100 Questions To Ask A Multifamily Property Manager Before Hiring Them

Once a multifamily and/or BTR-SFR property has been acquired, the syndicator will need to start shortlisting and interviewing property managers to operate the property on behalf of the syndication.

Obviously, this is a crucial role as, amongst other things, attracting and retaining tenants is vital for the cashflow and long-term profitability of the multifamily property. Keeping the property and amenities in good repair and minimising expenses are just two other key functions of the property manager.

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The number of questions which a property manager can be asked are almost endless but this week we’ll have a look at 100 or so such questions which may, but not necessarily be asked:

1. How many years have you been managing multifamily and/or BTR-SFR properties?
2. How many properties do you currently manage, and where?
3. What are some of your USP’s?
4. How long have your senior staff been working with you?
5. Do you use some virtual staff?
6. What is your pipeline of new projects?
7. What is the typical size of the properties you manage?
8. What types of multifamily properties do you specialise in?
9. What type of owners do you manage for, syndications or institutions for example?
10. Can you provide references from previous clients or tenants?
11. Can you provide a breakdown of your management fees and any additional charges?
12. How long is your typical management contract?
13. Does the contract contain termination provisions for non-performance?
14. 15. Can y Do you have a list of reliable contractors you regularly use for maintenance and repair items?
ou provide a breakdown of your financial reporting and record-keeping practices?
16. How do you stay up-to-date with the latest laws and regulations related to property management?
17. How do you ensure that the property is in compliance with environmental regulations and sustainability standards?
18. What is your approach to customer service and tenant satisfaction?
19. How do you ensure that your staff is properly trained and equipped to handle their responsibilities?
20. Can you provide a plan for handling natural disasters or other emergencies that may impact the property?
21. How do you handle insurance claims related to the property?
22. What is your communication style and how do you stay in touch with clients and tenants?
23. How do you handle disputes with vendors or contractors?
24. How do you ensure that the property is in compliance with safety and health regulations?
25. How do you market the property to attract potential tenants?
26. What is your approach to property upgrades and renovations?
27. How do you handle background checks and credit reports for potential tenants?
28. How do you handle lease renewals and negotiations with tenants?
29. How do you determine the rent for the units in the property?
30. What is your process for advertising vacancies?
31. What is your tenant screening process?
32. Can you provide a plan for handling issues related to rent control or other rent regulations?
33. How do you handle maintenance requests?
34. How do you handle rent collection?
35. Do you have any experience working with Section 8 tenants?
36. How do you handle tenant disputes?
37. Have you ever had to evict a tenant? If so, what was the reason and how did you do it?
38. What is your policy on renewing leases with tenants who have been evicted in the past?
39. What is your process for renewing leases?
40. What is your policy on renewing leases?
41. How do you handle lease violations?
42. What is your policy on subleasing?
43. What is your policy on rent increases?
44. What is your policy on late fees?
45. What is your policy on tenant requests for early lease termination?
46. What is your approach to tenant retention and long-term lease agreements?
47. How do you handle lease violations and breaches of contract?
48. How do you handle tenant move-outs?
49. How do you handle security deposits?
50. What is your policy on tenant requests for cable or internet service?
51. How do you handle requests for amenities or additional services on the property?
52. What is your policy regarding the use of security cameras on the property?
53. What is your policy on pets?
54. What is your policy on the number of tenants staying in a unit?
55. What is your policy on tenant requests for changes to the property layout?
56. What is your policy on smoking or drug use in the property?
57. What is your policy on tenant requests for modifications to the property?
58. What is your approach to handling requests for upgrades to security features on the property?
59. What is your policy on tenant requests for additional appliances?
60. What is your process for handling repairs?
61. How do you handle property upgrades and renovations?
62. How do you handle insurance claims?
63. How do you handle property taxes and assessments?
64. What is your process for handling emergencies?
65. How do you handle emergency repairs outside of business hours?
66. How often do you inspect the property and its amenities?
67. How do you handle property inspections during the leasing process?
68. How do you handle general noise complaints?
69. How do you handle tenant complaints about other tenants?
70. How do you handle maintenance and repair issues during lease breaks?
71. What is your process for handling tenant complaints?
72. How do you handle tenant complaints about maintenance?
73. How do you handle tenant disputes with the property owner?
74. How do you handle tenant complaints about pests?
75. How do you handle tenant complaints about maintenance during the winter months?
76. Can you provide a plan for handling seasonal maintenance and repairs?
77. How do you handle tenant complaints about noise from neighbouring properties?
78. How do you handle tenant complaints about construction or renovation noise?
79. How do you handle complaints related to air quality or ventilation issues on the property?
80. How do you handle tenant complaints about safety concerns?
81. How do you handle tenant complaints about odours or smells?
82. How do you handle tenant complaints about the quality of water or air in the property?
83. How do you handle tenant complaints about utility bills?
84. How do you handle tenant complaints about issues with appliances?
85. How do you handle tenant complaints about mould?
86. How do you handle tenant complaints about issues with plumbing or electrical systems?
87. How do you handle tenant complaints about issues with heating or cooling systems?
88. What is your policy on tenant requests for reasonable accommodation?
89. What is your policy on tenant requests for additional locks or security features?
90. What is your policy on tenant requests for parking?
91. What is your policy on tenant requests for temporary storage?
92. What is your policy on tenant requests for landscaping or outdoor maintenance?
93. What is your policy on tenant requests for window coverings?
94. What is your policy on tenant requests for upgrades to the property?
95. What is your approach to maintenance and repair requests from tenants?
96. How do you ensure that the property is properly maintained and cleaned between tenants?
97. How do you handle tenant complaints about parking violations?
98. What is your approach to parking and parking violations on the property?
99. What is your approach to resolving issues related to parking or towing on the property?
100. What is your approach to resolving conflicts with neighbouring properties or communities?

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CPI Capital appreciates that managing multifamily properties can be a daunting task, especially for those not experienced in the field. It is, therefore, important to consider appointing a property manager who has the expertise, experience and resources to ensure that a syndicated property is well-maintained, tenants are satisfied, and that all legal requirements are met.

A property manager can take care of the day-to-day operations, including rent collection, maintenance requests and tenant communication leaving CPI Capital to focus on other aspects of the business such as seeking new investment opportunities for our continually growing number of passive investors.

Yours sincerely,
August Biniaz
COO, Co-Founder CPI Capital</strong