New Property Management Onboarding Inspection Checklist
Proper property management onboarding protects the management company and owner from inherited liabilities. This checklist guides thorough due diligence and documentation during management account transitions.
- Industry: Real Estate
- Frequency: Per New Management Account
- Estimated Time: 60-90 minutes
- Role: Property Manager / Director of Operations
- Total Items: 31
- Compliance: State Property Management Licensing Requirements, NARPM Standards of Professionalism, IREM Code of Professional Ethics, State Security Deposit Trust Account Laws
Property Condition Documentation
Document property condition at takeover.
- Move-in condition report prepared for all occupied units?
- Common area condition documented with photos?
- All deferred maintenance and repair needs documented and disclosed to owner?
- Any life safety hazards identified and owner notified in writing?
- Any outstanding code violations or municipal orders identified?
Lease File Audit
Audit existing lease files.
- Signed lease for each occupied unit on file?
- Security deposit amounts reconciled to actual funds held?
- Security deposits held in trust account per state law?
- Current contact information for all tenants collected?
- All delinquent accounts identified and documented?
Utilities and Service Accounts
Transfer utility and service accounts.
- All utility accounts identified and transfer to owner or management company initiated?
- All vendor contracts (landscaping, maintenance, cleaning) reviewed for assignability?
- HVAC, elevator, and other service contracts reviewed and transferred?
- Property insurance certificate obtained with management company listed?
- Keys, access codes, and security credentials transferred?
Compliance and Permits
Verify regulatory compliance.
- Business license or rental registration current?
- Certificate of Occupancy on file and current?
- Fair Housing notices and lease addenda compliant?
- Lead paint disclosure provided for pre-1978 properties?
- Rent control or stabilization ordinance compliance verified?
Financial Accounts
Establish financial management.
- Operating account established in management company name?
- Trust account established for security deposits per state law?
- Property set up in property management software?
- Owner distribution schedule and reporting format agreed?
- Prior year financial records and tax information received?
Management Agreement
Verify management agreement.
- Management agreement fully executed?
- Owner authorization scope clearly defined (repair limits, lease authority)?
- Management fee schedule documented and agreed?
- Termination provisions and notice requirements understood?
- Onboarding checklist completed and filed in property file?
- Welcome letter sent to all tenants introducing new management?
Related Real Estate Checklists
- Commercial Lease Abstract and Review Checklist
- Commercial Tenant Onboarding Checklist
- Property Management Vendor and Contract Management Checklist
- Commercial Property Market Rent Analysis Checklist
- Property Condition Assessment Pre-Acquisition Checklist
- Multifamily Unit Turnover Inspection Checklist
- Commercial Real Estate ADA Accessibility Audit Checklist
- Landlord-Tenant Dispute Documentation Checklist
Related Property Management Checklists
- Property Management Move-In Condition Report Checklist - FREE Download
- Property Management Move-Out Inspection Checklist - FREE Download
- Real Estate Property Showing Preparation Checklist - FREE Download
- Commercial Lease Abstract and Review Checklist - FREE Download
- Commercial Tenant Onboarding Checklist - FREE Download
- Property Management Vendor and Contract Management Checklist - FREE Download
- Commercial Property Market Rent Analysis Checklist - FREE Download
Why Use This New Property Management Onboarding Inspection Checklist?
This new property management onboarding inspection checklist helps real estate teams maintain compliance and operational excellence. Designed for property manager / director of operations professionals, this checklist covers 31 critical inspection points across 6 sections. Recommended frequency: per new management account.
Ensures compliance with State Property Management Licensing Requirements, NARPM Standards of Professionalism, IREM Code of Professional Ethics, State Security Deposit Trust Account Laws. Regulatory-aligned for audit readiness and inspection documentation.
Frequently Asked Questions
What does the New Property Management Onboarding Inspection Checklist cover?
This checklist covers 31 inspection items across 6 sections: Property Condition Documentation, Lease File Audit, Utilities and Service Accounts, Compliance and Permits, Financial Accounts, Management Agreement. It is designed for real estate operations and compliance.
How often should this checklist be completed?
This checklist should be completed per new management account. Each completion takes approximately 60-90 minutes.
Who should use this New Property Management Onboarding Inspection Checklist?
This checklist is designed for Property Manager / Director of Operations professionals in the real estate industry. It can be used for self-assessments, team audits, and regulatory compliance documentation.
Can I download this checklist as a PDF?
Yes, this checklist is available as a free PDF download. You can also use it digitally in the POPProbe mobile app for real-time data capture, photo documentation, and automatic reporting.