How to Manage a Rental Property

Appfolio Websites • January 26, 2021

source:  Apartments.com


Becoming a landlord begins with buying property and is followed by tasks such as learning the laws, determining the cost of rent, and advertising your rental property. But what about managing your property? Being familiar with every aspect of your business is crucial to becoming a successful landlord, and a major part of that business is knowing how to manage your rental property. Whether you plan to manage your own property or hire a professional property manager, it’s important that you know how to manage tenants, maintain your property, and manage your finances.

DIY Management vs. Hiring a Property Manager

Being both the owner and manager of a property is known as DIY (do it yourself) management. As the landlord (owner) of your property, you will simultaneously manage tenants and maintain the property without any assistance from a professional property manager. Although property management is a job all its own and hiring a property manager is a terrific option, it’s entirely achievable to manage your own property. There are pros and cons to each situation:

Pros of DIY management

  • You’ll save money by not paying property management fees
  • You’ll have control over every aspect of the property
  • You can screen and select the right tenant yourself

Pros of hiring a property manager

  • They will make your life easier and lessen your stress when it comes to managing tenants and maintaining your property
  • They can help you get optimal return on your investment due to their knowledge of the rental market
  • Property managers may be better equipped for dealing with tenants, especially in sticky situations such as late rent payments

Cons of DIY management

  • Managing your own property takes a significant amount of time and effort
  • You may not be as up to date on local real estate laws as a professional property manager
  • You may not have a list of reliable, professional contacts for contractors, inspectors, landscapers, or a maintenance team

Cons of hiring a property manager

  • A property manager may be overwhelmed due to managing more than just your property and therefore not manage it as well as you would like
  • The property manager may be dishonest about how much they are charging for rent and maintenance, pocketing some of the extra funds themselves
  • Hiring a property manager may lessen your rental income due to property management fees

If the property you own is out of state, it may be in your best interest to have a property manager in the same location as your property. However, it is possible to own and manage the property from afar, as long as you make yourself available to tenants when they have questions or maintenance requests. If you are managing the property remotely, be sure to have professional, reliable contacts for various repairs that may arise with your property.

Managing Tenants

One of the most important aspects of managing a rental property, whether you’re doing it yourself or hiring a professional, is the ability to properly manage tenants. This includes:

Screening applicants and approving applications

Many issues can arise during a lease term, including property damage, late rent payments, or even an eviction. The best way to avoid any negative scenarios is to properly screen tenants. Tenant screenings should include a full background check, which pulls a tenant’s credit, rental history, employment history, and criminal history.

Scheduling move-ins and move-outs

Managing your tenants involves creating a legal lease document signed by both parties that states the tenant’s move-in and move-out dates. Knowing the exact date the tenant will be leaving the property (if they don’t renew their lease) allows you time to advertise your property as available so that you may find a new tenant. A manager will also deal with scheduling move-in and move-out inspections.

Keeping tenant turnover low

Although managing tenants doesn’t always end in long-term tenants or renewed leases, it’s important to make a tenant’s stay comfortable and pleasant. Having tenants renew their leases means less time spent advertising your property, screening new tenants, and scheduling move-ins and move-outs. Attracting long-term tenants and reducing tenant turnover is a great way to receive positive reviews and lessen your workload. 

Handling maintenance requests

The property manager will handle all maintenance requests. Whether your property is lined up with a professional maintenance team specially for your property or you hire outside vendors to get the work done, the property manager will schedule repairs based off of maintenance requests from tenants. Maintenance also refers to weekly, monthly, seasonal, and yearly tasks that are required by your state and local laws.

