Choosing the right property management company is crucial for landlords and property owners. A good property management company can help you maximise your investment, minimize your stress, and ensure that your property is well-maintained. However, with so many options available, how do you choose the right one? Here are the top 10 questions you should ask when selecting a property management company.

What Services Do You Offer?

Understanding the range of services a property management company provides is crucial when selecting the right partner for your rental property. While some companies focus solely on tenant placement, others offer full-service management, handling everything from maintenance to financial reporting. Knowing exactly what is included in their services will help you determine if they align with your needs. When discussing services, ask about the following:

Tenant screening and placement – Ensuring that only qualified and responsible tenants occupy your property.
Property maintenance and repairs – Handling routine maintenance and emergency repairs to keep the property in good condition.
Rent collection and financial reporting – Managing rent payments, late fees, and providing detailed financial statements.
Eviction services – Managing the legal process of removing problematic tenants if necessary.
Marketing and advertising – Promoting your property through various channels to attract potential tenants quickly.

A well-rounded property management company can save you time and stress by taking care of all aspects of managing your rental, ensuring a smooth and profitable experience.

How Do You Screen Tenants?

Tenant screening is one of the most critical aspects of property management. A reliable property management company should have a comprehensive screening process to ensure that only trustworthy and financially stable tenants occupy your property. This helps minimize issues such as late payments, property damage, or eviction risks. When evaluating a company’s tenant selection process, ask about the specific criteria they use to assess potential renters. These typically include:

Credit checks – Reviewing a tenant's credit score and financial history to determine their ability to pay rent on time.
Background checks – Conducting criminal and eviction history checks to ensure the tenant has a clean record.
Employment verification – Confirming stable employment and sufficient income to cover rent payments.
Rental history – Checking references from previous landlords to assess the tenant’s past behavior and reliability.

What Are Your Fees?

Understanding the fee structure of a property management company is essential for effective budgeting. Different companies have varying pricing models, so it’s important to clarify the costs upfront to avoid unexpected expenses. Some companies charge a flat rate, while others take a percentage of the monthly rent. Key fees to ask about include:

Management fees – Typically a percentage of the rent collected, covering day-to-day property oversight.
Leasing fees – A charge for finding and placing tenants, often equivalent to one month’s rent or a set percentage.
Maintenance fees – Costs associated with routine repairs and emergency fixes. Some companies charge a markup on contractor services.
Additional fees – These may include advertising costs, eviction handling fees, or charges for property inspections.

Being aware of all potential costs will help you compare property management companies and select one that provides transparent pricing and value for money.

How Do You Handle Maintenance and Repairs?

Maintenance and repairs are an inevitable part of property management, and how a company handles them can significantly impact tenant satisfaction and the longevity of your property. A well-managed maintenance process ensures issues are resolved quickly and efficiently, preventing small problems from turning into costly repairs. When evaluating a property management company, consider the following:

Response time for maintenance requests – How quickly do they address tenant repair requests? Fast response times help keep tenants happy and prevent damage from worsening.
Availability of in-house maintenance staff vs. third-party contractors – Some companies have a dedicated maintenance team, while others outsource repairs. Ask about their preferred approach and the quality of service providers they use.
Emergency repair procedures – How do they handle urgent issues like plumbing leaks or electrical failures? A company should have a 24/7 emergency repair system in place.
How they handle maintenance costs – Are repair costs included in management fees, or do they charge extra? Clarify how they approve repairs and if they set spending limits before consulting you.

A transparent and efficient maintenance process helps protect your investment and ensures tenants feel secure and well taken care of.

How Do You Communicate with Property Owners?

Effective communication is key to a successful relationship between landlords and property management companies. As a property owner, you should feel informed about your investment without needing to chase down updates. A good property management company will have clear communication protocols to keep you in the loop. When evaluating their communication style, consider:

Frequency of updates and reports – Do they provide monthly financial statements or only contact you when issues arise? Regular updates help you track your property's performance.
Preferred communication methods – Do they communicate via email, phone calls, or an online portal? Some companies offer dedicated dashboards for easy access to reports, maintenance updates, and tenant details.
How they handle urgent issues – In case of an emergency, will they contact you immediately or handle it themselves within an agreed-upon budget? Ensure they have a system for quick decision-making while keeping you informed.

