A property manager can find tenants, track rent, arrange repairs and inspect your rental. They also keep records and contact you when a decision needs your approval.
Your agreement lists what the manager handles. Use this guide to check the tasks, spending limits and reports you need.
Get the rental ready
Before advertising, a manager may check the condition, list repairs, collect property details and suggest rent based on similar current listings. You approve repairs and give accurate details about equipment, utilities and known issues.
The manager can arrange photos, write the listing, publish it and handle renter questions. The ad, answers and lease should agree on the home’s features, included spaces, available date and costs.
Handle inquiries, showings and applications
A manager can answer property questions, record leads, schedule access and conduct showings. The process should respect the current occupant, follow lawful entry requirements, and give each prospect accurate information. Follow-up patterns also give the owner useful feedback about price, condition or unclear terms.
For applicants, the manager can collect consented documents, contact references, obtain authorized credit information and apply written screening criteria. Selection must comply with the Ontario Human Rights Code and related rules. The manager should report a decision-ready summary without promoting discriminatory preferences.
Coordinate the lease and move-in
The manager may prepare Ontario's standard lease and lawful attachments, collect permitted deposits, arrange signatures, provide required information and coordinate key handover. Exact duties should be stated in the agreement, especially who signs as landlord or agent and where funds are held.
A documented move-in condition record gives all parties a common starting point. The manager can also confirm utility changes, insurance evidence when required, payment instructions and the correct channels for service requests and emergencies.
Track rent and report to owners
Ongoing services often include receiving rent, recording payments, following an established unpaid rent process, paying authorized expenses and preparing owner statements. Ask how exceptions, returned payments and formal notices are handled and when the owner is informed.
Good reporting connects each transaction to a property event or document. Owners should be able to review income, approved expenses, invoices and unresolved items. Tax reporting and accounting advice are separate professional services unless the agreement explicitly says otherwise.
Coordinate maintenance and property checks
A manager receives service requests, triages urgency, communicates with the tenant, obtains approval when required and dispatches appropriate trades. The manager should document the request, access, work, invoice and completion instead of treating a contractor booking as the end of the task.
Inspections can identify visible repair needs and record the condition. They do not replace specialist inspections. Entry to an occupied rental must follow Ontario rules, including notice requirements. Agree on emergency spending and after-hours procedures before they are needed.
Manage renewals, changes and move-out
As dates and circumstances change, a manager can monitor lawful notice requirements, discuss renewal or month-to-month status, coordinate approved rent changes, and keep contact and insurance records current. Legal decisions or disputes may need a licensed legal professional rather than ordinary management support.
At move-out, services may include communication, access, condition documentation, key return, account reconciliation and turnover planning. The next marketing cycle should use what was learned about repairs, renter questions and property performance.