Maintaining Your Property

First and foremost, the property you own and manage must be habitable. To avoid any legal issues with tenants, it’s in the best interest of you, your tenants, your property, and your finances to maintain the property properly. Maintaining your property includes both interior and exterior features:

  • Regularly mow the lawn (if applicable) and maintain landscaping
  • Pest control (bi-weekly or monthly)
  • Check that fire extinguishers are up to code (yearly)
  • Test smoke and carbon monoxide detectors (yearly)
  • Clean the gutters (especially during the fall)
  • Inspect the roof for potential damage after storms
  • Trim tree limbs that hover over power lines, vehicles, or other structures
  • Check unit for water damage and leaks (once or twice a year)
  • Check for mold in bathrooms and kitchens (once or twice a year)
  • Change air filters (once or twice a year)
  • Flush your water heater (yearly)

Although we’ve provided an estimate of how often these maintenance tasks should be completed, how often you are required to do each of these items is dependent upon your state laws. Check your local laws on maintaining your rental property so you can create a timeline for yourself of what needs to be done and when. Keeping your property and everything in it in great shape is the best way to reduce tenant turnover.

Although there are requirements to keep a property habitable, you may also find that you want to upgrade your property every few years. Installing new flooring, appliances, fixtures, countertops, and windows are great options if you are interested in increasing the value of your rental property and your rental income

Financial Management

It’s crucial to have your finances in order as a landlord and property manager. The financial and accounting responsibilities of landlords/managers may include:

  • Researching and setting the cost of rent
  • Collecting rent, move-in fees, and late fees
  • Researching and communicating rent increases with tenants
  • Handling security deposits
  • Dealing with the cost of property damages
  • Filing taxes and taking account of all property expenses

Documents to keep on hand

Managing a property is more than approving a tenant and collecting rent each month, so if you intend to practice DIY property management, it’s important that you prepare yourself for the task at hand. Owning and managing properties requires a lot of paperwork as well. To stay organized, you can simplify the process by keeping the most important rental documents stored in a safe place (along with digital copies). These include:

  • The signed move-in/move-out checklist by both tenant and landlord/property manager
  • Rental applications
  • Tenant emergency contacts
  • Lease agreements
  • Addendums to the lease agreement
  • Property mortgage and improvements
  • Utility providers
  • Lease renewal letter template
  • Move-out letter

As a landlord, you have an important decision ahead of you: choosing to self-manage your property or hire a third party (a professional property manager). If you believe that you are the best person to manage tenants, maintain the property, and manage the finances, then hiring a professional property manager won’t be necessary. However, if you feel that the workload will overwhelm you and you’re not interested in taking it on as a full-time job, then hiring a pro is the best next step to ensure that everything is handled efficiently. If you need assistance with screening tenants, collecting rent, and lease signings, remember that Apartments.com Rental Tools are here for you!


