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5 Questions to ask any property management company before you sign

Dustin Edwards • March 27, 2020

Ask the Questions to Help You Find the Best Property Management Company

Interview Property Management
Your first rental property is a big deal and the first time you hire a property management company is another milestone. You have made a leap into becoming the landlord and it’s something to be proud of and it can also be scary when you are considering letting someone else take care of your asset on your behalf. We have discovered over the years that many first time owners don’t ask as many questions as more seasoned landlords. For many it is because they aren’t sure what questions they should ask. It is after all their first time.  

Whether you ultimately decide to engage with Beach Cities Property Management or you decide on another local property management we want you to be prepared to ask questions. A local property management is charged with taking care of one of your largest assets and that means you certainly are empowered to ask as many questions as possible to help you feel confident in the relationship.

To help jump start the interview process as you consider which property management would be best for your property in Long Beach, we invite you to consider the following:

Can you share with me what my monthly statement would look like based on the fees you are proposing?

While the most common form of marketing property management services is that of a % of the monthly rent (i.e. 6% of the monthly rent is due to the property management company) you want to make sure this is truly the fee that will be charged during the engagement with the company. For example do they have other charges such as:
  • Tenant placement fee?
  • Renewal fee?
  • Advertising fee?
Just because they have additional fees beyond the property management fee doesn’t mean they won’t be a match for you; however, it is important to understand every possible fee and get it in writing prior to signing an agreement. Having a proper net income on your rental comes down to the true cost of ownership and the management fees will impact your overall costs. If you see a fee in the marketing or in their presentation packet keep asking questions to ensure you understand all of the fees.

How many properties do you have under management? How many properties within [your city] do you manage?

Understanding whether a company has <10 properties under management or >800 properties under management will give you perspective on the level of systems they have developed and even the service you can expect.  

Smaller companies (i.e. <100) are often operated by individuals and that can mean you get their full attention...or it could mean they are stretched a bit thin and you might have trouble getting a hold of them. If the company has less than 100 units under management ask them to share with you what their daily schedule looks like to give you an idea of what you can expect.

Property management companies with >500 units generally have staff, a physical office location, and have set up systems that allow them to stay in clear communication with tenants and property owners. Of course not all >500 unit firms are created equal and one area you will want to explore is how many properties each manager has under their purview. You can even dig deeper and ask how they delegate work to see how your property will be handled.

Asking specifically how many properties they have under management within your city (or better within your neighborhood) will help you to understand their knowledge of the local market. Rents in Long Beach can vary by more than 10% with a difference of just a few streets and having a company that understands that will benefit you in the long run.

What is your process for fixing something small at the property (i.e. like a clogged sink)?

One of the biggest reasons people hire a property management company is because they don’t want to get the late night phone call “my sink is clogged, what are you going to do?”. As you are interviewing property management companies ask them how they handle the small challenges that inevitably arise from a property. Do they have a handyman on-staff? Do they have a process for calls that come in after 9pm? What happens if the owner of the company is on vacation? Dig deep to make sure that one of the answers isn’t “well they could call you” as it truly is the property manager’s job to make sure the smallest of details are handled.

What is your process for replacing or repairing something larger at the property (i.e. like a roof or mainline)?

If properties only had the small challenges of “my sink is clogged” then life would be much easier but we all know that isn’t the case. Even the best maintained properties will have something major occur such as the need for a new roof or mainline. When something major occurs how does the property management company handle it? How many proposals do they gather? How do they work with the tenant to minimize disruption? When do they seek your approval? Major repairs can be stressful and it is important to understand before an event occurs what will happen to alleviate your fears.

How many people are on your staff? Can you explain their job roles?

The size of a property management company’s staff is usually inline with the number of units they manage (i.e. larger number of units and a larger staff). A larger staff doesn’t always mean that they are the best fit for your goals and that’s why we recommend asking what the job roles are for each of the staff members. Companies that are well managed have specific job titles and roles defined for each team member because that results in better service for the client and better operational efficiency (a true win-win).  

Finding the right property management company for your Long Beach rental means taking the time to interview a few companies. We are happy to be interviewed to see if we are the right match for you and your Long Beach rental. We can answer any of the above questions and we can even answer questions about how much your property could rent for when you request our Free Rental Analysis.

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5 New Ideas To Engage Prospective Tenants

By Dustin Edwards • January 17, 2025
A new year is a new chance to start new ideas to bring in prospects to your property. Consider the following 5 ideas to engage prospects and get new tenants.

Best 3 Things To Do During Tenant Communication

By Dustin Edwards • January 10, 2025
Having clear communication with your tenant is essential for maintaining a healthy landlord-tenant relationship. By being transparent in all relevant interactions, landlords can prevent misunderstandings while resolving repairs and disputes efficiently while improving tenant satisfaction. Having good communication with your tenant is beneficial for landlords too. Effective communication also protects your investment property. Remember that while your tenant is living in the property, landlords need to take care of the repairs. Below are the three best things to do during tenant communications. Prompt Responses Addressing tenant concerns quickly is essential for building trust and maintaining a positive relationship. Tenants feel valued when landlords respond quickly, knowing that their needs are being prioritized. Building this trust not only enhances your tenant’s satisfaction it lowers the possibility of conflicts or misunderstandings to arise. This ultimately creates a healthy and successful rental experience for you and your tenant. Some of the most common inquiries will oftentimes include repair requests, among others. As an example; if your tenant reports a leak under their faucet and the repair is delayed, this can be damaging to your landlord-tenant relationship, as well as your property. If left ignored, that leak can result in hundreds of dollars in water damage and a vacancy . Which can further affect our bottom line negatively. For landlords with multiple properties, this can become difficult to keep track of. A property manager can help with scheduling repairs and communicating with your tenant on your behalf. Document Everything Keeping a detailed record of all interactions with your tenant is an important element when managing a property. There are many choices for documentation including email, text, or written notices. Although many property management companies and landlords have opted to use apps or dedicated tenant portals to log communications. A great example, for instance, a tenant may claim they’d reported a repair issue that was never addressed, if everything is to be documented, both you and the tenant would have a copy of the request. Maintaining transparency with tenants. Having thorough documentation ensures agreements and requests between all parties are clearly tracked. Documenting communications with your tenant provides landlords with a foundation for addressing misunderstandings, or disputes if and when they arise. Provide Regular Updates Regular updates show tenants that their landlord is organized and has an attentive approach to managing their property. Giving tenants ample time for maintenance, inspections or policy changes is a simple way to build trust with your tenants while showing your professionalism. Giving tenants advanced notices reassures them that you’re aware of how changes can affect them and you understand that time might be needed in order to adjust. Surprises are best kept for birthday parties. Proactively notifying tenants of changes helps clear the communication channels and minimizes disruptions which helps tenants feel valued and satisfied. These small yet consistent efforts can contribute to a positive tenant stay, which can encourage lease renewals and long-term tenancy. Additionally, having a good relationship with your tenants can give you a great reputation which can provide you with leads when looking to fill a vacancy . It cannot be understated the importance of communication for a healthy landlord-tenant relationship. Even if your tenant may not agree with some of the decisions a landlord needs to make, by giving your tenants ample time to process the change tenants generally are more accepting of said change. If you’re having trouble communicating with your tenants or if you need help managing Beach City rental property, we invite you to call us today at (562) 888-0247 or complete our Owner Application online .

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By Dustin Edwards • January 2, 2025
Keeping tenants safe, translates to happy and long-term tenants. Read to discover 5 Inexpensive ways to keep your tenants safe.
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