Essential Responsibilities of Property Management

Louise Todd Property Management
Written by dccscotland

Property management Hamilton includes the responsibilities of finding and screening tenants, analyzing market conditions to inform rent prices, and handling daily operations like collecting rent and logging maintenance requests. Property managers also prepare and submit tax information and other accounting reports for owners.

A successful property management company answers to both clients: the owner who wants the best return on their investment and the tenants who want a safe, stable place to live.

Legal Compliance

Legal compliance is an important aspect of property management that must be adhered to for the sake of tenants, the community, and the property itself. Failure to comply with regulations can result in expensive fines, legal action, and reputational damage. By ensuring that all legal requirements are met, property managers can safeguard their assets, build a positive reputation, and save money.

One of the most important aspects of legal compliance is record-keeping and documentation. Property management Hamilton, this includes records of tenant applications, lease agreements, rent payments, and maintenance requests. Documentation is essential in case of any legal disputes, and it is also a requirement under many state laws.

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Another important aspect of legal compliance is adherence to environmental regulations. Property management Hamilton, this includes compliance with waste disposal and hazardous materials policies. Familiarity with environmental regulations is essential for the safety of both tenants and staff.

Other important aspects of legal compliance include landlord-tenant laws and fair housing regulations. Landlord-tenant laws include rules on rent control, eviction processes, and security deposits. Fair housing regulations ensure equal treatment of all tenants, and adherence to these laws is critical for the safety of all residents.

Property managers must be familiar with all local, state, and federal laws and regulations. They must also be able to follow health and safety standards, which may differ from location to location.

In addition to staying informed of all legal requirements, it is important for property managers to train their staff on these regulations. It is also important to seek advice from a lawyer to ensure that all policies and procedures are compliant with the law. This will help to prevent any future issues with legal compliance.


When you’re running a property management company, effective marketing and advertising are essential to your business. Property management Hamilton, traditional methods like yellow pages ads and radio advertisements aren’t very cost-effective anymore, but there are a number of digital marketing techniques that can get you amazing results.

One of the best ways to get noticed is by using paid advertisements on platforms like Google and Facebook. This type of advertising allows you to target a specific audience, which can be very helpful in reaching potential tenants. Plus, you can save a lot of money with this method compared to other types of advertising.

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In addition to paid advertisement, it’s also a good idea to create a website for your property management company. This will allow you to showcase your services and properties in a professional manner, and you can even use the site to communicate with clients and tenants. It’s important to make sure your website is user friendly and easy to navigate, as this will be the first impression potential customers have of your company.

Another great way to market your property management business is through content marketing. This can include blog posts, infographics, video tutorials, whitepapers, and eBooks. When you create quality content, potential clients will view your property management company as an expert in the field and will be more likely to work with you.

Lastly, networking is also an excellent way to promote your property management business. Attending industry events is a great way to interact with potential clients, as well as other property managers who may be interested in working together. Property management Hamilton, these networking events are also a great opportunity to share your expertise and experience with others in the industry.

Tenant Screening Dundee

Tenant screening is a vital part of property management that allows landlords to assess a potential tenant’s risk and ensure a safe and secure living environment. A comprehensive tenant screening process includes requesting rental applications, conducting background checks and interviews, and verifying income and employment. It also requires checking an applicant’s credit report to see their debt history and whether or not they have been convicted of any crimes that could put the tenants, other residents, or neighbors at risk.

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There are a number of different tenant screening services available, but it’s important for property managers to choose a service that is FCRA-compliant and offers human review for reliable results. One option is First Advantage, which provides a custom package that combines a criminal, eviction and rental history report along with public records, financial information, and more. Another option is Stessa, which specializes in empowering small residential landlords by providing efficient, cost-effective, and accurate tenant screening solutions. Stessa, a Roofstock company, offers a free application service and enables property owners to access credit reports, eviction records and more without the renter’s consent.

It’s also critical that property owners are familiar with fair housing laws to avoid discriminating against protected classes. This means avoiding questions that may be interpreted as discriminatory during interviews or application processes, such as asking about sex, race, religion, family status, and disability.

It’s also important to keep detailed records of the entire screening process, including applications, screening criteria, and background check results. This documentation can help demonstrate that the tenant selection process is fair and unbiased in the event of a legal dispute. The best way to stay organized is to use a tenant screening service that makes it easy to store and organize these documents in one place, such as the free account offered by Stessa.


Property maintenance is one of the most important responsibilities that property managers have. It ensures that the building is safe and comfortable for tenants, helps to reduce long-term repair costs, and can help to keep vacancy rates low. It’s also an essential aspect of retaining tenants, as many renters are drawn to well-maintained buildings that offer amenities like pools and fitness centers.

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When a tenant has a maintenance issue, they usually notify the property management company and fill out a request form. The property manager will then evaluate the request and determine if it is an emergency or not. They may also ask questions to determine what caused the problem and how severe it is. This process helps to filter out unnecessary requests and tenant-caused damage.

If the issue is a maintenance issue, the property manager will then call a contractor to schedule a time for repairs to be done. Depending on the property’s policies, the tenant may have to be present during the repairs. In some cases, the property manager will use their own in-house team for routine repairs, and they may have a preferred list of contractors that they work with for larger projects.

Regardless of the contractor used, it’s important for a property manager to screen them carefully for insurance and licensure. A good property manager will have connections with reliable service providers and can often get better rates by referring business to them.

It’s also important for the property management company to make sure that they are reading through invoices and repair bills with a fine-tooth comb. Ideally, they should be asking the rental owner to sign off on any repairs over a certain dollar amount or have the repair deducted from the rental owner’s reserve fund.


The accounting and financial statements that property management companies create are essential for ensuring that they’re managing resources effectively. These reports provide an accurate, standardized view of financial data for all parties involved in the process and can help them determine how to improve the efficiency of their operations and maximize profits.

Accounting and financial statements also allow property managers to identify and correct cash flow issues before they escalate. By analysing income, expenses, and rental payments, they can anticipate cash inflows and outflows to ensure that funds are available for timely payments. This helps to maintain healthy financial operations and minimises disruptions in business processes caused by late fees and rent payments.

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A key aspect of property management accounting is tracking and reporting deductible expenses, which can significantly reduce a company’s tax bill at the end of the year. Property management accounting software can help to automate this process and make it easier to identify expenses that can be claimed as a deduction.

Another important aspect of property management accounting is creating and interpreting revenue statements. These statements are typically prepared monthly, quarterly, or annually and provide information on the amount of revenue a company has received in a specific period. They can be broken down by categories such as capital and property management fees, rent, insurance, and other operating expenses.

Finally, property management accounting also includes creating and preparing an accounts payable report. This document details the amounts that a property management company owes to vendors for goods and services. By examining this report regularly, property owners can ensure that all invoices are being paid on time and that the company is not accumulating too much debt.

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