

Identify the assessment class and ratio

Market Value Analysis

Pull recent comparable sales

Calculate the price-per-square-foot range

Determine whether the property is over-assessed

Exemption and Relief Review

Identify newly-eligible exemptions

File the new exemption application

Confirm existing exemptions remain on the roll

Billing and Payment Verification

Confirm receipt of the tax bill

Verify millage and assessed value math

Schedule payment before the delinquency date

Records and Documentation

File the assessment, bill, and receipts

Log property changes affecting valuation

Update the owner statement with the tax liability

Appeal Preparation and Filing

Build the comparable sales evidence packet

Draft the appeal narrative

File the appeal before the protest deadline

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Real Estate Portfolio Review Checklist

Financial Performance Review

Pull T-12 rent roll and operating statements

Benchmark in-place rents against market comps

Audit operating expenses against the budget

Calculate NOI, cash flow, and DSCR

Property Condition Assessment

Walk each property with the maintenance lead

Review work-order history for recurring issues

Update the 5-year capital plan

Scope the major capital project

Market Analysis

Pull submarket fundamentals from CoStar or Yardi Matrix

Run sale comps and estimate current market value

Identify reposition or value-add opportunities

Tenant Relations and Lease Review

Pull retention and delinquency metrics

Review lease files for compliance gaps

Set the renewal pricing strategy by property

Regulatory and Compliance Check

Verify rental licenses and certificates of occupancy

Confirm fair housing and source-of-income compliance

Audit health, safety, and environmental items

Sign off on the portfolio recommendation

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Rental Advertisement Checklist

Property Details

Verify the address against the rent roll

List bedrooms, bathrooms, and square footage

Capture the year the building was built

Pricing and Lease Terms

Set the asking rent against current comps

Define the lease term and renewal option

Set the deposit and pet policy

Required Disclosures

Prepare the federal lead-paint disclosure

Prepare state-specific disclosures

Confirm smoke and CO detector certification

Make-Ready Verification

Close out the make-ready punch list

Rekey the unit and log the new code

Photography and Virtual Tour

Schedule the photographer after make-ready

Capture wide-angle photos of every room

Decide on a virtual tour option

Listing Copy and Syndication

Draft Fair Housing-compliant listing copy

Publish to Zillow, Apartments.com, and the firm site

Confirm rental registration filing

Showings and Application Intake

Select the showing method

Configure the self-show platform

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Rental Market Analysis Checklist

Submarket Definition & Demographics

Define the submarket boundary and product type

Pull ACS demographic and income data

Map major employers and commute corridors

Comp Set & Rent Survey

Build the comp set of direct competitors

Shop comp rents and current concessions

Compare amenity packages and parking pricing

Flag aggressive concession patterns

Property Performance Benchmarks

Calculate trailing-12-month vacancy and turnover

Pull rent growth trends from CoStar or Yardi Matrix

Review property tax assessments and millage trends

Economic & Capital Market Indicators

Track local employment from BLS QCEW data

Review interest rate and 10-year Treasury trends

Pull submarket cap rate trends from broker reports

Supply Pipeline & Absorption

Survey construction within 3 miles of the subject

Estimate absorption from building permit activity

Flag large deliveries hitting in the next 12 months

Model rent scenarios under heavy supply

Regulatory Review

Review zoning and pending rezoning actions

Check rent control and just-cause eviction ordinances

Verify source-of-income protection rules

Recommendations & Sign-Off

Draft the rent recommendation and pricing strategy

Circulate the draft to portfolio management

Asset manager sign-off on the analysis

Address requested revisions and resubmit

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Rental Payment Checklist

Pre-Cycle Setup

Generate the monthly rent roll

Post recurring charges to tenant ledgers

Send the rent reminder notice

Payment Receipt and Posting

Verify the payor matches a leaseholder

Confirm payment amount matches the ledger balance

Endorse and scan paper checks

Post the payment to the tenant ledger

Issue the payment receipt

Delinquency Handling

Apply the late fee per the lease

Send the delinquency notice via portal and certified mail

Process the NSF return and reverse the posting

Escalate the delinquent account

Deposit and Reconciliation

Deposit funds to the operating account

File IRS Form 8300 for cash receipts over $10,000

Reconcile bank deposits against the rent roll

Generate owner statements and disbursements

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Rental Property Inspection Checklist

