Property Management Proposal

Prepared For: [[Owner / Investor Full Name or Entity]]
Portfolio: [[Brief Description, e.g., 12-unit multifamily portfolio in [[City]], [[State]] / Single-family rental homes across [[Metro Area]]]]
Prepared By: [[Property Manager / Brokerage Full Name]]
Proposal Date: [[Proposal Date]]
Valid Through: [[Expiration Date, typically 30, 60 days]]

Dear [[Owner First Name or "Valued Owner"]],

Thank you for the opportunity to present this proposal for professional property management services. We understand that owning and operating residential (or commercial) real estate involves significant time, regulatory complexity, tenant issues, maintenance coordination, and financial oversight. Our goal is to relieve you of the day-to-day burden while protecting and growing the value of your investment through disciplined operations, clear communication, and strict compliance with all applicable laws.

This proposal outlines our recommended scope of services, transparent fee structure, performance standards, and the process for getting started. All representations herein are made in good faith and are subject to the specific terms of a formal Property Management Agreement to be executed upon acceptance., -

1. Understanding Your Needs and Pain Points

Based on our discussions and the information you provided, the key challenges you are seeking to address include:

• [[e.g., Excessive time spent on tenant calls, maintenance coordination, and chasing late rent]]
• [[e.g., Inconsistent or delayed financial reporting and difficulty tracking expenses across multiple properties]]
• [[e.g., High turnover and vacancy periods that reduce net operating income]]
• [[e.g., Concerns about fair housing compliance and proper documentation for evictions or deposit returns]]
• [[e.g., Lack of proactive maintenance leading to deferred capital needs and tenant complaints]]
• [[e.g., Difficulty screening quality tenants and high incidence of problem tenancies]]

We have designed our service package to directly target these issues with measurable processes and accountability., -

2. Proposed Scope of Services

We propose to provide comprehensive, full-service property management including the following core functions:

Leasing and Marketing
1. Professional photography, copywriting, and syndication of listings across major portals, MLS (where permitted by license), and our network.
2. Tenant screening using credit, criminal background, eviction history, income verification, and reference checks in full compliance with the Fair Housing Act (42 U.S.C. § 3604) and applicable state and local fair housing laws.
3. Lease preparation, negotiation within Owner-approved parameters, and execution using compliant forms.
4. Coordination of move-in inspections, key handover, and tenant orientation.

Rent Collection and Delinquency Management
1. Collection of rent and all additional charges via multiple convenient methods.
2. Systematic late notices, payment plans where appropriate, and coordination of legal eviction proceedings through qualified counsel when necessary.
3. Application of security deposits only in accordance with state law and with full itemized accounting.

Maintenance and Property Care
1. 24/7 emergency maintenance line with response protocols.
2. Routine work order management using our vetted, licensed, and insured vendor network.
3. Owner pre-approval thresholds for non-emergency work (typically $[[500, 1,000]] per occurrence unless otherwise directed).
4. Seasonal inspections, preventive maintenance scheduling, and capital needs forecasting.
5. Oversight of unit turns to minimize vacancy loss and ensure market-ready condition.

Financial Management and Reporting
1. Receipt and disbursement of all funds through dedicated trust accounts.
2. Monthly owner statements with detailed income, expense, and variance reporting.
3. Coordination of property taxes, insurance premiums, and mortgage payments (when authorized).
4. Year-end tax reporting support (1099s, operating summaries).

Compliance and Risk Management
1. Full adherence to federal, state, and local landlord-tenant law, including security deposit rules, notice requirements, and habitability standards.
2. Lead-based paint, mold, and other required disclosures.
3. Fair housing training for all staff and strict non-discrimination policies.
4. Proper handling of reasonable accommodation and modification requests.

Owner Communication and Portal Access
1. Dedicated owner portal for real-time rent rolls, work orders, documents, and financials.
2. Proactive monthly summary calls or emails plus 24-hour response to non-emergency inquiries., -

3. Fee Structure (Transparent and Competitive)

All fees are clearly disclosed below. No hidden markups unless explicitly stated and pre-approved.

We do not charge for routine phone calls, emails, or standard reporting. Application fees and certain tenant-paid charges may be retained by Manager as disclosed in the lease and permitted by law., -

4. Performance Standards and Metrics

We commit to the following measurable performance targets (reviewed quarterly with Owner):

• Occupancy Target: Average physical occupancy of [[95%]] or higher across the portfolio (excluding units undergoing approved capital work).
• Average Days on Market (New Leases): [[18]] days or less from listing to executed lease (market conditions permitting).
• Rent Collection: [[98%]] of rent collected within 5 days of due date on average.
• Work Order Response: Emergency issues addressed within [[4]] hours; routine non-emergency within [[48]] hours.
• Owner Response Time: All non-emergency owner inquiries acknowledged within one business day; substantive response within [[2]] business days.
• Tenant Satisfaction: Target [[4.5]] / 5.0 average on post-service surveys (or equivalent metric).
• Turnover Cost Control: Average make-ready cost per unit not to exceed [[$X,XXX]] without Owner approval of scope.

