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new property onboarding checklist

Pre-Onboarding Tasks

Conduct initial property inspection

Compile property documentation (lease agreements, insurance policies, permits, etc.)

Verify property ownership and legal status

Set up communication channels with property owner

Assess property condition and identify any required repairs or maintenance

Determine property's market value and rental potential

Review property's compliance with local regulations and safety standards

Develop a comprehensive marketing strategy for property advertisement

Administrative Tasks

Prepare new property management agreement

Create property profile in management software/system

Set up a dedicated file for property documents and records

Establish accounting procedures for property-related transactions

Obtain necessary permits or licenses for property operations

Create property-specific communication templates (e.g., welcome letters, rent increase notices)

Financial Tasks

Establish a property-specific budget for expenses and income projections

Set up separate bank accounts for property-related finances

Determine rental rates based on market analysis and property features

Collect tenant security deposits and ensure proper handling and documentation

Set up rent collection methods (online payment systems, mailed checks, etc.)

Establish a process for tracking and managing property-related expenses

Tenant Onboarding Tasks

Develop a tenant screening process and criteria

Advertise property and conduct property showings

Screen potential tenants through background checks, credit checks, and references

Prepare and execute lease agreements with selected tenants

Conduct move-in inspections and document property condition

Provide tenants with necessary information and keys/access devices

Orient tenants to property rules, maintenance procedures, and emergency contacts

Maintenance and Repair Tasks

Create a maintenance schedule and plan for routine property inspections

Establish procedures for addressing tenant maintenance requests

Create relationships with reliable contractors for property repairs and emergencies

Develop a system for tracking maintenance expenses and repairs

Ensure compliance with safety regulations and address any necessary upgrades

Implement preventive maintenance measures for property longevity

Ongoing Management Tasks

Schedule regular property owner meetings and provide updates on property performance

Conduct regular rent reviews and recommend adjustments if required

Address tenant complaints or disputes promptly and fairly

Coordinate lease renewals or terminations with proper notice periods

Monitor rental market trends and adjust rental rates accordingly

Maintain accurate and up-to-date property records and documentation

Perform regular property inspections to ensure tenant compliance and property condition

Note: This checklist can be customized based on the specific requirements and processes of the property management organization.

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