9 Tips for First-Time Rental Property Managers | Maid4Condos

9 Tips for First-Time Rental Property Managers

9 Tips for First-Time Rental Property Managers
September 27, 2023

Whether you are managing your own property, or are about to embark on your first job as a rental property manager, you want to enjoy success in your role. 

9 tips for first-time rental property managers

To help you overcome common challenges and excel as a rental property manager, use these nine tips from the professionals at Toronto’s premier cleaning company: Maid4Condos. 

1. Create a move-in/move-out routine

Rental properties experience a constant flow of incoming new tenants and outgoing old tenants. This process can create a backlog of issues that can make moving days stressful. 

Create a  move-in/move-out routine you can execute every time a tenant leaves so that you don’t miss anything and avoid bottlenecks. Your routine might include the following:

  • A pre-move unit inspection to ensure the current tenant has not caused costly damage.
  • A formal process to return tenant deposits or inform the tenant that their deposits will not be returned due to damage.
  • A post-move cleaning to ensure the unit is up to the proper standards to avoid new tenant dissatisfaction and complaints.
  • A formal process to replace the locks or update keycodes/fobs to keep the new tenants safe.
  • A formal process to ensure all repairs are made prior to the new tenants moving in.
  • Creating dated photos of the empty unit as a reference for the next tenant turnover.

2. Improve communication

Make it easy for tenants to contact you so that their concerns are addressed in a timely manner. Because tenant turnover is a major issue for rental property managers, you want to keep tenants as happy as possible. 

This will ensure you have regular income and don’t lose money on your investment (or the investment of your employers).

3. Review lease terms

Make sure you review the lease terms so, should anything come up, you can answer questions and ensure tenants are treated fairly. Part of your job as a property manager is to also be familiar with the landlord and tenant act to ensure you adhere to your legal obligations. 

You want to provide all requirements without hesitation and to the best of your abilities to avoid compliance issues. 

4. Get organized

Property managers often wear many hats, making it difficult to keep up with demand. Get organized using a calendar to track your duties and the types of tasks that must be attended to daily, weekly, monthly, and annually so nothing is missed. 

5. Find effective partners

Find effective partners who will make your life easier. For example, for the move-in/move-out process, work with a cleaning company in Toronto specializing in this procedure to ensure the units are always left in perfect condition. 

This makes life easier for yourself and your new tenants, creating a good first impression to help keep tenants happy

6. Be proactive

Don’t manage your property with a reactive approach. Instead, be proactive to help prevent and avoid issues. 

This includes communication with tenants, maintaining the building to keep it presentable and livable to encourage lease renewals, and creating long-lasting agreements with top-rated suppliers like janitorial services, carpet cleaners, handypersons, etc.

You should have agreements to maintain the following areas of the building:

  • HVAC
  • Elevators
  • Security
  • Parking lot repairs
  • Handyperson chores to address common issues
  • Landscapers to manage the lawn and garden for curb appeal
  • Common area janitorial services

All of these jobs contribute to a happier community.

7. Consider minor upgrades

Little fixes in between tenants can also go a long way in helping reduce tenant turnover. These can include simple things such as:

  • Painting the unit for each new tenant
  • Replacing light bulbs or installing modern light fixtures
  • Appliance maintenance or replacement if required
  • Professional carpet cleaning
  • Flooring repairs, polishing, or replacement
  • Repairing and replacing broken window screens
  • Replacing outdated kitchen cabinet knobs
  • Cabinet makeovers and/or new counters
  • New bathroom vanities and toilets
  • New faucets in the kitchen and bathroom
  • Updated unit locks

With each new tenant, the unit becomes more updated to improve its value. As a result, you are more likely to quickly find new tenants and increase the odds of them enjoying their new home and wanting to renew their lease.

These fixes are affordable and, when done gradually, are very manageable for any budget. The more upgrades you invest in, the higher quality tenants you attract and the more value you bring to them.

8. Leverage technology

Take advantage of technology to make your job and the lives of your tenants easier. For example, try the following:

  • A tenant portal to place maintenance requests streamlines the process and avoids back-and-forth calls between yourself and tenants. 
  • Automatic rent payments avoid the need to collect cheques.
  • Using different contact options for tenants to reach you such as texts, email, and the portal ensures everyone feels comfortable with your processes.  
  • E-newsletters help keep tenants up to date on maintenance plans such as elevator repairs.
  • Create social media accounts to keep in touch with tenants and foster a sense of community.
  • New unit locks using FOBs for easier entry, security, and key management reduce issues such as lost keys.

All of these steps help improve communication and decrease the time involved to process tenant-related information.

9. Create a unit cleaning checklist

Even if your tenants leave the unit sparkling clean, you still need to have professional cleaners come in just to be safe. 

When you hire cleaning services in Toronto, create a unit cleaning checklist that they can use to maintain the same high standards for each tenant. Your list should include the following:


  • Bathtub and shower enclosure
  • Inside, out, and behind the toilet
  • Lights, mirrors, sink, countertops
  • Vacuum ceiling fan cover
  • Light switches and door knobs
  • Vacuum/mop floors
  • Wipe baseboards and window ledges


  • Wipe light switches and door knobs
  • Vacuum/mop floors
  • Wipe baseboards and window ledges


  • Inside fridge and oven
  • Stove top and sink
  • Polish fridge front
  • Microwave (inside and out)
  • Backsplash, counter tops, and cupboard fronts
  • Wipe light switches and door knobs
  • Vacuum/mop floors
  • Wipe baseboards and window ledges
  • Wipe inside cabinets and drawers

Living and Dining Rooms

  • Wipe switches and door knobs
  • Vacuum/mop floors
  • Wipe baseboards and window ledges

Laundry Room

  • Clear air vent
  • Clear lint trap
  • Wipe washer and dryer
  • Clean floors

Call the Cleaning Professionals

As a property manager, your job is to ensure the building and units are maintained and that your tenants are happy. These tips will help you keep on top of your responsibilities and make your job and tenants’ lives easier. 

For a free quote on Maid4Condos’ rental cleaning services in Toronto, click here. You can also call us at 647-822-0601 or contact us online.

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