Property Management Onboarding Checklist
Property Management Onboarding Checklist – We have seen the benefits of automated enterprise asset management in practice. These systems can bring order out of chaos and save valuable time and money.
It can happen after an organization realizes it can no longer track their physical assets. Maybe a manager finally says their spreadsheet is out of control. Or a company might fail an audit.
Property Management Onboarding Checklist
That’s why we provide eQuip users with a structured onboarding process, where we do most of the heavy lifting for you. We guide users through 10 initial steps to ease the transition.
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We’ve put together this checklist to help you understand the transition, whether you’re doing it yourself or with us.
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This website uses functional cookies and external scripts to improve your experience. Which cookies and scripts are used and how they affect your visit are indicated on the left. You can change your settings at any time. Your choices will not affect your visit. From 2012 to 2017, the number of NRA-certified real estate agents in the United States increased by 31% to nearly 1.4 million. This represents a huge boom in the US real estate market and a busy time for agents across the country. As rental applications pour in, it’s important that agents follow clear guidelines to effectively bring in new tenants.
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This checklist should be used by real estate agents/letting agents when a prospective tenant has been screened and it is time to issue a tenancy agreement. Ultimately, it is designed to ensure that everything is in place for them to move in as soon as possible, in the smoothest possible way.
It is important that the introduction of the tenant is carried out in a timely and professional manner because by doing so you lay the foundation for a strong and trusting relationship with the tenant throughout the stay.
In this checklist, we will go through the general organization of the tenant’s documentation, all the necessary procedures for the issuance and submission of a lease agreement, financial considerations and ongoing communication necessary to carry out a flawless onboarding 🙂
We also have articles on the best real estate apps and several other free real estate checklists for you to check out.
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Starting both a physical and digital folder is a great way to log all the necessary information during and after the introduction.
Before submitting items relevant to this checklist, you’ve probably already received a lot of documentation from tenant screening such as a background check, credit check, employment/income verification, and maybe some references from previous landlords.
Be sure to keep all of this information with the documents you will be sending and receiving as you work through this checklist.
The biggest benefit is that it gives you a reliable source of backup information if any legal issues arise during the tenant’s stay. It is also a good way to insure the tenant
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The truth is that there will undoubtedly be a number of occasions where you either need or prefer to check something in a physical file instead of searching for it on a computer.
In addition to your hard copy, create a well-organized folder in your property management software to monitor and keep track of the tenant as they progress through the onboarding process.
You can automate the creation of a digital folder in Google Drive for each tenant using Zapier. Find out how.
Now that you’ve established a well-organized log of the tenant’s profile, it’s time to move on to completing all the necessary leasing procedures.
New Hire Packet
As a real estate agent or letting agent, it is your responsibility to fully explain all rules and procedures for the property.
A large part of the explanation should be done on the spot. For example, make sure the tenant understands how the heater, boiler and other operating appliances work and how to maintain them.
These are just some of the important issues that must be addressed early on in order for the tenant to feel comfortable and well informed.
After you have explained all the relevant information, the tenant is expected to have a number of questions or even concerns. These need to be taken seriously and resolved before the lease is sent to them, otherwise neither you nor the tenant will feel completely comfortable with the agreement.
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Take the time to make sure they have peace of mind knowing everything has been agreed upon and feel excited to close the deal.
Once you, the tenant, and the landlord feel comfortable with all the terms, it’s time to go ahead and issue the lease and start finalizing the move-in.
Leases vary greatly depending on the property and the landlord, so make sure that each part of the document meets the specific requirements and is in line with the rules and procedures that have been explained in advance.
The best case scenario, of course, is that the document holds no surprises for the applicant, and it is a simple case of reading through it to clarify what has already been said.
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You can automatically add the signed lease to the tenant’s digital folder using Zapier. Get the zap.
If the tenant wants to move their cuddly friend in with them, you must issue a pet agreement form.
You can automatically add the signed pet agreement to the tenant’s digital folder using Zapier. Get the zap.
It is important that copies of all documentation related to the lease are made as soon as possible. This is important not only for your record keeping but also for the tenant’s.
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Once the lease and other related paperwork have been signed, reviewed and copied, it is important that you send copies to the tenant for their own records. Doing it within a week shows that you are well organized and doing your part.
Request the security deposit, you must inform the tenant of who will hold the security deposit. Is it the real estate agency you work for or the landlord?
Once this is cleared, request that the deposit be paid in full via a certified method such as a certified check, cashier’s check or money order.
If the tenant is at all unsure about anything regarding the security deposit, you can guide them to this handy guide to security deposit legislation.
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It is important that any fees that you will charge the tenant are clarified from the very beginning of your negotiation.
Now that the hard work is over and we’re nearing the finish line, collect your broker’s fee and give yourself a pat on the back for guiding the tenant through it efficiently and professionally.
If you have not already done so, ensure that you provide the tenant with copies of gas and electrical safety certificates.
It is important to provide the tenant with these documents because if there is a serious problem with appliances or wiring, they can be confident that quality standards were met at the time of move-in and therefore can work with you to proactively resolve the issue rather than filing a complaint .
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It is your responsibility to provide the landlord’s name and address to the tenant if they wish to contact them directly.
There is a good chance that you have already disclosed this information in the lease, in which case this task has already been fulfilled. If not, now is the time to do so.
Without a doubt, this will feel like a great moment for both you and the tenant. It marks the beginning of what will hopefully be an amazing relationship.
Don’t be fooled though! This is not the end of the road, as there are still important ongoing tasks to resolve once the tenant has moved in.
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This step is part of the overall guidance and support you should offer the tenant during the initial move-in period.
Set up a short, informal chat with them a week or so after they move in to see how they’re doing. Some questions you might want to ask are:
End the conversation by making it clear that if they experience any further problems or have more questions about anything, they should not hesitate to get in touch.
Some landlords do not require you to keep them updated, especially with minor details, while others require you to maintain frequent communication.
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Scheduling a monthly call, or at least offering to, is a great way to create an open channel of communication and ensure there are no nasty surprises during the tenant’s stay. You need to track conversations and contract status between multiple landlords, tenants and applicants. in addition to managing the properties themselves. It is high-touch, urgent and high-stress work.
If you take a look at the numbers, you will see that BPM in the real estate market is expected to grow by 24.8% between 2016 and 2021.
Property management companies are beginning to place a greater focus on improving operational efficiency
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