Free Checklist Templates for Property Management

Property Management

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Seasonal Maintenance Checklist

Pre-Visit Preparation

Pull the property file and prior PM log

Confirm vendor COIs are current

Send 24-hour entry notice to occupied units

Note the season being serviced

Exterior & Roof

Clear gutters and downspouts

Inspect roof for damage and flashing failures

Schedule roofer for flagged repairs

Walk the exterior walls and foundation

Inspect exterior paint and caulking

HVAC Service

Replace HVAC filters at every unit

Run a full HVAC service call

Test thermostat function at each unit

Inspect dryer vents and exhaust runs

Plumbing & Water Systems

Flush the water heater and check the anode

Check faucets, supply lines, and angle stops for leaks

Insulate exposed pipes for winter

Test the main shutoff valve

Landscaping & Irrigation

Trim trees and shrubs away from the structure

Mow, edge, and refresh mulch beds

Inspect the irrigation system

Schedule irrigation winterization or start-up

Life-Safety & Detector Compliance

Test smoke and CO detectors at every unit

Replace failed detectors and log unit codes

Service common-area fire extinguishers

Refresh emergency contact and after-hours info

Documentation & Owner Reporting

Compile the seasonal maintenance report

Send the capex recommendation to the owner

File records in the property folder

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Security Audit Checklist

Physical Security at Office and Properties

Audit office and leasing center entry locks

Test surveillance cameras at common areas

Reconcile master key and fob inventory

Verify rekey log against recent turnovers

Tenant Data Security

Confirm PMS encrypts tenant PII at rest

Audit FCRA screening report retention

Review access logs for the rent roll

Test backup restore from the PMS

Remediate the failed backup restore

Network and System Security

Verify MFA on all PMS user accounts

Patch operating systems and PMS clients

Review vendor and contractor portal access

Run a vulnerability scan on the office network

Staff Training and Compliance

Deliver Fair Housing and FCRA refresher training

Run a phishing simulation against staff

Confirm password manager and MFA enrollment

Review source-of-income screening procedures

Incident Response Readiness

Update the tenant data breach notification plan

Refresh emergency contact list for IT and legal

Run a tabletop drill on a screening-data breach

Revise the response plan after the tabletop

Sign off on the audit findings

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Security Deposit Checklist

Move-In Baseline & Deposit Intake

Conduct the move-in walk-through with the tenant

Photograph each room and fixture

Obtain tenant signature on the inspection form

Collect the deposit per state-allowed maximum

Deposit funds in the trust or escrow account

Disclosures & Tenant File

Issue the deposit receipt and bank disclosure

Deliver the required state disclosures

File the executed inspection in the tenant folder

Move-Out Inspection

Schedule the move-out walk-through

Conduct the move-out inspection with photos

Compare condition against the move-in baseline

Deductions & Accounting

Separate wear and tear from chargeable damage

Collect vendor invoices for each deduction

Calculate the final deposit balance

Draft the itemized deduction statement

Statement Delivery & Refund

Send the itemized statement to the tenant

Issue the refund via check or ACH

Send a demand letter for the balance owed

File the final accounting in the tenant file

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Service Contract Renewal Checklist

Contract Review

Pull the current service agreement and SOW

Flag scope or coverage gaps for renegotiation

Score vendor performance against the SLA

Financial Evaluation

Benchmark current pricing against market rates

Confirm budget alignment with the operating account

Audit the vendor payment ledger for chargebacks

Service Provider Assessment

Collect feedback from on-site staff and residents

Verify current COI, W-9, and bond status

Review the vendor's proposed scope changes

Pull bids from at least two backup vendors

Renewal Process

Draft the renewal proposal with red-lines

Negotiate pricing and SLA terms

Route the renewal for owner approval

Issue an RFP to backup vendors

Documentation and Compliance

Route the contract for e-signature

Confirm the COI names the property as additional insured

File the executed contract and update the vendor record

Planning and Communication

Build the cutover timeline to prevent service gaps

Brief the vendor on access, hours, and on-call protocol

Notify on-site staff and residents of service changes

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Sustainable Procurement Checklist