Pre-Inspection Setup

Confirm tenant notice and inspection scope

Pull the lease, prior report, and open work orders

Stage camera, moisture meter, and outlet tester

Exterior Inspection

Photograph the roof and document visible damage

Inspect siding, brick, and trim

Examine the foundation for cracks and moisture

Interior Inspection

Test all doors, windows, and locks

Inspect walls and ceilings for damage

Test light fixtures and GFCI outlets

Plumbing and HVAC Inspection

Check under-sink and toilet supply lines

Verify water heater temperature setting

Run heating and cooling through a full cycle

Appliances and Safety Features

Confirm provided appliances function

Test smoke and CO detectors

Replace failed detectors and retest

Verify fire extinguisher charge and tag date

Yard and Common Areas

Assess fencing, gates, and walkways

Inspect landscaping for hazards

Evaluate pool, gym, or shared amenities

Findings and Sign-Off

Compile the photo log and condition summary

Submit work orders for documented issues

Review findings with the tenant and obtain signature

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Rental Rate Analysis Checklist

Subject Property Intake

Pull the current lease and rent history

Capture unit specs and recent upgrades

Confirm the owner's pricing goal and listing window

Comparable Rental Pull

Run an MLS rental search in a one-mile radius

Filter to leased-in-last-90-days status

Export the comp set to Cloud CMA or RPR

Property Condition Walkthrough

Inspect interior condition and deferred maintenance

Photograph kitchen, baths, and primary finishes

Score the unit against comp condition

Comp Adjustments and Pricing

Adjust comps for square footage and bed/bath count

Adjust for parking, laundry, and outdoor space

Calculate the adjusted rent range

Local Market Indicators

Pull submarket vacancy and absorption data

Review employment and migration trends

Note seasonal demand for the listing window

Regulatory and Compliance Review

Confirm rent-control or stabilization status

Calculate the maximum allowable rent increase

Audit listing language for fair-housing compliance

Recommendation and Owner Sign-Off

Draft the rent recommendation memo

Present recommendation and capture owner decision

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Rent Collection Checklist

Pre-Cycle Setup

Review lease rent and grace-period terms

Confirm late-fee caps under state law

Update each tenant ledger with charges due

Pre-Due-Date Communication

Send rent reminder five days before due date

Reconfirm ACH details with auto-pay tenants

Verify portal access for new tenants

Payment Receipt and Posting

Confirm rent payments received on the due date

Post payments to the tenant ledger

Deposit checks into the broker trust account

Verify the ACH batch settled at the bank

Late Payment Follow-Up

Run the delinquency report after the grace period

Serve the pay-or-quit notice required by state

Capture the tenant's response to the notice

Resolution and Escalation

Draft a written payment-plan agreement

Refer the file to the broker for eviction filing

Hand off documentation to legal counsel

Month-End Close

Reconcile the trust account against tenant ledgers

Generate owner statements and disbursements

Submit the accounts-receivable aging report

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Rent Collection Process Checklist

Pre-Collection Setup

Verify lease terms in the PMS rent roll

Confirm tenant contact info and portal logins

Test ACH and card payment rails

Rent Reminders

Send the 7-day rent reminder

Confirm autopay batches are queued

Post current ledger balances

Due-Date Collection

Process payments through the tenant portal

Reconcile bank deposits to the PMS ledger

Issue receipts for cash and money-order payments

Grace Period & Delinquency Triage

Run the delinquency report

Apply late fees within state-allowed caps

Send the late-payment notice

Delinquency Outreach

Contact delinquent tenants for a payment plan

Document the signed payment-plan agreement

Serve the pay-or-quit notice

Escalate unresolved accounts to eviction filing

Reporting & Records

Update owner statements with collected rent

Prepare the monthly rent roll and variance report

Archive payment confirmations and notices

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Rent Increase Notice Checklist

