8 Property Management Onboarding Checklist Options
As a property manager and part of a growing property management company, you’ll want this free downloadable and printable property management onboarding checklist. It is designed to save you time, improve organization, and provide a seamless transition.
With this onboarding checklist, you can set your property management team up for success. Refine your property management operations, manage maintenance requests efficiently, and guarantee tenant satisfaction. This will help standardize procedures to deliver consistent property management services.
This resource is also an excellent solution for those utilizing property management software, helping you integrate digital tools into an effective onboarding process. If you’re onboarding new staff or tenants, then this checklist ensures no detail is overlooked, allowing you to focus on what matters most – running an efficient and professional operation. You can also find a real estate agent onboarding checklist here.
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General Sample Checklist
| Task | ✔ |
|---|---|
| Set up property management software | [ ] |
| Organize and input tenant information | [ ] |
| Prepare maintenance request protocols | [ ] |
| Train the property management team | [ ] |
| Establish clear communication channels for tenants | [ ] |
| Develop tenant onboarding materials (welcome packets, guidelines) | [ ] |
| Schedule property inspections | [ ] |
| Conduct walkthroughs for new tenants | [ ] |
| Outline emergency procedures for tenants and staff | [ ] |
| Review property management company policies | [ ] |
| Set up rent collection systems | [ ] |
| Test tenant communication tools (e.g., email, apps) | [ ] |
| Assign team roles and responsibilities | [ ] |
| Review legal compliance and lease agreements | [ ] |
| Ensure property amenities and facilities are in working order | [ ] |
| Create a tenant satisfaction and feedback plan | [ ] |
| Confirm vendor and contractor contacts | [ ] |
| Track and review any budget or financial plans | [ ] |
Property Management Onboarding Checklists can vary widely depending on the specific needs of the property management company, the type of property being managed, and the stakeholders involved.
Residential Property Onboarding Checklist
Focused on single-family homes, apartments, or condos, covering tenant screening, lease agreements, and maintenance schedules.
| Task | Description | Completed |
|---|---|---|
| Tenant Screening | Collect rental applications and verify all provided information. | [ ] |
| Conduct credit checks to evaluate financial reliability. | [ ] | |
| Perform background checks for renting history and evictions. | [ ] | |
| Contact previous landlords for reference and confirmation of behavior. | [ ] | |
| Verify employment status and income to ensure the ability to pay rent. | [ ] | |
| Notes | ||
| Lease Agreement Preparation | Customize lease agreements based on state and local regulations. | [ ] |
| Clearly outline lease terms, including duration, rent amount, and payment deadlines. | [ ] | |
| Include clauses for security deposits, maintenance responsibilities, and tenant obligations. | [ ] | |
| Discuss and add any custom terms specific to the tenant and landlord’s mutual agreement. | [ ] | |
| Review the final lease with the tenant for signature and confirmation of terms. | [ ] | |
| Notes | ||
| Move-In Inspection | Walk through the property and document its condition with photos or videos. | [ ] |
| Test all appliances, plumbing, and electrical systems for functionality. | [ ] | |
| Check the locks, doors, and windows to ensure security and proper operation. | [ ] | |
| List any pre-existing damages and share documentation with the tenant. | [ ] | |
| Obtain the tenant’s signature on the inspection form for future reference. | [ ] | |
| Notes | ||
| Maintenance Schedule Setup | Schedule seasonal HVAC maintenance to ensure efficient performance. | [ ] |
| Set up landscaping or lawn care services if applicable. | [ ] | |
| Plan routine checks for plumbing systems, including water heaters and leaks. | [ ] | |
| Arrange for pest control services or inspections based on the area and building type. | [ ] | |
| Coordinate emergency repair procedures and vendor contacts. | [ ] | |
| Notes | ||
| Utility Setup | Contact utility companies to establish new accounts for electricity, water, and gas. | [ ] |
| Confirm if utilities will be in the tenant’s name or included in tenancy agreements. | [ ] | |
| Set up service accounts for waste disposal and recycling. | [ ] | |
| Ensure internet and cable providers are contacted for setup if applicable. | [ ] | |
| Verify all meters are accurately recorded to avoid disputes during move-in. | [ ] | |
| Notes |
Commercial Property Onboarding Checklist
Tailored for office spaces, retail properties, or industrial buildings, including tasks like zoning compliance, tenant fit-outs, and commercial lease terms.