Policy and Goal Setting

Draft the sustainable procurement policy

Set measurable annual targets

Train property managers and maintenance leads

Vendor Qualification

Add sustainability criteria to vendor onboarding

Collect COI, W-9, and certifications

Score the vendor against the sustainability rubric

Send the vendor a corrective action plan

Add the approved vendor to AppFolio

Product and Material Standards

Specify low-VOC paint for make-ready repaints

Require ENERGY STAR appliances on replacement

Choose WaterSense fixtures for plumbing turnover

Adopt Safer Choice cleaning products

Capex and Lifecycle Costing

Run total cost of ownership on HVAC replacements

Plan the LED retrofit for common areas

Route appliance haul-aways through certified recyclers

Monitoring and Reporting

Track utility consumption per property

Review the quarterly vendor scorecard

Issue an improvement notice to the vendor

Publish the annual report to owners

Collect resident and owner feedback

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Tenant Applicant Screening

Application Intake

Capture the applicant's contact email

Record the requested move-in date

Record the property and unit address

Confirm FCRA screening disclosure is signed

Confirm uniform screening criteria apply

Income & Employment Verification

Send employment verification to the employer

Collect two recent pay stubs or an offer letter

Verify income meets the 3x rent threshold

Rental History Verification

Contact the prior landlord directly

Send the landlord verification form

Search court records for prior evictions

Credit & Background Screening

Run the credit report through the screening provider

Record the applicant FICO score

Run the criminal background search

Run the sex-offender registry check

Validate SSN and address history

Decide whether a co-signer is required

Co-signer Review

Capture the co-signer's name

Capture the co-signer's email

Run credit and income screening on the co-signer

Decision

Record the accept-or-reject decision

If Accepted

Send the approval email with lease terms

Collect the holding deposit

Trigger the New Tenant Onboarding workflow

If Rejected

Send the FCRA adverse action notice

Document the denial reason in the applicant file

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Tenant Communication Checklist