Legal Compliance Review

Look up the state's required notice period

Confirm rent control or stabilization status

Calculate the rent-control cap maximum

Verify the lease permits an increase at this date

Rent Calculation and Justification

Pull market comps from Zillow and Rentometer

Set the proposed new rent amount

Document the increase justification

Notice Drafting

Draft the rent increase notice on firm letterhead

Insert state-required statutory language

Route the draft to the regional manager for sign-off

Notice Delivery

Select the legally-compliant delivery method

Serve the notice on the tenant

File the proof of service in the tenant folder

Tenant Response

Log the tenant's response to the increase

Negotiate the compromise rent with the tenant

Process the tenant's notice to vacate

Renewal and File Update

Generate the renewal lease or rent addendum

Send the addendum for tenant e-signature

Update the rent roll and schedule the next review

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Rent Roll Audit Checklist

Audit Setup and Scope

Pull the rent roll export

Confirm the property scope and as-of date

Select the audit type

Tenant Information Verification

Match tenant names to signed leases

Verify lease start and end dates

Validate tenant contact records

Financial Accuracy Assessment

Reconcile rent amounts to the lease

Tie security deposits to lease terms

Cross-check outstanding balances to the ledger

Document the discrepancy variance

Lease Term Consistency

Compare lease terms to rent roll fields

Confirm renewal options and expirations

Audit lease amendments and addenda

Unit and Property Details

Match unit numbers and addresses

Verify unit type and square footage

Reconcile occupancy status against the field

Compliance and Legal Check

Verify rent control and stabilization compliance

Spot-check screening decisions for FCRA compliance

Audit late fees against state caps

Ancillary Income and Concessions

Verify ancillary income line items

Audit concession application and burn-off

Reconcile pet fees, deposits, and pet rent

Findings and Sign-Off

Compile the audit findings report

Sign off on the rent roll audit

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Roof Inspection Checklist

Pre-Inspection Setup

Pull the roof history from the property file

Confirm vendor COI is current

Notify tenants of rooftop access

Exterior Surface Inspection

Walk the field for shingle or membrane damage

Photograph flashing at penetrations and edges

Check for moss, algae, or organic growth

Structural Components

Inspect trusses and decking from the attic

Evaluate chimney and vent condition

Document any leak evidence

Drainage System

Clear gutters, drains, and scuppers

Check downspout discharge away from foundation

Test slope and check for ponding

Rooftop Safety and Equipment

Verify ladders, anchors, and guardrails

Inspect HVAC curbs and rooftop equipment

Dispatch emergency leak repair

Report and Sign-Off

Compile the inspection report

Sign off on the roof inspection

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Routine Property Inspection Checklist

Pre-Inspection Notice and Scheduling

Serve the written entry notice

Pull the move-in inspection and prior reports

Brief any vendors meeting you on site

Exterior, Roof, and Grounds

Inspect siding, paint, and exterior trim

Check roof shingles, flashing, and vents

Verify gutters drain away from the foundation

Walk landscape, walkways, and parking areas

Interior Condition

Evaluate floor, wall, and ceiling condition

Test window operation and door hardware

Photograph each room for the inspection file

Life Safety and Detectors

Test every smoke and CO detector

Replace backup batteries and log the test

Open emergency work order for failed detectors

Verify fire extinguisher pressure and tag date

Plumbing Systems

Check under sinks and toilets for leaks

Test water heater temp and TPR valve

Run sump pump and inspect floor drains

Electrical Systems

Test GFCI outlets in kitchens, baths, and exterior

Open the panel for heat or corrosion signs

Verify switch and outlet operation room by room

HVAC

Replace or clean the HVAC filter

Test thermostat in heat and cool modes

Inspect condensate line and outdoor condenser

Findings and Follow-Up

Categorize findings by habitability and severity

Open work orders in the PMS for repairs

Escalate the habitability issue to counsel

Send the inspection summary to owner and tenant

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