For property managers and landlords, maintaining accurate records is important not only for staying organized, but also for providing legal protection. Accurate property management forms can help you meet state and local requirements while also improving the flow of your business operations. And, efficiency and security contribute to a positive customer experience. To support your management process and your relationship with tenants, you can download free property management forms from the list below. Choose from 18 professional templates, including checklists, receipts, and property management agreement forms. These are generic templates designed to be customized for your specific needs, so it’s crucial to check state guidelines to make sure that whatever forms you are using follow proper legal requirements.
Manage finances for multiple properties with this Excel template. The spreadsheet lists rental income and expenses so that you can quickly view which properties are most profitable. While this spreadsheet is designed for tracking financial data, you can easily modify it to include tenant details and other property management information.
Download Property Management Agreement Template
A property management agreement form provides a binding contract between a landlord and a property manager in order to protect both parties and provide clear expectations. This template provides a basic outline that you can edit to suit your specific needs. A typical agreement describes the property manager’s responsibilities, payment details, dates of service, and other terms.
Download Property Management Agreement Template
Having an organized checklist of tasks to follow can make the management process feel less overwhelming, reduce the chances of forgetting important duties — especially those that affect legal compliance — and keep your business operating smoothly. Anything that fosters good business practices can reinforce a positive reputation with tenants. Use this template as is, or adjust it to create your own comprehensive checklist.
Download Vacation Rental Property Management Checklist
This checklist template is specifically for vacation properties, allowing you to create a detailed list of duties, from marketing and leasing to cleaning and exterior maintenance. You may want to create separate checklists for seasonal responsibilities or keep administrative tasks separate from maintenance duties. No matter how you use the template, a simple checklist can help you stay on top of managing vacation rentals.
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Download Work Order Template
Use this maintenance work order template for repairs or routine maintenance projects. The template includes important details, such as the terms of service, the work description, itemized costs for labor and materials, and an approval signature. Keep copies of your work orders so that you have detailed records of maintenance issues and associated costs.
Download Maintenance Log Template
Record maintenance data in a running log in order to keep track of damages, repairs, and preventive maintenance. Issues may include updating household appliances, ordering repairs, or preparing a unit for new tenants. This simple log template can help ensure that you approve and complete maintenance requests in a timely manner.
Download Property Management Inspection Checklist
Use this inspection checklist as a move-in or move-out form. Edit the checklist so that the list of items conforms to your property, and include any necessary move-out tasks, such as collecting keys or returning a security deposit. An inspection checklist can help keep you from overlooking items and can provide a comparison between the property’s move-in and move-out condition.
Download Commercial Property Inspection Checklist
Designed specifically for commercial properties, this inspection checklist includes exterior and interior spaces, such as common areas and elevators. Depending on the size and type of building, you may need to add details to or remove details from the checklist. To meet safety standards for commercial buildings, include items such as emergency equipment, heating and cooling systems, and accessibility requirements.
Download Rental Application Template
A rental application helps you collect and verify tenant information, including references and rental history. You can customize the template to include whatever instructions or disclosures you need. You can share this PDF application with prospective tenants via a website, an email, or a printed copy.
Download Tenant Reference Check Template
This simple template can help you organize your process of checking references, ensuring that you’ve contacted all individuals and verified important questions. This form also makes it easy to compare applicants if you are choosing between multiple renters.
Download Rent Receipt Template
Providing rent receipts and maintaining copies creates important documentation for both tenants and property managers. This Excel template has sections for listing landlord and property information, payment date and method, rental period, and more. Tenants may appreciate receiving a rent receipt for their own tax records or other purposes.
Download Security Deposit Receipt
This receipt template includes landlord and tenant details, plus information regarding the terms of refunding a security deposit. If you want to include the terms described in a lease agreement, simply copy and paste that text into this Word template. Typically, you refund a security deposit to tenants upon their moving out, provided that the residents haven’t caused damages to the unit beyond the normal wear and tear.
Download Month-to-Month Rental Agreement
A month-to-month rental agreement can provide flexibility for both tenants and landlords. Use this contract template to describe the terms of a month-to-month lease, including the cost of rent and the payment due date, the number of occupants allowed, and other agreements. The landlord and tenant sign the template to create a binding agreement.
Download Lease Amendment Template
If you need to make changes to a lease, an amendment describes the updates and allows tenants to agree to the changes. As with any contract template, check your state laws or consult with an attorney to ensure that you are following proper guidelines when creating or changing a lease agreement.
Download Lease Extension Template
If a tenant and property manager decide to renew a lease that is ending, an extension agreement can briefly describe the continuing terms of the lease. It’s important to document these changes so that tenants receive clear communication and so that all agreements are in writing. This template provides a simple outline that you can modify for your specific needs.
Download Tenant to Vacate Form
Tenants can use this form to notify landlords or property managers that they intend to move. Offering a notification in writing creates a record of the date of the alert and provides landlords with a tenant’s forwarding address and contact information.
Download Notice to Pay Rent or Quit
A notice to pay rent or quit informs tenants that the rent payment is overdue and serves as a warning that failure to comply will result in legal action. The notice provides instructions for paying the amount due (including any late fees) or vacating the property by a certain date.
Download Eviction Notice Template
An eviction notice provides tenants with a specific period of time, such as 60 days, to move out of a rental property. Rules related to evictions and the amount of time tenants have to vacate may vary in different geographical locations. Maintaining records of tenant evictions can provide documentation that you may need if the eviction process leads to legal proceedings.
In its broadest sense, the term property management encompasses all the duties and responsibilities involved in the administration and oversight of real estate. We typically use this term in the context of managing rental properties. A landlord may take on these tasks independently, or hire a property management company to manage properties and tenants. In some geographical locations, the municipal government may require a landlord to use a property management company if said owner lives far from the apartment or home that they are renting out. Rules and regulations for property management companies vary depending on location, but many states require managers to have a real estate license in order to provide services. The various elements of property management include building maintenance, financial management, working with insurance companies, and consulting with attorneys to address legal issues.
When it comes to the responsibilities associated with leasing properties, there is a tenant lifecycle that begins with attracting renters, continues with screening and retaining renters, and concludes with turning units around after tenants move out. For a quick overview of some common tasks related to this lifecycle, here is a partial list of property management responsibilities:
Management companies typically create and follow a property management policies and procedures manual in order to create consistency in business practices and establish clear guidelines for handling all of the tasks listed above, and more.
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