Share this post

By The Lighter Side of Real Estate August 2, 2026
It’s common to look around your current home and wish for something better. More space. A different layout. A better location. Fewer compromises. That feeling doesn’t mean there’s anything wrong with your home—or with you. Very few people live in a place that feels perfect forever, and it’s human nature to wonder whether a different home might make you happier. That’s why a recent article from Realtor.com about whether a new home can make you happier can feel a little…conflicting. On one hand, it suggests that buying a new home could increase happiness. On the other hand, it says it might not. It’s an honest take, but it doesn’t really help much. The reality is, there’s rarely a definitive answer. True happiness usually runs deeper than square footage, finishes, or a new address. But if you’re hoping for some real clarity about whether buying a new home will actually make you happier, there may be a place to look for answers that most people don’t initially think to turn to… Most People Start by Venting to Friends, family…and ChatGPT When people start wondering whether a new home would actually make them happier, they usually don’t start by talking to a real estate professional. They start by bouncing it off of the people (and tools) they have in their day-to-day lives, such as: Friends , who know your personality, your habits, and the things you’ve been venting about for years Family members , especially if you’re close-knit—or if they’re providing financial help and feel entitled to weigh in A significant other , since any move will likely impact their life (and happiness) as well ChatGPT and other online tools , are increasingly being used to run scenarios, compare options, or talk through pros and cons Even a therapist , where big life decisions like housing naturally come up Each of these can be genuinely helpful—and in many cases, necessary—to make a thoughtful decision. The problem is that taken together, they can also make the decision more confusing than clarifying. Friends and family often filter advice through their own experiences, regrets, or wins Loved ones may unintentionally project fears or expectations that don’t fully apply to your situation Therapists can help you understand how you feel, but not whether a specific home or market reality actually makes sense Technology can explain concepts, but it doesn’t know your local market, what’s truly available, or which trade-offs are realistic All of these perspectives may help you sort through what you think will make you happy. What they tend to lack, however, is true insight into real estate itself. But Very Few Think to Confide in a Real Estate Agent For many buyers, real estate agents are still viewed through a pretty narrow lens. They’re seen as the person who schedules showings, unlocks doors, writes up paperwork, and—if you’re being cynical—tries to get a deal done as quickly as possible. That perception isn’t entirely surprising, since much of an agent’s work happens behind the scenes. But the truth is, good agents bring far more to the table than they’re usually given credit for—and in many cases, more than they’re ever paid for. Of course, they handle the things most people envision: showing houses, marketing listings, negotiations, inspections, managing timelines, contracts, and all the moving pieces that make a transaction actually happen. But those are just the baseline skills. The real value often lies in what agents learn and refine over years of working with people, not just properties. They’ve watched buyers chase homes they thought would make them happier, but didn’t deliver long-term satisfaction. They’ve helped others find unexpected joy in homes they initially overlooked. They’ve seen decisions driven by emotion work out beautifully—and others unravel under the weight of unrealistic expectations. That experience gives them context that no article, algorithm, or well-meaning friend can replicate. Over time, many agents also develop a set of soft skills that rarely get discussed. They often become an unofficial mix of trusted real estate expert, confidant, sounding board, and—at times—something closer to family. Someone their clients turn to for an uncommon blend of personal perspective and professional insight, wrapped into one relationship. The Sooner You Loop in an Agent, the Clearer the Decision Becomes If you find yourself casually saying things like “If only we had a bigger kitchen,” or “I wish this house had a better layout,” or even half-joking with a friend about how much happier you’d be in a different home, it probably doesn’t feel like a moment that calls for looping in a real estate agent. But that’s actually when bringing an agent into the conversation can be most valuable! A good agent can help you sort through those early thoughts before you make an entirely emotional decision to move forward, or do nothing and cope with a feeling of unhappiness. That doesn’t mean your agent should entirely replace the advice of friends and family, but you should definitely consider adding them in as an objective advisor who also understands the emotional side of the conversation. The Takeaway: It’s completely normal to feel like a new home might make you happier—and sometimes, it really does. That’s why most people start by running their thoughts and feelings by trusted friends, family, or their significant other. Those conversations matter and can be genuinely helpful. But many buyers wait to involve a real estate agent until they’ve already made a firm decision to buy, when in reality, looping one in earlier can be far more valuable. A trusted agent can act as a confidant and objective advisor, helping you sort through emotions, expectations, and real-world possibilities. That early clarity can make all the difference between a move driven by hope alone and one that truly supports long-term happiness.
