When property owners invest in another property, there are tons of things that they are responsible for.
The most important things that the property owner must take care of are the tenants and the properties.
However, when the owner has too many properties to deal with, or simply cannot deal with the sizeable workload, they turn to other means.
The most common course of action taken is to hire a property management company.
When a property owner decides to hire a property management company, or a new property manager, it is important that they make sure the tenants stay updated.
In this guide, we will be going over the proper way for owners to send a new property manager introduction letter to their tenants.
To begin, let's go over what new property manager introduction letters should contain and why they are so important.
What is a Property Manager Introduction Letter?
A property management introduction letter is essentially an introduction for the new property managers. The property manager letter will contain tons of information about the new property manager and will allow the tenant to know about any changes that will be occurring because of them.
These changes are mainly about the rental property itself as well as the lease. Usually, the new property management company has its own way of collecting rent payments, submitting maintenance requests, and being contacted. All of this information is vital for the tenant to know so it is important that they are informed in some kind of way.
So, hopefully, you can see now how important it is to notify tenants when property owners or landlords switch management companies. But, it can still be tricky to know exactly what to include in these letters. In the next section, we will be going over some of the most important things that should be included in a new property manager letter.
What to Include in a Property Manager Introduction Letter
There are a number of different things that should always be included in a property management letter. Some of these things depend on the current lease agreement but they are generally the same.
Some of the most common things that are included in these letters include:
- New Management Introduction
- New Management Company Contact Information and Details
- Specific Designated Person of Contact
- How to Pay Rent
- How to Submit Maintenance Requests
Below, we will be offering some more details as to how these things should be included in the letter. We will also be providing a template to make it very easy for you to write your very own introduction letter.
Also, before starting, it is important to stress in the letter that the original lease terms still stand. Since a shift in management can call for uncertainty, the landlord should inform the tenant that there will be no changes to the actual lease terms themselves.
So, let's look over some of the most important things that should be included in a new property manager introduction letter.
Property Management Company Introduction
The first thing that should be included in the property manager introduction letter is the new company itself. At the top of the letter, the writer should include basic information such as the name, address, and phone number of the new management.
Below that, the owner should put the date and their own information before starting with the bulk of the letter. Of course, just like with any letter, the body should begin with a greeting, such as "Dear tenant" or "Dear [Tenant Name]".
Property Management Company Contact Details
Next, the property owner should provide all of the contact details for the new property management company. Similar to a new landlord introduction, the tenant should be able to contact the new property manager in case of any questions or concerns about the property.
The tenant may also have some concerns about the lease agreement or about any maintenance issues. These should all be handled by the new property manager, so the tenant must have adequate contact information.
Rent Payment Information
Next up on the letter is a section on the rent payments. Since the rent is no longer going to be paid to the landlord, it is important that the tenants know exactly where they should be sending their payments.
For this reason, you should include the property manager's address in the letter. If another form of payment is used, like property management software or another payment app, it should be listed on the letter along with detailed instructions on how to get it started.
There should also be a brief statement notifying the tenant that all grace periods and late fees from the original lease agreement still stand.
Maintenance Request Information
After providing information on the rent payments, it is also important to provide information regarding maintenance requests. In this section, the owner should describe the entire process of submitting maintenance requests.
This is especially important when the process involves the use of third-party software. They should be provided some instructions on how to use this program to make sure that the tenant can report any issues when they arise.
After reading through this guide, it should not be too difficult to come up with your very own property manager introduction letter. However, for your convenience, we are providing you with the exact letter used in this guide.
And the best part, it's completely free.
Just visit DoorLoop's Resources Page to find a template for this letter among many others. Also, while you're there, check out DoorLoop's all-in-one property management solution to streamline your business today.