Prospect Inquiry & Showing

Reply to the inquiry within one business day

Send the unit info packet and screening criteria

Schedule the showing in the leasing tool

Application & Screening Communication

Confirm receipt of the application

Record the screening decision

Send the FCRA adverse action notice

Lease Execution

Walk the approved applicant through lease terms

Send the lease and disclosures for e-sign

Confirm move-in funds cleared

Move-In Communication

Run the move-in inspection with the tenant

Deliver the welcome packet and portal invite

Hand over keys and access codes

Maintenance Request Loop

Acknowledge the work order within four hours

Triage the issue severity

Dispatch the after-hours emergency vendor

Send a status update to the tenant

Recurring Tenancy Communication

Send the rent reminder before the due date

Post the property notice or building update

Issue the lease renewal offer 60-90 days out

Emergency Preparedness

Publish the after-hours emergency line

Distribute the emergency response procedures

Test the smoke and CO detectors at the unit

Move-Out Communication

Acknowledge the notice to vacate in writing

Schedule the move-out walk-through

Send the itemized deposit statement

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Tenant Eviction Checklist

Prepare the Eviction Case

Confirm the lease and ledger are current

Verify the state cure period

Gather evidence of the violation

Consult counsel on borderline cases

Notice to Cure or Quit

Draft the notice using state-required language

Serve the notice by a recognized method

Log the service date, time, and method

Wait out the cure period

Court Filing

Assemble the filing packet

File the unlawful detainer with the court

Arrange service of the summons

Hearing and Judgment

Attend the eviction hearing

Confirm tenant compliance with the judgment

Writ of Possession

Request the writ of possession

Schedule the sheriff lockout

Document the unit condition at recovery

Handle abandoned property per state statute

Past-Due Rent Recovery

Reconcile the final ledger and damages

File a small claims action for the balance

Report the judgment to a collections agency

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Tenant Eviction Checklist

Case Preparation and Review

Confirm the lease and tenancy status

Identify the grounds for eviction

Verify the state notice and cure periods

Gather supporting evidence and ledger

Notice to Cure or Quit

Draft the statutory eviction notice

Serve the notice using a legal method

Wait out the statutory cure period

Court Filing

Prepare the unlawful detainer complaint

File the complaint with housing court

Pay the filing fee and request summons

Serve the summons and complaint on the tenant

Hearing and Judgment

Prepare the trial exhibit binder

Attend the eviction hearing

Confirm voluntary move-out compliance

Writ of Possession and Lockout

Request the writ of possession

Schedule the sheriff lockout

Rekey the unit and inventory abandoned property

Post-Judgment Collections and Closeout

Apply the security deposit and send the itemized statement

Place the deficiency balance with collections

Archive the case file and update the rent roll

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Tenant Move-In Checklist

Pre-Lease Documentation

Verify the screening file is complete

Confirm the building's construction year

Deliver the lead-based paint disclosure

Attach state-specific disclosures

Classify the household's animal status

Execute the pet addendum and collect pet deposit

File the service animal or ESA accommodation

Lease Execution and Payment

Send the lease for e-signature

Collect first month's rent and prorated balance

Log the security deposit per state rules

Collect the renter's insurance certificate

Make-Ready Verification

Walk the make-ready punch list

Test smoke and CO detectors

Rekey the unit and log the new code

Move-In Inspection

Walk the unit with the tenant

Photograph each room with date stamps

Capture the tenant's signature on the inspection form

Move-In Day Handoff

Confirm utilities are in the tenant's name

Issue keys, fobs, and access codes

Deliver the welcome packet and emergency contacts

Post-Move-In Follow-Up

File all documents in the tenant folder

Update the rent roll in the PMS

Schedule the 30-day post-move-in check-in

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Tenant Move-Out Checklist

Notice Intake & Calendar Setup

Log the tenant's notice to vacate

Verify notice meets the lease requirement

Send the short-notice charge letter

Calendar the deposit refund deadline

Send the move-out instructions letter

Update the rent roll in AppFolio or Buildium

Marketing & Re-Listing

Pull comps and set the asking rent

Schedule pre-listing photos

Publish the listing to syndication channels

Coordinate showings with the current tenant

Move-Out Inspection

Schedule the move-out walk-through

Request the tenant's forwarding address

Conduct the move-out inspection

Collect keys, fobs, and garage remotes

Confirm utility transfer back to owner

Make-Ready & Vendor Coordination

Build the make-ready punch list

Verify each vendor's COI is current

Dispatch repairs through the work-order system

Test smoke and CO detectors

Rekey or change locks on the unit

Deposit Accounting & File Retention

Itemize tenant charges against the deposit

Cut the deposit refund check

Pursue the balance owed

File all move-out docs in the property system

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Tenant Move-Out Checklist

Move-Out Notice & Scheduling

Confirm the tenant's vacate date in writing

Calculate prorated rent through vacate date

Send the move-out instructions packet

Schedule the final walk-through with the tenant

Final Walk-Through & Inspection

Pull the signed move-in inspection report

Inspect each room against the move-in baseline

Confirm all tenant possessions removed

Collect keys, fobs, and garage remotes

Make-Ready & Vendor Coordination

Build the make-ready punch list

Verify each vendor's COI is current

Dispatch cleaning and repair vendors

Test smoke and CO detector function

Rekey or replace exterior locks

Utilities & Account Closeout

Transfer utilities to the owner's vacancy account

Confirm tenant's mail forwarding is filed

Security Deposit Accounting

Itemize deductions with vendor invoices

Draft the itemized deposit statement

Send statement and refund within state deadline

Disputed Damage Escalation

Document excessive damage with dated photos

Notify the owner of damages exceeding deposit

File Closeout & Handoff

Archive the tenant file per retention policy

Update rent roll and vacancy metrics

Hand off the unit to leasing

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Tenant Offboarding Checklist