By The Lighter Side of Real Estate July 31, 2026
When people talk about why they’re not sure they can buy a home yet, they usually point to the obvious things. Prices feel high. Interest rates aren’t what they used to be. It sounds like every decent house has ten offers by Sunday night. All of that is real. And for some people, those factors genuinely do make buying unrealistic. But for a lot of first-time buyers, there’s something sitting just below the surface that they may not even be able to pinpoint themselves: the fear of getting pre-approved for a mortgage. On paper, getting pre-approved is simple. It doesn’t usually take that long. And within the real estate world, it’s treated as a basic first step — something buyers are somehow supposed to just know they should do before they even scroll through the photos of a listing online. What doesn’t get talked about nearly enough is how emotionally loaded that step can feel if you’ve never done it before. Because at a gut level, getting pre-approved can feel like asking a stranger to decide whether you’re worthy of buying a home at all — and if you are, how much you’re allowed to spend. For some people, that brings up anxiety, self-doubt, embarrassment, or a quiet fear of being told “no.” So if you’ve been thinking about buying your first home but keep finding reasons to delay that first step, it might not be about the market at all. It might simply be fear of the answer. The good news is you’re not the only person who feels this way — and with a little perspective, that first step is usually far easier and far less painful than it seems. Why Agents Often Don’t Realize How Scary It Can Feel Real estate agents ask prospective buyers whether they’re pre-approved early on in the process for practical reasons. They’ve seen deals fall apart because a buyer wasn’t financially prepared. They’ve watched people fall in love with homes they couldn’t actually buy. They know sellers take offers more seriously when a lender is already involved. And because agents live in this world every day, it’s easy for them to forget how intimidating that step can feel to someone doing it for the first time. To an agent, calling a lender is routine. To a buyer, it can feel like walking into a test they didn’t study for. None of this means agents are being dismissive or uncaring. Most simply don’t realize that what feels like a small, obvious step to them can feel enormous to someone else. That said, there’s no real way around it. Unless you’re buying with a large amount of cash, getting pre-approved is part of the process. Why It Can Be Scary for First-Time Buyers Some of the fears around pre-approval are very concrete: Is my credit good enough? Do I have enough saved for a down payment? Wait, how much money should I even expect to have for a down payment? What if the amount I’m approved for doesn’t match what homes actually cost in my area? (Or that I actually like enough to buy…) Those are reasonable questions. They’re also questions a lender can usually answer fairly quickly, often with more flexibility than people expect. But there’s another layer to this that doesn’t get addressed as openly. It’s the uncomfortable feeling that comes with handing over your financial life to someone you don’t know yet. Bank statements, debts, income—it can feel exposing. And if money has ever been a source of stress, shame, or insecurity for you, that vulnerability can hit harder than you expect. Many first-time buyers quietly worry they’ll be talked down to, rushed, or made to feel naïve. Or worse, that they’ll be told they’re not ready in a way that feels final or personal. The truth is, a pre-approval conversation isn’t a verdict on your worth. It’s a snapshot. It’s information. And in many cases, even a “not yet” comes with a roadmap that shows you how to get there. How to Find a Lender Who Is Good With First-Timers To be fair, not all lenders are the same. Some are fantastic with first-time buyers. Others may be completely capable of helping any buyer through the process, but lack a certain touch many first-time buyers would appreciate. One of the best ways to find a lender who understands the human side of this process is through a real estate agent. Agents usually work with multiple lenders and know which ones are patient, educational, and supportive—and which ones are better suited for more experienced buyers. Just as important, a good agent doesn’t wait in the wings until you’re “ready” to buy a home. They can be a sounding board while you’re figuring things out. Someone who helps you frame questions, normalize your concerns, and take the pressure off that first call or email. In many cases, agents are doing this long before anyone is touring homes or signing contracts—and usually without charging you for their time or advice. They understand that buying a home isn’t just a transaction; it’s an emotional decision layered on top of a financial one. The right agent and lender don’t judge where you’re starting. They help you understand it. And sometimes, just knowing you’re not taking that first step alone is enough to make it feel manageable. The Takeaway: While many people think that the thing holding most first-time buyers back are housing prices, mortgage rates, and stiff competition, there is often something hidden below the surface getting in the way for some buyers. While agents often look at it as a quick, easy, and fairly painless process, it’s often a scary process for first-time buyers because it can feel like you’re being judged and deemed worthy or not of buying a house. The reality is that getting pre-approved isn’t a judgment or a final verdict on your future as a homeowner. It’s simply a starting point. It gives you clarity instead of guesswork, and information instead of assumptions. And even if the answer isn’t exactly what you hoped for, it almost always comes with guidance on how to move closer to where you want to be. A good agent can connect you with the right lender who can make the process feel far less intimidating by answering questions, setting expectations, and having empathy for what it feels like to be in your shoes.
