1. Pre-Leasing Stage
Property Preparation
☑ Inspect the property for safety and legal compliance
☑ Make necessary repairs (plumbing, HVAC, electrical, roofing, etc.)
☑ Deep clean the entire unit
☑ Repaint or touch up walls as needed
☑ Replace or repair flooring and carpets
☑ Check smoke and CO detectors
☑ Ensure locks and security features work properly
☑ Improve landscaping and curb appeal
Marketing and Legal Tasks
☑ Take professional photos
☑ Write a clear and detailed listing
☑ Post the property on listing platforms
☑ Prepare rental application and screening criteria
☑ Verify local landlord-tenant laws and fair housing regulations
☑ Set rental price and security deposit
2. Tenant Screening and Onboarding
Screening
☑ Collect completed rental applications
☑ Run credit and background checks
☑ Verify employment and income
☑ Contact previous landlords and references
☑ Approve or deny applicants based on set criteria
Lease and Move-In
☑ Draft and sign the lease agreement
☑ Collect security deposit and first month’s rent
☑ Schedule move-in inspection
☑ Complete a move-in condition report with photos
☑ Provide the tenant with:
☑ Keys or access codes
☑ Copy of the lease
☑ Emergency contact information
☑ Utility setup instructions
☑ Maintenance request process
3. Ongoing Property Management
Financial
☑ Collect rent each month
☑ Track income and expenses
☑ Send receipts when applicable
☑ Handle late payments according to the lease
Maintenance
☑ Respond promptly to maintenance requests
☑ Schedule regular property inspections (quarterly or semi-annually)
☑ Service major systems (HVAC, plumbing, electrical)
☑ Maintain exterior and landscaping
☑ Provide pest control services if needed
Administration and Compliance
☑ Renew or terminate leases in advance
☑ Keep insurance and property tax records up to date
☑ Follow all local housing regulations
☑ Document tenant communications and incidents
4. Move-Out and Turnover
☑ Receive written notice of move-out
☑ Provide move-out instructions to the tenant
☑ Schedule move-out inspection
☑ Document the property condition with photos
☑ Determine security deposit deductions if any
☑ Return remaining deposit within legal time frame
☑ Schedule cleaning, repairs, and repainting
☑ Update the listing and prepare for new tenants
5. Additional Steps for Professional Management
☑ Use property management software
☑ Maintain a digital file for each unit and tenant
☑ Set automated reminders for inspections, lease renewals, and maintenance tasks
☑ Build a trusted vendor and contractor list
☑ Track key performance metrics (vacancy rate, rent collection rate, maintenance costs)