| Task | Description | Completed |
|---|---|---|
| Zoning Compliance | Verify the property’s zoning classification aligns with the intended business use. | [ ] |
| Research local zoning laws and restrictions that may affect property operations. | [ ] | |
| Obtain required permits and approvals for any modifications or renovations. | [ ] | |
| Ensure compliance with regulations for parking, signage, and building accessibility. | [ ] | |
| Schedule inspections to confirm the property meets zoning and building codes. | [ ] | |
| Notes | ||
| Tenant Fit-Outs | Assess tenant requirements for space layout and modifications. | [ ] |
| Coordinate design planning with architects or interior designers as needed. | [ ] | |
| Oversee construction or renovation projects to ensure timelines and quality standards are met. | [ ] | |
| Arrange final inspections to confirm compliance with safety and building codes. | [ ] | |
| Provide tenants with guidance on utility setup and operational logistics within the space. | [ ] | |
| Notes | ||
| Commercial Lease Terms | Draft leases that outline key terms, such as rent structure, lease duration, and renewal options. | [ ] |
| Include provisions for property use, alterations, and maintenance responsibilities. | [ ] | |
| Address clauses for insurance liability, security deposits, and lease guarantees. | [ ] | |
| Review lease agreements with legal counsel to ensure compliance with state and local regulations. | [ ] | |
| Conduct lease negotiations with tenants to finalize terms and agreements. | [ ] | |
| Notes |
New Property Onboarding Checklist
Designed for onboarding newly acquired properties, addressing inspections, legal compliance, and setting up property management systems.
| Task | Description | Completed |
|---|---|---|
| Inspections | Conduct a thorough walkthrough to assess the condition of the property. | [ ] |
| Inspect structural elements such as foundation, roof, and walls for any damages. | [ ] | |
| Check utility systems like plumbing, electrical, and HVAC for functionality. | [ ] | |
| Identify and document necessary repairs or maintenance needs. | [ ] | |
| Schedule professional inspections where needed for safety or legal requirements. | [ ] | |
| Notes | ||
| Legal Compliance | Verify the property complies with all local and state statutes. | [ ] |
| Ensure all property taxes are up to date. | [ ] | |
| Confirm any required permits or licenses are obtained for operation or renovations. | [ ] | |
| Review zoning regulations and restrictions applicable to the property. | [ ] | |
| Address any environmental compliance issues, such as waste disposal or hazardous materials. | [ ] | |
| Notes | ||
| Setting Up Property Management Systems | Choose and implement a property management software system. | [ ] |
| Create a record-keeping structure for tenant documentation and financial tracking. | [ ] | |
| Establish procedures for maintenance requests and vendor scheduling. | [ ] | |
| Set up automatic rent collection systems and processes. | [ ] | |
| Train staff or property managers on the tools and systems being implemented. | [ ] | |
| Notes |
Tenant Onboarding Checklist
Focused on welcoming new tenants, ensuring lease agreements are signed, security deposits are collected, and move-in inspections are completed.
| Task | Description | Completed |
|---|---|---|
| Welcoming New Tenants | Prepare a welcome packet with property rules, contact information, and local amenities. | [ ] |
| Conduct a welcome meeting or call to introduce tenants to the property manager. | [ ] | |
| Provide keys, access codes, or fobs as required for property entry. | [ ] | |
| Explain procedures for maintenance requests and emergency contacts. | [ ] | |
| Offer a guided tour of the property or common areas if applicable. | [ ] | |
| Notes | ||
| Ensuring Lease Agreements Are Signed | Review the lease terms with tenants to clarify responsibilities and key conditions. | [ ] |
| Provide all required paperwork including addendums for signature. | [ ] | |
| Confirm all parties have signed the lease and retain a copy for records. | [ ] | |
| Explain policies like late fees, rent payment methods, and notice periods. | [ ] | |
| Check that tenants have all necessary documentation, such as IDs and proof of income. | [ ] | |
| Notes | ||
| Collecting Security Deposits | Clarify the purpose and terms of the security deposit per the lease agreement. | [ ] |
| Provide tenants with an official receipt acknowledging the deposit. | [ ] | |
| Ensure the deposit is stored in a designated and legally compliant account. | [ ] | |
| Explain the process for deposit deductions or return at the end of the lease. | [ ] | |
| Document the deposit in the tenant’s financial records for future reference. | [ ] | |
| Notes | ||
| Completing Move-In Inspections | Schedule and perform a detailed walkthrough inspection with the tenant. | [ ] |
| Document the property’s condition with photos and an inspection checklist. | [ ] | |
| Address any immediate concerns or maintenance requests noted by the tenant. | [ ] | |
| Have the tenant sign the inspection form as acknowledgment of the current property state. | [ ] | |
| Provide a copy of the inspection report to the tenant for their records. | [ ] | |
| Notes |
Maintenance Onboarding Checklist
Dedicated to setting up maintenance plans, schedules, and vendor relationships for ongoing property upkeep.