By The Lighter Side of Real Estate July 29, 2026
People are turning to AI for just about anything you can think of: Trying to figure out if a strange symptom is worth a doctor’s visit Drafting a text they’ve been overthinking for three days Deciding whether that noise coming from their car is “normal” or “you should probably pull over immediately” Even asking how to handle awkward conversations, negotiate a salary, or plan out major life decisions So of course, it makes sense that people buying or selling a home would turn to AI at different stages of the process. And to be fair, it can be incredibly useful. It can give you a general sense of how the process works, help you understand terminology, and prepare you to ask better questions. Ideally, it helps make things smoother. More efficient. More informed. But that really hinges on whether it’s actually giving you accurate information, and whether that information is being interpreted correctly. That’s not to say that AI always gives wrong or even bad advice. But one thing it always gives is…confident advice. And sometimes, that confidence can be misplaced. When Everyone’s AI Answer Is “Right”… Things Can Go Wrong A recent story making the rounds is a perfect example of how this can play out in real life. According to NewsNation , well-known celebrity agent Ryan Serhant shared how a major deal nearly fell apart because both sides were turning to AI for guidance during negotiations. Basically, the seller asked if they were accepting too low of an offer, and AI confidently said yes. On the other hand, the buyer asked if they were paying too much. And, wouldn’t you know it, they were confidently told that they were in fact overpaying. That led to both sides wanting to cancel the contract. The agents involved were able to step in, help their respective clients understand the market data, and ultimately bring the parties back together to salvage the deal. And that’s becoming a more common role in today’s market. Agents are having to help people navigate situations where the challenge isn’t a lack of information… but rather being too certain about the information they are receiving. Very Few People Actually Trust AI, Yet Many Still Follow Its Advice A recent survey found that while only 16% of people say they trust AI “a great deal,” yet many still rely on its answers when making decisions. Even more interesting: 58% of people admit AI has influenced their opinions 32% don’t fully understand how it generates answers And despite all of these things, many people still rely on the confident-sounding answer from AI over a trusted, verified source That’s a tricky combination. Because if you don’t fully understand how something works, it becomes very hard to recognize when it might be wrong. And when the answer is delivered in a way that sounds authoritative, it’s easy to accept it at face value. AI Is the New Dad in the Room In a way, none of this is entirely new. Real estate agents have been navigating this dynamic for years, it just typically comes from different sources. For instance: The well-meaning buyer’s dad at the home inspection. A relative who “sold a lot of houses” in their life. (It was two. And they were in the 80s and 90s.) Their hair stylist who knows every house on the market in town. That’s just to name a few examples. There are plenty of other people with thoughts and opinions they want to share with someone who is in the middle of buying or selling a home. And, while they come in all shapes and sizes, the one thing they all have in common is that they are absolutely, 100% confident in the advice they give. Unfortunately, their perspective and advice is often wrong or outdated, which puts the agent in a tough spot because they have to gently untangle advice that sounds logical, but isn’t actually good advice. People are often speculating how many jobs AI will replace in the near future. Will it replace the well-meaning friend or family member soliciting advice to home buyers and sellers? Probably not. Most likely AI will just be added to the list of outside advice agents have to help their clients assess and decide whether it’s accurate or not. And that’s really what this all comes down to. By all means, use AI. Ask it questions. Get a feel for things. Explore different angles. And while you’re at it, hear out the thoughts and advice of friends, family, and even that random person who sounds incredibly confident in what they’re saying. There’s nothing wrong with gathering input. But at the end of the day, just make sure you have an agent you trust helping you weigh the confident-sounding advice… so you can make a confident decision of your own. The Takeaway: More and more people are turning to AI for advice, and when it comes to buying or selling a home, that’s no exception. It can be a helpful starting point, giving you a general understanding of the process and helping you feel more prepared. The challenge is that AI often delivers confident answers that can sound right… even when they don’t fully apply. That’s why having a trusted agent matters. Not just to provide information, but to help you interpret what you’re hearing from AI (or even a well-meaning friend or relative), filter out what doesn’t apply, and guide you toward decisions that actually work in your specific situation.
Show More