New Customer Onboarding Checklist for Property Managers
In property management, your phone is your lifeline and your biggest distraction. Balancing a $3,000 tenant placement lead while a 2:00 AM pipe burst happens requires a professional onboarding system that ensures no owner or tenant feels ignored.
Initial Owner Lead & Intake
Required Documentation & Legal
On-Site Setup & Safety
Tenant & Communication Launch
Pro Tips
- 1.Always charge a flat 'onboarding fee' of $500 per property to cover the heavy administrative lift in the first 30 days.
- 2.Never accept a property without seeing the mechanical room first; an old boiler can eat your management fees in emergency call-outs.
- 3.Record a custom greeting for your AI receptionist that specifically asks tenants to state their unit number and the nature of their repair.
- 4.Set a 'no-call' block from 9 AM to 11 AM to focus on lease renewals and owner reports while SkipCalls handles incoming tenant questions.
- 5.Require all tenants to carry $100k in renter's insurance to avoid owner liability during accidental kitchen fires or tub overflows.
Frequently Asked Questions
What if a tenant has a flood at 3:00 AM?
Your onboarding documents should provide a clear emergency number. Using SkipCalls ensures that even at 3:00 AM, a professional voice answers, takes the details, and can escalate the call to you if it meets your emergency criteria.
How do I handle owners who call me five times a day?
Set expectations during onboarding. Tell them you provide a detailed report on the 10th of every month and use an AI receptionist to screen non-urgent calls so you can focus on managing their asset.
Is the tenant placement fee different from the management fee?
Yes. Usually, you charge one month's rent (around $1,500) to find and vet a tenant, plus a monthly management fee (around 10%) for ongoing service.
What happens if an owner doesn't have insurance?
Do not onboard the property. Without proper landlord liability insurance and being named as additionally insured, you are risking your entire business on their property.
Stop Missing New Property Leads While You're at Showings
Property managers lose thousands in recurring fees when they don't answer the phone. Use SkipCalls to answer every owner and tenant call 24/7 for just $19.99/month.
More Resources for Property Managers
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Business Hours Optimization
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Communication Checklists
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Complaint Handling Scripts
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Emergency Call Protocol
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Lead Response Templates
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Missed Call Cost Analysis
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No-Show Follow-Up Templates
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Phone Scripts
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Phone Setup Guide
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Pricing Inquiry Scripts
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Review & Referral Scripts
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Scheduling Tips
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Seasonal Call Guide
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Upselling & Cross-Selling Guide
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Voicemail Greetings
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