Notice to Vacate

Log the tenant's notice to vacate

Verify notice satisfies the state-required period

Issue holdover or short-notice response

Send move-out instructions to the tenant

Move-Out Inspection

Schedule the joint move-out walk-through

Pull the signed move-in inspection for comparison

Document unit condition with dated photos

Test smoke and CO detector function

Collect repair bids for damage beyond wear

Keys, Access, and Utilities

Recover keys, fobs, and parking passes

Rekey or change the unit locks

Confirm tenant has stopped utility accounts

Switch utilities to the owner's vacant account

Security Deposit Accounting

Confirm the state's deposit-return deadline

Build the final ledger and prorated rent

Draft the itemized deposit statement

Send the statement and refund within the state window

Make-Ready Handoff

Open the make-ready punch list

Dispatch vendors with current COIs

Hand the unit to the leasing team

Tenant File Closure

Capture the tenant's forwarding address

Archive lease, disclosures, and screening reports

Mark the rent roll and update vacancy metrics

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Tenant Onboarding Checklist

Lease Execution and Disclosures

Confirm the building's pre-1978 status

Attach the lead-based paint disclosure

Add state-specific disclosures to the packet

Send the lease packet for e-sign

Funds and Insurance

Collect first month's rent and security deposit

Confirm whether the tenant has an assistance animal

Verify renters insurance binder

Unit Readiness and Move-In Inspection

Test smoke and CO detectors

Rekey or change the locks

Walk the unit with the tenant on move-in day

Hand over keys, fobs, and remotes

Account Setup and Utilities

Activate the tenant portal account

Confirm utility transfer to the tenant

Walk through rent due dates and late fees

Welcome and Maintenance Orientation

Deliver the welcome packet

Walk through the maintenance request process

Review tenant upkeep responsibilities

File Setup and 30-Day Follow-Up

File documents in the tenant folder

Update the rent roll and vacancy metrics

Run the 30-day post-move-in check-in

Open the work order from the check-in

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Tenant Screening Checklist

Initial Contact and Pre-Screening

Capture the prospect's contact information

Run uniform pre-screening questions

Schedule the property showing

Application Intake

Send the rental application packet

Verify the application is complete

Collect the application fee

Credit and Background Screening

Pull the credit report

Run the criminal background check

Check the eviction record

Income Verification

Collect pay stubs or proof of income

Verify employment directly with the employer

Calculate rent-to-income ratio

Rental History Review

Contact prior landlords for two years

Confirm payment history and lease fulfillment

Document reason for leaving the prior unit

Decision and Notification

Score the application against published criteria

Render the leasing decision

Send the FCRA adverse action notice

Issue the lease offer or hold

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Tenant Screening Checklist

Initial Contact & Pre-Screening

Capture the prospect's contact details

Ask the standard pre-screening questions

Send the written screening criteria

Schedule the property showing

Application Intake

Send the standardized rental application

Collect the application fee

Verify government ID and SSN

Send the screening timeline notice

Credit & Background Checks

Obtain FCRA-compliant screening consent

Pull the credit report and FICO score

Run criminal history per HUD 2016 guidance

Run a multi-state eviction search

Income & Employment Verification

Contact the employer directly

Collect two months of pay stubs and bank statements

Calculate the income-to-rent ratio

Request guarantor or co-signer documentation

Rental History Verification

Contact two prior landlords

Verify payment history and lease compliance

Confirm proper notice and move-out condition

Personal & Professional References

Contact personal and professional references

Document reference feedback in the applicant file

Final Review & Decision

Apply the written screening criteria to the file

Record the approve, conditional, or deny decision

Send the FCRA adverse action notice

Notify the applicant and route to lease prep

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Tenant Screening Checklist

Applicant Intake

Confirm the application is complete and signed

Verify the applicant's government-issued photo ID

Collect the screening fee and FCRA disclosure

Rental History Verification

Contact the two most recent landlords

Verify on-time rent payment history

Check public records for prior eviction filings

Income & Employment Verification

Collect recent pay stubs and W-2

Verify employment with the employer's HR line

Apply the 3x rent income standard

Credit Screening

Run the credit pull through SmartMove

Review credit for bankruptcies and collections

Compile the credit summary for the file

Background Screening

Run criminal background per HUD nexus guidance

Search the state sex offender registry

Compile the screening report packet

Decision & Notice

Apply the written screening criteria uniformly

Record the screening decision

Send the FCRA adverse action notice

Send the conditional approval offer letter

Issue the approval and lease offer

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Utility Management Checklist

