Before signing a management agreement, ask each company the same seven questions—and request written answers. You need to know who is accountable, what the full service costs, how property issues are handled, and what information you will receive. Use the checklist below to compare proposals for your Harrisburg rental or apartment building.
1. What would you change about this specific property?
Ask the manager to discuss your address, unit type, condition, lease status, utilities, parking, and nearby competing rentals. A useful answer explains what they need to inspect or verify before recommending a rent or operating plan.
For an occupied building, ask which leases, ledgers, deposit records, and open maintenance items they need to review. For a vacant unit, ask what could prevent a successful move-in.
2. What is the full cost over a year?
Request the management agreement and complete fee schedule. Compare the same assumptions: rent, vacancy, new leasing, renewals, inspections, maintenance coordination, and any setup or termination costs.
- Monthly management fee and when it applies
- Leasing and renewal fees
- Inspection and project charges
- Maintenance markups and authorization limits
- Vacancy, setup, technology, and exit terms
3. Who is responsible after I sign?
Ask for the day-to-day point of contact, the escalation process, and how owner decisions are documented. Clarify how you and residents report problems and what happens outside normal business hours.
Have each manager describe what is included in their scope and what remains your responsibility as the owner.
4. How are vacancies and applications handled?
Ask how the property is prepared, advertised, shown, and reviewed when it is not attracting interest. Request an explanation of the company’s written applicant-review process and consistent decision criteria.
Avoid judging a manager only by a promised asking rent. Ask what comparable properties and condition assumptions support the recommendation.
5. How will I approve and track repairs?
Ask how requests are prioritized, who selects vendors, what approval limit applies, how urgent work is handled, and what documentation you receive.
For a multifamily building, discuss repeated repair issues, unit-turn planning, common-area work, and how larger projects are kept separate from routine maintenance.
6. What will my owner reports actually show?
Request a redacted sample statement and a walk-through of the owner portal. You should understand collected rent, charges, expenses, unpaid balances, and the information used to make the next operating decision.
Ask how often reporting is provided and who can explain an unexpected charge or balance.
7. How does onboarding—and leaving—work?
Review the transition schedule before committing to a start date. Ask how records, keys, resident contacts, vendor relationships, and financial responsibilities move between parties.
Read the termination and notice provisions in your current agreement and the proposed new agreement. Resolve any questions before instructing a manager to make changes.
- Confirm the agreement and authorized start date
- Reconcile leases, deposits, ledgers, and open issues
- Agree on resident and vendor communication
- Set the first reporting and review date
Use one comparison sheet for every proposal
Create columns for Company, Total fees, Leasing process, Maintenance approvals, Named contact, Reporting, and Transition terms. Record the written answers and mark anything still unclear.
Clavis can review your Harrisburg property, unit count, and current situation with you. Start with a free property review, then compare the proposed scope against the same checklist.