The Essential
Questions
To Ask Before
Appointing
Your Property
Manager.
Choosing a Property Manager can be a daunting task, especially if you have never rented
a property before. In order to find the right Property Manager, you need to ask
the right questions. Here are the top 10 questions you need to ask
in order to get the most out of your property.
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Agency: ............................................................
Agent Name:.....................................................
1. Are you the Property Manager who will be
looking after my property and if not, who is?
Sometimes, a manager or business development manager will facilitate the initial
discussions with you about managing your property. When you meet with them,
you want to make sure that you know exactly who will be looking after your property
and also arrange to meet with or learn more about that person prior to committing
to the agency.
TIP
What does a
Property Manager
do for you?
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read our article.
The other questions associated with this one is “How long have they been with the agency?”
You should be looking for a Property Manager that has demonstrated longevity in their role and proves
this is a career for them. Due to the stresses of property management, staff turnover is high and you want to try to
ensure that you will be talking to the same person in six months time.
Be sure to raise the following questions with your potential Property Manager:
How many years have you been working in real estate?
How many years have you been with your current agency?
How can you demonstrate your knowledge of the current rental market in my area?
2. How many properties do you personally,
and the company currently manage?
Naturally you will want to go with an agency that has a reputation for being great
Property Managers. That having been said, you need to ensure that they are
not too overloaded to look after your property carefully.
As a general rule, you don’t want your Property Manager to be currently looking after
more than 120 properties. If the agency had 450 properties on their rent roll,
they should ideally have three or four Property Managers to cover these.
TIP
Wondering why
you should use a
Property Manager?
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read our article.
3. How many tenants on your books are currently in arrears
and what action do you take if a tenant is behind in rent?
Ask the agent to outline the company policy for ensuring that you will be paid what your tenant owes you.
How often will your money be paid into your account?
How do they collect the rent from the tenant?
Do they enforce late fees?
Your Property Manager should also clearly outline their policy for what happens when a tenant falls into arrears.
The Essential Questions To Ask Before AppointingYour Property Manager
2
4. What happens if my property needs some urgent maintenance?
Many agencies will have a list of preferred contractors to deal with emergency situations at your property and will
organise quotes and co-ordinate required works to a pre-arranged financial limit. Make sure to discuss this with your
agent to ensure that you are comfortable with the process. Some agencies will also offer the service to pay all property bills
on your behalf if required.
Make sure you raise the following in conversation with your Property Manager:
Are you able to pay for property bills on my behalf if required?
When will you contact me if there is a maintenance request?
5. What methods would you use to market my property
and attract tenants?
This is an important question to ask. The last thing you want is the agent handing out your keys to prospective tenants
and allowing them to view your property on their own. Instead, your Property Manager should be present at the property
whenever a prospective client is inspecting the property. They should have a database of quality tenants looking for a
home and/or a clear marketing strategy in order to find one for you.
Ask your agent how many days they are available to show the property to interested tenants and how they intend to
advertise your property. Some examples of what you are looking for are:
Online listings on websites such as realestate.com.au and domain.com.au
A professional “For Lease” sign at the front of your property
Email blast to prospective rental database
Advertising within their agency & agency network
Here are some important questions you don’t want to forget to ask:
Do you hand out keys to prospective tenants or attend each property inspection?
Do you have staff available to show my property to prospective tenants six days a week?
6. How do you screen tenants?
It should go without saying that a Property Manager will do their best to personally analyse
potential tenants. This needs to include utilisation of a subscription to a major tenancy
database and careful screening of tenants. Assuming they are present when the interested
tenants inspect the property, this is a great starting point for them to assess their suitability.
When interviewing your prospective Property Manager on their screening process,
make sure they address the following question:
TIP
How to find the
right tenant.
Click here to
read our article.
Do you have a system for checking prospective tenants with regard to the following?
- Credit worthiness
- Past rental history
- Current employment
The Essential Questions To Ask Before AppointingYour Property Manager
3
7. How many inspections per year do you carry out and
at what cost?
How often your agent can carry out inspections depends on the legislation for your state, but you want to ensure that they
are complying with the maximum allowed. Ask what sort of report you will receive and whether there is an additional cost,
or if it is built into your management fee.
If you have any special requests of your tenants, either inside or outside of the house, you need to ensure to include these
in the tenancy agreement.
Start by asking these questions:
How often does current legislation dictate that you can inspect the property?
Will you provide me with property inspection reports?
What other forms of communication can I expect from you:
- Monthly statements?
- Email updates?
- General market information?
- Maintenance issues?
- Rent reviews?
- Lease renewals?
- When tenants are vacating?
8. What is the full cost of management?
Please detail all possible costs and fees,
and indicate whether these fees include GST?
Unlike the fees associated with selling a property, there are many ongoing fees
that are presented when appointing a Property Manager.
The 3 basic upfront fees you will occur are:
Management fee (a commission percentage of the weekly rental figure)
Letting fee (often 1 or 2 week’s rent)
Administration fee (a monthly fee for administration)
TIP
Something else
you will want to
consider is
Landlord Insurance.
Click here to
read our article.
Ask the agency what the management fee includes, as it will often include the advertising of your property to find a tenant,
your inspections, reports and organisation of maintenance quotes – and remember that these fees are always negotiable!
The Essential Questions To Ask Before AppointingYour Property Manager
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9. What is your estimate of the weekly rental
potential of the property?
When your Property Manager answers this question, you should follow it up with
“what are you basing this on?” Here, the agent will need to demonstrate a good
understanding of similar properties in your area and the current rent they are
achieving – both from their agency and others.
TIP
Looking for tips on
what rent to charge?
Click here to
read our article.
Be sure to ask:
What are you basing your estimated figure on?
What are tenants in similar buildings in the area paying currently?
10. How can you ensure the best returns from
my property and what else can you do that
another Property Manager can’t?
Property management is not just about collecting the rent. It is a comprehensive
management service, which should be provided by a trained Property Manager.
In asking this question, it allows the Property Manager to explain what differentiates
them from their competition and what their strengths are.
TIP
Helpful
hints from
REIA Consumer
fact sheet.
Click here to
read our article.
Contact us
Client Relations Team
Ph 1300 765 969
[email protected]
The Essential Questions To Ask Before AppointingYour Property Manager
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