| Task | Description | Completed |
|---|---|---|
| Setting Up Maintenance Plans | Assess the current condition of the property to identify maintenance needs. | [ ] |
| Create a comprehensive list of preventive maintenance tasks required for the property. | [ ] | |
| Determine the frequency of maintenance tasks (e.g., monthly, quarterly, annually). | [ ] | |
| Develop a budget for recurring and emergency maintenance expenses. | [ ] | |
| Obtain approval for the maintenance plan from property owners or stakeholders. | [ ] | |
| Notes | ||
| Creating Schedules | Set up a calendar with specific timelines for each preventive maintenance task. | [ ] |
| Coordinate with tenants to schedule maintenance with minimal disruption. | [ ] | |
| Establish protocols for emergency maintenance and response times. | [ ] | |
| Document seasonal tasks, such as HVAC servicing or landscaping needs. | [ ] | |
| Allocate resources, such as staff or equipment, for scheduled maintenance. | [ ] | |
| Notes | ||
| Establishing Vendor Relationships | Research and compile a list of reliable vendors for various maintenance tasks (e.g., plumbing, electrical repairs). | [ ] |
| Negotiate contracts or service agreements with preferred vendors. | [ ] | |
| Verify vendor credentials, insurance, and certifications as applicable. | [ ] | |
| Build a contact database with vendor details and emergency availability. | [ ] | |
| Set up long-term partnerships or recurring service agreements where beneficial. | [ ] | |
| Notes |
Staff Onboarding Checklist
For training new property management team members, covering software training, company policies, and communication protocols.
| Task | Description | Completed |
|---|---|---|
| Software Training | Provide access credentials to necessary property management software. | [ ] |
| Conduct a walkthrough of key software features and functionalities. | [ ] | |
| Train on generating reports, like financial summaries or maintenance requests. | [ ] | |
| Demonstrate how to input and update tenant or property information into the system. | [ ] | |
| Assign practice tasks to ensure team members are comfortable with the software. | [ ] | |
| Notes | ||
| Company Policies | Distribute the employee handbook detailing property management procedures and guidelines. | [ ] |
| Review workplace policies, including attendance and professionalism expectations. | [ ] | |
| Explain rules around tenant interactions, including privacy and complaint handling. | [ ] | |
| Discuss property-specific policies, such as maintenance procedures or lease enforcement. | [ ] | |
| Ensure acknowledgment forms are signed to confirm understanding of the policies. | [ ] | |
| Notes | ||
| Communication Protocols | Explain the chain of command for reporting issues or concerns. | [ ] |
| Train on email and phone communication best practices with tenants, vendors, and stakeholders. | [ ] | |
| Outline expectations for documenting conversations and property updates for record-keeping. | [ ] | |
| Introduce team collaboration tools and set guidelines on their proper use. | [ ] | |
| Role-play common scenarios to practice effective and professional communication. | [ ] | |
| Notes |
Short-Term Rental Onboarding Checklist
Specific to vacation rentals or Airbnb properties, including tasks like setting up cleaning schedules, guest communication, and listing optimization.
| Task | Description | Completed |
|---|---|---|
| Setting Up Cleaning Schedules | Hire or contract professional cleaning services experienced with short-term rentals. | [ ] |
| Create a cleaning checklist covering all areas, such as bedrooms, bathrooms, and common spaces. | [ ] | |
| Ensure cleaners have access to the property, including spare keys or codes. | [ ] | |
| Set up a pre and post-stay cleaning schedule based on booking dates. | [ ] | |
| Provide a supply restocking checklist for essential items like toiletries and kitchen basics. | [ ] | |
| Notes | ||
| Guest Communication | Draft automated responses for common inquiries about the property and check-in process. | [ ] |
| Set up a clear and welcoming check-in guide with property rules and local tips for guests. | [ ] | |
| Ensure a 24/7 contact is available to handle guest emergencies or last-minute questions. | [ ] | |
| Test and verify guest communication tools, such as SMS, email, or booking platform messaging. | [ ] | |
| Create a post-stay follow-up message template to prompt reviews or feedback. | [ ] | |
| Notes | ||
| Listing Optimization | Review and update property photos to ensure high-quality and attractive visuals. | [ ] |
| Write a compelling and accurate property description highlighting unique amenities or features. | [ ] | |
| Conduct research to set competitive nightly rates based on location and seasonal demand. | [ ] | |
| Add property safety and compliance details to reassure potential guests (e.g., smoke detectors). | [ ] | |
| Regularly monitor booking platform analytics to refine listing content and visibility. | [ ] | |
| Notes |
Portfolio Onboarding Checklist
For property management companies taking over multiple properties at once, focusing on streamlining processes and ensuring consistency across the portfolio.
