Free AI-generated property management proposal — tenant screening, rent collection, and maintenance coordination. Customize in 2 min, send as PDF or link.
Proposal from
Keystone Property Management
Prepared for
Robert & Linda Harmon
Residential Property Management — Single-Family Rental, Annual Agreement
Single-family home, 4 bed / 2 bath, approximately 1,950 sq ft. Current rent: $2,100/month. Scope covers tenant placement, lease execution, monthly rent collection, maintenance coordination, semi-annual property inspections, and owner disbursements. Vacancy management and re-leasing included at no additional placement fee for the first 12 months.
Tenant placement process: — Property listed on Zillow, Trulia, Apartments.com, and local MLS within 48 hours of vacancy — All applications processed within 2 business days — Background check: credit report, criminal history, nationwide eviction search — Screening criteria: 620+ credit score, gross income 3x monthly rent, no evictions within 5 years, verifiable rental or mortgage history — Lease drafted on state-compliant template, executed and countersigned digitally — Move-in inspection with photos documented in writing before key transfer Placement fee: one-half of one month's rent, billed at lease execution. Included in first-year agreement at no additional charge.
Rent collection: — Rent due 1st of month, 5-day grace period — Late fee ($75 or per lease terms) applied on day 6 and collected with rent — ACH disbursement to owner by the 10th of each month — Monthly owner statement with income, expenses, and maintenance activity Maintenance coordination: — Tenant repair requests accepted 24/7 via tenant portal — Routine repairs approved and dispatched without owner contact up to $250 materials — Repairs exceeding $250 quoted in writing before authorization — Emergency repairs (burst pipe, heat failure, lockout) dispatched immediately; owner notified same day — Licensed contractors from pre-approved vendor list; invoices attached to owner statements Inspections: — Move-in and move-out inspection with photo documentation — Semi-annual interior walkthrough (May and November); written report delivered within 5 business days — Lease renewal evaluation at 60 days before expiration; rent recommendation based on current market
Monthly management fee: 9% of collected rent ($189/month at current $2,100 rent) Vacancy management minimum: $85/month when unit is unoccupied Tenant placement fee: 50% of one month's rent (waived for first 12 months per this agreement) Semi-annual inspection: $95/inspection, billed at time of inspection Lease renewal: $150 flat fee, billed at lease execution Estimated annual cost (assuming 12 months occupied, 2 inspections, 1 renewal): $2,618 Maintenance materials billed at cost, no markup. Emergency after-hours dispatch: $0 coordination fee. Contractor invoices paid from owner reserve fund ($300 required at signing); replenished monthly as needed. Terms: Annual agreement, 60-day written notice to cancel. Net 15 on all invoices.
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Create Your Free AccountTenant screening criteria belong in the proposal, not buried in your intake process. List the exact standards you apply: minimum credit score (typically 600–650 for most markets), income-to-rent ratio (2.5x–3x monthly rent is standard), and how you handle prior evictions. Owners who know your screening process upfront have no basis for complaining when you decline an applicant. Owners who don't know get nervous every time you say no.
Percentage-of-rent fees look simple until vacancy hits. A 10% monthly management fee on a $1,800 rent is $180. When the unit sits empty for six weeks, that fee goes to zero — but your overhead doesn't. Consider a hybrid structure: percentage on collected rent plus a flat monthly minimum ($75–$100) during vacancy. Quote both options. Owners who understand the economics usually prefer the hybrid because it shows you're not incented to leave units empty.
Maintenance authorization limits need a dollar threshold in writing. Without one, you're calling the owner for a $90 faucet repair and they're annoyed you bothered them. With one, you're replacing a $600 water heater without authorization and they're furious. Standard practice: $200–$300 for routine repairs without prior approval, anything above gets a written quote before work starts. Put the exact number in the proposal so there's no ambiguity on a Saturday morning.
Rent collection cutoff dates and late fee enforcement must match what's in the lease — and what's in your proposal. If your lease says rent is due on the 1st and late fees apply on the 5th, your proposal needs to say you collect on the 1st, charge the late fee on the 5th, and initiate the notice process on day 10. Owners hire property managers to enforce the lease consistently. Spell out each step so they know you have a process, not a mood.
Annual inspection reports protect you and the owner. A walkthrough photo report twice a year documents property condition, catches deferred maintenance before it becomes a capital expense, and creates a paper trail if a tenant disputes a deposit deduction. Quote the inspection as a line item in your proposal — $75–$150 per inspection is standard. Owners who've been through a security deposit dispute without documentation will pay for this without negotiating.
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