A property manager handles work between you, tenants and contractors. Compare the services, fees, repair approvals and updates you will receive.
Use the questions below to check how each company handles leasing, repairs, rent records, reports and the management agreement.
List the services you need
Describe the property, its tenants, known repairs and the decisions you want to keep. Do you need a tenant, ongoing management or help getting a vacant home ready? Ask for a quote that covers those tasks.
List the outcomes that matter: accountable answering questions, documented screening, reliable rent collection and records, timely arranging repairs, property checks and owner reporting. Mark which services are essential and which can be optional. This prevents two very different packages from appearing comparable because both use the phrase "full service."
Ask about Ottawa rental experience
Ask how the company handles properties in your specific area, including showing coverage, after-hours response and trade availability. Local knowledge should appear in practical answers about commute patterns, property type, seasonal preparation and likely renter questions, not in unsupported claims about being the market leader.
Ottawa also has municipal rental-housing and property-standards requirements alongside provincial rules. Ask how the manager records tenant service requests, communicates required information and escalates property issues. A strong answer names the process and responsible role rather than saying everything is "taken care of."
Examine marketing and tenant selection
Ask to see a sample listing and photos. How does the company recommend the asking rent, track questions, run showings and update you? Ads should show the home and rental terms accurately, without made-up deadlines.
Ask how the company checks applications, gets consent and protects personal records. Ontario human rights requirements apply to ads and tenant selection. Use consistent criteria without discrimination. Personal guesses, prohibited preferences and rigid rent-to-income cutoffs do not replace a fair review.
Follow a maintenance request from start to finish
Ask who receives routine and emergency requests, how urgency is assessed, when the owner is contacted, who can approve spending and how tenants receive updates. Find out whether the company uses internal staff, independent contractors or both, and how invoices and completion evidence are provided.
Discuss preventive checks, winter issues and access to occupied units. Ontario law limits when and how a landlord or agent may enter. A manager should have a documented notice and entry process, preserve records, and distinguish emergencies from routine work.
Compare reporting, money handling and communication
Ask to see a sample owner statement with private details removed. Confirm the reporting cycle, how rent receipts and expenses appear, what documents can be downloaded and who answers accounting questions. Understand how owner funds, reserves, unpaid rent and contractor invoices are handled under the proposed agreement.
Set expectations for response channels and decision times. Determine who your regular contact is, who covers absences and when a matter is escalated. A portal can be useful, but it does not replace clear accountability or a person who can explain what happened.
Read the whole management agreement
Compare the main fee and charges for leasing, renewals, inspections, repairs, admin work and cancellation. Read the contract length, notice to end it, return of records, spending limits, insurance requirements and clauses about who pays for claims or losses.
Check that the written agreement matches what you were told. Ask for unclear terms to be explained, and have an Ontario lawyer review terms you do not understand. Ask for references and an explanation of how the work is handled.
- Exact included and excluded services
- Named contacts and escalation path
- Approval limits and emergency authority
- Reporting schedule and sample documents
- All fees, term, renewal and exit requirements
- Record ownership and handover process