| Task | Description | Completed |
|---|---|---|
| Streamlining Processes | Conduct a detailed review of existing property management systems for all properties. | [ ] |
| Consolidate accounting and financial reporting across properties into a unified system. | [ ] | |
| Standardize maintenance request procedures to ensure consistent handling for all properties. | [ ] | |
| Implement a single property management software platform for centralized operations. | [ ] | |
| Train staff members on updated, streamlined processes to ensure operational alignment. | [ ] | |
| Notes | ||
| Ensuring Consistency | Audit lease agreements across the portfolio for standardized terms and conditions. | [ ] |
| Develop a unified set of tenant communication templates (e.g., welcome packets, notices). | [ ] | |
| Create a portfolio-wide maintenance schedule for recurring tasks like inspections or servicing. | [ ] | |
| Establish uniform branding and signage policies across properties. | [ ] | |
| Set key performance indicators (KPIs) to consistently evaluate property performance. | [ ] | |
| Notes |
Free Resources for your Property Management Company
Managing a property is no small task, and having the right tools in place can make all the difference. A property management onboarding checklist is an essential free resource that ensures every property management company is prepared for a smooth onboarding process when dealing with new properties, tenants, or staff. This tool not only helps streamline operations but also safeguards your company by organizing necessary documentation, minimizing mistakes, and creating a foundation for successful partnerships.
One of the most significant benefits of a comprehensive onboarding process is that it keeps your team on the same page during this critical phase. From conducting tenant screening to managing security deposits, the checklist simplifies the entire process, ensuring no task falls through the cracks. It provides a clear structure for addressing maintenance tasks, setting up maintenance schedules, and evaluating a property’s condition. Use a checklist so your business can achieve timely completion of onboarding milestones and maintain compliance with local regulations and legal requirements.
A well-organized onboarding system also reduces errors, boosts efficiency, and encourages trust in your client relations. From aligning with lease terms to planning regular inspections, an onboarding checklist allows your property management team to save time and focus on what really matters—providing excellent service. Maybe you’re welcoming a new client, onboarding a new property, or training your staff, and this resource can foster a smooth transition and long-term success.
Why an Onboarding Checklist is Key to Protecting Your Business
- Ensures important tasks like inventory management and property maintenance are completed with a systematic approach.
- Tracks progress at every onboarding stage, making it easy to adjust plans for necessary repairs or changes in maintenance plans.
- Improves communication by including contact details, fostering a clear understanding with tenants and contractors.
- Helps identify areas for improvement in processes like setting up financial reports and meeting tax obligations.
- Reduces tenant turnover by focusing on tenant needs and ensuring a positive onboarding experience.
- Provides valuable insights into the key components of property management, such as maintaining structured processes for regular maintenance and rental property inspections.
Examples of How to Use an Onboarding Checklist
During Tenant Screening
Use the checklist to ensure accurate evaluations of prospective tenants by reviewing references, checking background details, and confirming security deposits before move-in. This reduces issues later.
For Property Maintenance
Track maintenance tasks and create maintenance schedules for each property. For instance, assign specific dates for inspecting HVAC systems, landscaping, and plumbing.
When Onboarding a New Property
Ensure all legal paperwork, such as confirming compliance with property taxes and lease terms, is in place. Use the checklist to perform thorough inspections to document the property’s condition.
Enhancing Tenant Relations
Include steps for preparing welcome kits or guides with necessary documentation. This sets the tone for a supportive and reliable landlord-tenant partnership.
Streamlining Financial Processes
Use the checklist to confirm that all financial systems are ready for rent collection, financial reports, and any tax obligations.
With the right onboarding checklist in hand, your property management company can focus on running a streamlined process while safeguarding your operation. It’s a free resource that provides valuable insights, reduces errors, and helps your team handle complex tasks with confidence and efficiency.
Download your free template today and take the first step toward a structured and successful onboarding journey.
Check Back for Updates
Stay ahead and make the most of our evolving property management onboarding checklist by checking back for updates that enhance your onboarding process. Every property management company needs to adapt to industry changes, and we’re here to support that growth with fresh tools, insights, and strategies.
Improve communication channels with your tenant or team support. We focus our updates to make sure that every property manager is equipped for a smooth onboarding process.
We also include relevant information for streamlining the process, so your onboarding experience continues to meet and exceed expectations. Check back often to keep your checklist optimized for success.