Owner Onboarding Checklist
Starting property management on the right foot requires the right information from the start. This checklist covers everything we need from you at onboarding to get your property set up correctly.
Keys, Access & Security Devices
All access devices must be provided at onboarding so we can coordinate showings, inspections, vendor access, and tenant move-in without delays.
Keys
- Minimum 3 sets of all door keys
- Mailbox key(s) if applicable
- Storage unit or garage keys
- Pool or amenity area keys/fobs
- Keys labeled by door (front, back, side)
Access Devices
- Garage door openers (minimum 2)
- Gate access codes or remotes
- Building FOBs or key cards if applicable
- Alarm system code and instructions
- Smart lock codes if applicable
Rekeying
- All locks should be rekeyed before new tenancy
- Confirm rekeying is completed or scheduled
- Provide confirmation to management once done
- Smart lock codes reset between tenants
HOA Information & Property Documents
If your property is governed by an HOA, we need this information before listing so we can manage the approval process correctly and communicate the rules to incoming tenants.
HOA Contact Information
- HOA management company name and contact
- HOA portal login or account number
- HOA rental application and approval process
- Move-in and move-out notification requirements
- Parking rules and vehicle registration process
HOA Rules & Restrictions
- Copy of HOA rules and regulations
- Pet restrictions or pet approval process
- Lease term minimums (some HOAs require 12 months)
- Noise, parking, or use restrictions
- Amenity access rules for tenants
Property Documents
- Prior lease agreements if applicable
- Property survey or floor plan if available
- Any existing vendor contracts or agreements
- Certificate of occupancy if applicable
- Pool or elevator inspection certificates if required
Utility Information & Vendor Contacts
Having this information on file allows us to coordinate maintenance, communicate utility transfer requirements to incoming tenants, and work with your trusted vendors.
Utility Providers
- Electric provider and account number
- Water and sewer provider
- Gas provider if applicable
- Internet / cable providers available
- Trash and recycling pickup day and provider
Preferred Vendors
- HVAC service company
- Plumber contact
- Electrician contact
- Lawn care or landscaping company
- Pool service company if applicable
Insurance & Mortgage
- Landlord insurance policy and provider
- Insurance agent contact information
- Mortgage company name if applicable
- Any flood zone or special coverage notes
- Confirm landlord policy is active for rental use
Appliance Information & Warranty Documentation
Appliance documentation helps our team handle maintenance issues faster and helps tenants understand what is included with the property.
Included Appliances
- List of all appliances included in the lease
- Make, model, and age of major appliances
- Refrigerator, stove, dishwasher, microwave
- Washer and dryer if included
- Confirm all appliances are in working order
Manuals & Warranties
- Appliance manuals for major units
- HVAC system manual and filter size
- Water heater age and warranty status
- Any active home warranty policy details
- Garage door opener manual
Special Systems
- Pool equipment manuals and service schedule
- Irrigation system zones and controller info
- Smart home devices and app access if applicable
- Solar panel system details if applicable
- Generator or backup power system if applicable
Not sure you have everything? Don't worry — our onboarding team will walk you through the process and let you know if anything is missing. The more information you provide upfront, the smoother the management experience.
Managing Rental Property Is More Than Collecting Rent
Onboarding is just the beginning. Once your property is rented, managing day-to-day operations, maintenance, compliance, inspections, and tenant communication becomes an ongoing commitment. We handle all of it so you don't have to.
Let's Talk About Your Property
Schedule a free consultation and let's review your property, your goals, and what it takes to get started with professional management.