We will provide a quarterly scorecard comparing actual performance against these targets., -

5. Reporting, Communication SLAs, and Technology

Monthly Package (delivered by the [[10th, 15th]] of each month):
- Rent roll with delinquency aging
- Income and expense statement (actual vs. budget if provided)
- Cash reconciliation and owner distribution summary
- Work order log and status
- Key performance highlights and issues

Owner Portal Features:
- 24/7 access to current financials, documents, leases, and photos
- Online approval workflow for maintenance and leasing decisions
- Automated alerts for vacancies, delinquencies, and expiring leases

Communication Commitments:
- Dedicated account manager for your portfolio.
- Monthly summary call or email (frequency can be adjusted).
- Emergency line answered 24/7 with escalation protocol to on-call supervisor.
- Quarterly business review meeting (in-person or video) to discuss performance, market conditions, and recommendations., -

6. Our Team, Licensing, and Track Record

[[Manager / Brokerage Name]] is a [[full-service / boutique]] property management firm specializing in [[residential multifamily / single-family / mixed commercial]] assets. We currently manage approximately [[X,XXX]] units / doors across [[markets]].

Key Credentials:
- Licensed real estate broker in [[State(s)]], License #[ [Number] ]
- IREM CPM® designation held by principal(s) / team members
- Members of National Association of Realtors (NAR) and local apartment associations
- Staff trained in fair housing, landlord-tenant law, and customer service best practices

Illustrative Performance (last 12 months across managed portfolio):
- Average occupancy: [[96.2%]]
- Average tenant retention / renewal rate: [[72%]]
- Net operating income growth for stabilized assets under management: [[X%]] year-over-year (where Owner approved rent adjustments and capital)

References and a current client list are available upon request. We encourage you to speak with current owners about their experience., -

7. Onboarding Process (Typical 30, 45 Day Transition)

1. Week 1: Execute Property Management Agreement; collect keys, leases, financial history, vendor contacts, and owner directives.
2. Week 1, 2: Full property inspections and condition reports; update rent rolls and tenant ledgers in our system.
3. Week 2, 3: Notify tenants of management change per state requirements; set up portal access and payment methods.
4. Week 3, 4: Transition of security deposits (with ledgers and bank confirmation); establish new vendor accounts and emergency protocols.
5. Ongoing: First full monthly statement delivered on schedule; initial owner review meeting.

We handle the vast majority of the administrative lift so Owner experiences minimal disruption., -

8. Proposed Terms and Cancellation

Term: Initial 12-month term with automatic month-to-month renewal thereafter unless terminated.

Termination: Either party may terminate with [[30 / 60]] days' written notice. Upon termination, we deliver all records, funds, keys, and a final accounting within 10, 15 business days. No long-term lock-in or early termination penalty (beyond accrued fees) applies.

Termination for Convenience by Owner: Full cooperation during transition; final management fee prorated to last day of service.

All terms above are subject to the detailed provisions of the formal Property Management Agreement, which will govern the relationship and supersede this proposal., -

9. Next Steps and Acceptance

We are confident that [[Manager Name]] can deliver the professional, transparent, and results-oriented management you are seeking. To move forward:

1. Review this proposal and the attached sample Property Management Agreement.
2. Schedule a call to discuss any questions or customizations (fee structure, scope, thresholds, reporting frequency).
3. Sign the formal Agreement and provide the onboarding package.

We look forward to partnering with you to protect and maximize the performance of your real estate assets.

Respectfully submitted,

___________________________________
[[Manager / Broker Authorized Signatory Name]]
[[Title, e.g., Broker / CPM / Principal]]
[[Manager Company Name]]
Phone: [[Phone]] | Email: [[Email]]
Broker License: [[State and Number]]

Acceptance (Optional, sign to indicate intent to proceed to formal agreement):

Owner Signature: ______________________________ Date: ___________

Print Name: [[Owner Name]], -

*This Property Management Proposal is a pre-contractual solicitation document. It is intended to accurately describe services, fees, and credentials. All information is believed to be current and correct as of the proposal date but is subject to verification and the terms of the final executed agreement. No representation herein creates a binding obligation until a formal Property Management Agreement is signed by both parties. Manager is licensed where required. Compliance with the Fair Housing Act and all applicable state consumer protection and real estate licensing laws is mandatory. Fee disclosures are complete. References to IREM, NAR, or other designations are for informational purposes. This is not legal, tax, or financial advice. Verify all claims and engage qualified counsel as needed. Current as of June 2026.*, -

Appendix, Sample Metrics Dashboard (Illustrative)

(Actual dashboard provided monthly via portal.)