Choosing a company with clear and consistent communication ensures transparency and peace of mind, making property ownership a stress-free experience.

What Is Your Experience in the Industry?

Experience matters when it comes to property management. A company with a strong track record is more likely to handle tenant issues, maintenance, and financial management efficiently and professionally. The more experience they have, the better equipped they are to navigate challenges and ensure the smooth operation of your rental property. When assessing their expertise, consider:

How long they have been in business – A well-established company has likely encountered and resolved a variety of property management challenges.
The number of properties they manage – A larger portfolio may indicate strong operational capacity, but ensure they have enough resources to give your property the attention it needs.
Experience with properties similar to yours – If you own a single-family home, multi-unit complex, or commercial space, it’s beneficial to work with a company that has prior experience in that type of property.

Choosing a property management company with proven industry experience can help protect your investment and ensure efficient, hassle-free operations.

Can You Provide References?

Client references offer valuable insight into a property management company’s reliability, professionalism, and service quality. Speaking with current or past clients can help you gauge whether the company meets expectations and handles responsibilities effectively. A reputable company should be willing to provide references without hesitation. When reaching out to references, consider asking about:

Overall satisfaction with the services – Are property owners happy with how their properties are managed? Have they encountered any major issues?
Responsiveness to issues – How quickly does the company address maintenance requests, tenant concerns, or owner enquiries?
Quality of tenant placement – Have they successfully placed responsible, long-term tenants who pay rent on time and take care of the property?

Taking the time to check references can give you confidence in your decision, ensuring that you choose a property management company with a strong reputation and proven success.

How Do You Handle Evictions?

Evictions are one of the more challenging aspects of property management, and having a clear understanding of how a company handles them is crucial. A well-structured eviction process ensures that legal procedures are followed correctly, minimising financial loss and stress for property owners. Key questions to ask include:

Their eviction process and timeline – How long does it take from issuing a notice to legally removing a tenant? Do they follow local regulations and best practices to avoid delays?
Legal support during evictions – Does the company provide legal assistance or work with attorneys to handle disputes, court proceedings, and necessary paperwork?
Costs associated with evictions – What are the fees involved in the eviction process? Are there additional legal or court-related expenses you need to be aware of?

A property management company with a clear and efficient eviction process can help protect your investment and reduce financial risks associated with problematic tenants.

What Technology Do You Use?

Technology plays a crucial role in streamlining property management and improving efficiency for both landlords and tenants. A modern property management company should utilize advanced software and digital tools to enhance operations and provide seamless communication. When evaluating their technological capabilities, ask about:

Tenant screening – Do they use automated background and credit check systems to ensure thorough tenant vetting?
Rent collection – Is rent collected through online portals, direct deposits, or other digital payment methods for convenience and reliability?
Maintenance requests – Do tenants have access to an online platform to submit and track maintenance issues, ensuring quicker response times?
Financial reporting – Can landlords view detailed financial statements, income reports, and expense tracking through a digital dashboard?

A property management company that leverages technology-driven solutions can offer greater transparency, faster response times, and improved overall management of your investment property.

What Is Your Termination Policy?

It's important to be clear about a property management company’s termination policy in case you decide to switch companies or end your contract in the future. A well-defined policy provides peace of mind and helps you understand the process and potential costs involved. When discussing their termination policy, consider asking about:

Notice period for termination – How much notice do you need to give before ending the agreement? Is there a minimum commitment period, or can you terminate at any time?
Any fees associated with termination – Are there early termination fees or other costs involved if you decide to move to a different property management company?
How they handle the transition to a new management company – If you switch companies, how do they manage the handover of responsibilities, tenant information, and financial records? Is there support to ensure a smooth transition?

Having a clear termination policy ensures that you can make changes if necessary, with minimal disruption and unexpected costs. It’s crucial to fully understand this aspect to avoid any surprises down the line.

Conclusion

Choosing the right property management company can make a significant difference in your investment experience. By asking these ten questions, you can ensure that you select a company that aligns with your needs and expectations. Take your time, do your research, and make an informed decision to protect your investment and maximise your returns.

Top 10 Questions to Ask When Choosing a Property Management Company