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1. Pre-Tenant Screening

Verify tenant application information

Conduct credit checks

Check rental history and references

Review background checks for criminal history

Ensure income verification meets requirements

2. Lease Agreement Preparation

Draft lease agreement with clear terms

Include policies on pets, smoking, and maintenance

Specify security deposit amount and conditions

Review local laws regarding lease agreements

Obtain necessary signatures from all parties

3. Property Maintenance

Conduct routine inspections of property

Schedule seasonal maintenance (e.g., HVAC servicing)

Address any tenant maintenance requests promptly

Keep records of maintenance and repairs

Ensure safety compliance (e.g., smoke detectors)

4. Tenant Move-In Process

Conduct a move-in inspection with the tenant

Provide keys and access codes

Review lease terms and property rules with tenant

Collect security deposit and first month’s rent

Provide tenant with emergency contact information

5. Tenant Communication and Relationship Management

Establish regular communication channels

Set expectations for response times to inquiries

Conduct periodic check-ins with tenants

Provide updates on property management policies

Address tenant concerns and feedback promptly

6. Rent Collection and Financial Management

Set up a rent collection process (online, checks, etc.)

Send reminders for upcoming rent due dates

Maintain records of all transactions and payments

Handle late payments and enforce lease terms

Prepare financial reports for property owners

7. Tenant Move-Out Process

Schedule a move-out inspection with the tenant

Assess property condition and document damages

Return security deposit as per local laws

Update marketing materials for re-renting the unit

Process final utility bills and close tenant account

8. Property Marketing and Leasing

Develop a marketing strategy for vacant properties

Advertise on appropriate platforms (online listings, social media)

Schedule and conduct property showings

Screen potential tenants thoroughly

Keep an updated waiting list for interested tenants

9. Compliance and Legal Considerations

Stay updated on local housing laws and regulations

Ensure all leases comply with fair housing laws

Maintain necessary licenses and permits

Document all tenant communications and agreements

Prepare for potential legal disputes with documentation

10. Continuous Improvement and Training

Evaluate property management processes regularly

Seek feedback from tenants and property owners

Stay informed on industry trends and best practices

Provide training for staff on customer service and compliance

Implement technology solutions for efficiency and organization

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