The Perfect Hand-Off: 10 Ways Homeowners Can Prep Their Property for a Manager

Handing your home over to a property manager is the start of a valuable partnership. To ensure a smooth transition, reduce initial headaches, and set your home up for successful, cost-effective management, the preparation you do beforehand is key.

Here are 10 essential ways a homeowner can prep their property and create detailed lists for their new property manager:

I. Comprehensive Documentation (The Information Kit)

1. The Appliance and System Manual

Create a physical and digital folder containing all user manuals and warranty information for major systems.

• List Details: Include the make, model number, serial number, and date of installation for your:

  • HVAC system(s) (indoor and outdoor units)

  • Water heater

  • Refrigerator, washer, dryer, etc.

    
    

• Why it helps: When a system breaks, the manager can instantly call the correct technician with the necessary model number, saving hours of diagnosis and repair time.

  
  

2. The Trusted Vendor Contact List

If you have used specific local contractors who are reliable and competitively priced, share that information.

• List Details: Provide the names and phone numbers for your preferred plumber, electrician, HVAC technician, and landscaper.

  
  

• Why it helps: This gives the manager a ready list of proven professionals they can call immediately, especially for urgent issues.

  
  

3. Utility Account Information

Give your manager clear instructions on how to handle the utilities while the home is vacant or between tenants.

• List Details: Include the account numbers and contact information for electricity, water/sewer, waste management, and internet services. Specify if the service should be turned off, transferred to the tenant, or remain in your name.

  
  

• Why it helps: Prevents service disruption and ensures bills are paid on time, avoiding late fees.

  
  

II. Interior and Exterior Preparation

4. Create the "Home Emergency Guide"

Compile a list of essential shut-offs and safety locations.

• List Details: Clearly mark and explain the location of the main water shut-off valve, the main electrical breaker panel, and the gas shut-off valve (if applicable).

  
  

• Why it helps: In an emergency (like a burst pipe), the manager or maintenance worker can prevent catastrophic water damage within minutes, saving you thousands.

  
  

5. Clear and Secure Owner Storage

Remove all personal items that you do not want damaged or used by tenants.

• Action Steps: Clear out a specific, lockable closet, storage room, or shed for your personal belongings. Provide the manager with keys or access codes for this storage area only.

  
  

• Why it helps: Establishes clear boundaries for the manager and tenant, preventing disputes over personal property.

  
  

6. Landscaping and Exterior Maintenance Protocol

If you have specific lawn or pool care companies, document their schedule and responsibilities.

• List Details: Note the watering schedule for irrigation (important for Florida's dry spells) and the pool maintenance schedule (e.g., "Pool company comes every Tuesday").

  
  

• Why it helps: Ensures continuous maintenance, which protects curb appeal and prevents issues like pool algae build-up or dead landscaping.

  
  

III. Financial and Legal Readiness

7. Documentation of Existing Defects or "Quirks"

Be honest about any known issues that may not be obvious but are important for operation.

• List Details: Examples: "The shower in the guest bathroom leaks slightly if the handle is turned past 3 o'clock," or "The sprinkler system zone 4 only works when zone 2 is turned on first."

  
  

• Why it helps: Prevents the manager from wasting time and money calling a technician for a known, minor quirk.

  
  

8. Provide All Keys, Fobs, and Access Codes

Ensure the manager has full and immediate access to every part of the property.

• List Details: Provide labeled sets of keys for the front door, back door, garage, mail box, any storage units, community pool/gym fobs, and security system disarm codes.

  
  

• Why it helps: Guarantees entry for showings, maintenance, and emergency situations.

  
  

9. Establish Clear Financial Authorization Limits

Discuss and document the maximum amount the manager can spend on a repair without calling you first.

• List Details: A clear spending threshold (e.g., "$300 for non-emergency repairs, $1,000 for emergency repairs").

  
  

• Why it helps: Empowers the manager to act quickly when needed while ensuring you maintain control over major expenses.

  
  

10. Document Inventory of Fixtures and Inclusions

Create a simple inventory list, especially if the home is being rented furnished.

• List Details: Note which appliances, furniture pieces, or fixtures are included in the rental (e.g., "Smart TV in the living room," "Patio furniture on the deck," or "Garage refrigerator is included").

  
  

• Why it helps: This inventory is crucial for the move-in inspection and prevents later disputes with tenants over what belongs in the home.articles, head over to to the Wix Blog. You may even find yourself inspired to start crafting your own blog, adding unique content, and stunning images and videos. Start creating your own blog now. Good luck!

Thinking now may be the time to hire a property manager?

Call us today at (772)538-2339 or schedule a free consultation through our website.