Account Setup at Turnover

Confirm ownership or management authority

Identify the providers for each service

Capture meter and account identifiers

Place vacancy accounts in landlord name

Enroll bills in the AP system

Monthly Billing & Allocation

Pull the month's utility invoices

Review bills for usage anomalies

Dispute the flagged invoice with the provider

Schedule payment before the due date

Allocate RUBS or submeter charges to tenants

Usage Audit & Efficiency

Run a quarterly usage benchmark

Identify capex retrofit candidates

Get owner approval for the retrofit scope

Send tenants the conservation guide

Equipment Maintenance

Schedule semi-annual HVAC service

Flush water heaters annually

Triage utility outage tickets

Log the repair and update the asset record

Compliance & Reporting

Confirm RUBS disclosure in active leases

File the city benchmarking report

Sign off on the compliance package

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Vendor Onboarding Checklist

Vendor Intake and Tax Setup

Classify the vendor's trade and risk tier

Collect legal name, DBA, and contact info

Collect the signed W-9 form

Confirm tax classification for 1099 reporting

Insurance and Licensing Verification

Request the current certificate of insurance

Verify the property is listed as additional insured

Set the COI renewal reminder

Verify the trade license in the operating state

Background Screening and Safety

Run background checks on field technicians

Collect OSHA and safety training records

Confirm key-handling and entry-notice protocol

Contract and SLA Execution

Negotiate the SLA scope and rate sheet

Review indemnification and additional-insured clauses

Execute the master service agreement

Payment and System Setup

Create the vendor record in AppFolio or Buildium

Configure ACH payment details

Walk through the invoice submission workflow

Flag the vendor for year-end 1099 reporting

Communication and Performance Review

Establish primary contact and after-hours dispatch

Document the dispute resolution process

Schedule the 90-day performance review

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Vendor Performance Evaluation Checklist

Vendor and Scope Intake

Identify the vendor and review period

Pull the work order history

Confirm the contract or scope agreement

Compliance and Insurance Verification

Verify the COI is current

Request a refreshed COI from the vendor

Confirm trade license and W-9 on file

Review safety incidents during the period

Quality of Work

Spot-check three completed jobs

Tally callback and rework rate

Pull tenant feedback on completed jobs

Timeliness and Responsiveness

Measure average response time on emergencies

Check completion against contracted SLAs

Review schedule adherence on recurring services

Cost and Invoice Review

Reconcile invoices against work orders

Investigate any cost overruns

Confirm capex versus repair classification

Benchmark pricing against comparable vendors

Professionalism and Communication

Review communication logs with the vendor

Assess on-site conduct and uniform standards

Renewal Decision

Score the vendor and decide on renewal

Hold a corrective-action call with the vendor

Open the replacement-vendor sourcing run

Update the vendor record and rate sheet

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Water Conservation Measures Checklist

Baseline Audit and Inventory

Pull 12 months of utility water bills

Inventory plumbing fixtures by unit type

Identify the irrigation system type

Plumbing Fixture Retrofit

Replace toilets with WaterSense 1.28 GPF models

Install 1.5 GPM showerheads in all units

Install 1.0 GPM aerators on bath faucets

Verify post-retrofit pressure on each fixture

Irrigation and Landscaping

Convert spray heads to drip irrigation

Install a smart controller with rain sensor

Replace turf with drought-tolerant plantings

Apply mulch to all planting beds

Leak Detection and Repair

Run dye tablet test on every toilet

Read the master meter overnight

Document leaks found

Dispatch plumber to repair flagged leaks

Water Heater and Appliance Upgrades

Insulate hot water lines in mechanical rooms

Service common-area water heaters and boilers

Replace common-area laundry with ENERGY STAR machines

Tenant Engagement and Reporting

Distribute the water conservation tenant flyer

Set up the resident leak-report channel

Report savings to ownership

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