Top 15 Critical Questions to Ask a Property Manager Before Hiring

Choosing the right property manager for your rental property isn’t something you should rush. You’re essentially handing over your entire investment to someone you’ve never worked with before and that decision can make or break your rental income stream. Questions to ask property managers before hiring them will reveal whether they’re truly capable of protecting your property and maximizing your returns.

I’ve been in the property management industry in Oklahoma for 20 years, and I’ve seen landlords make costly mistakes by not asking the right questions upfront. That’s why I’ve put together these 15 critical questions based on real experience managing properties across Oklahoma. These aren’t just generic interview questions; they’re the specific inquiries that separate professional property managers from those who’ll leave you dealing with constant headaches. Whether you’re considering your first property management company or switching from your current provider, these questions will help you make an informed decision that protects your investment.

What Questions to Ask Property Managers Before Hiring?

As a landlord, finding the right property management company to manage your rental properties requires more than just comparing fees. You need to dig deeper into their operations, experience, and how they’ll handle your specific property. Below are 15 essential questions that will help you evaluate potential property managers and avoid costly mistakes down the road.

1. How Long Have You Been Managing Rentals for Your Clients?

Experience is everything in the property management business. When you ask about tenure, it’s the perfect opportunity to gauge whether a company has weathered different market conditions, handled challenging situations, and refined their processes over time.

Here’s why this question matters: A property management company that’s been in business for five years or more has encountered just about every scenario imaginable like emergency maintenance at 2 AM, difficult evictions, market downturns, you name it. They’ve learned what works and what doesn’t through real-world experience, not just theory. Hence, before learning about the pros and cons of hiring a property management company, verify they have proven experience protecting landlord investments.

What to listen for:

• Years managing single-family and small multifamily units
• Annual lease volume
• Eviction rate trends (target <2–3% with proper screening)
• Examples of challenges they’ve successfully handled.

2. What are the Advantages I have as an Owner?

This question reveals how much control you’ll keep over your own property. Some companies make all decisions without consulting you, while others call for every minor repair; neither extreme works well for you. When you hire a good property manager, the first thing any reputable company should do is conduct a comprehensive inspection of your property. They’ll document every detail like what’s working well, what needs immediate attention, and what improvements could maximize your rental income.

During your interview, ask specifically: “What’s your protocol for owner approval? At what dollar amount do you contact me before authorizing repairs?” If they can’t give you a clear, specific answer, that’s a red flag. Some companies don’t allow landlord involvement during the rental procedure at all; definitely something to avoid if you want to maintain control over major decisions.

3. How long is the Property Management Agreement for, and what are the Terms and Conditions?

This question clarifies contract length, cancellation policy, fees, legal responsibilities, and owner obligations. A clear agreement protects you from unexpected costs and compliance issues.

Most agreements run one year, but the critical question is: Can you cancel anytime without penalties? The best property management companies allow this because they’re confident you’ll stay due to excellent service; not because you’re contractually trapped. Never sign with a company that charges cancellation fees. They’re essentially admitting their service isn’t good enough to retain clients voluntarily. You’re the landlord; you shouldn’t be trapped in a bad relationship with your own property manager.

Review carefully the property management agreement:

• All fee structures (no hidden costs)
• Your rights vs. their responsibilities
• Vacancy period policies (do you pay fees when it’s empty?)
• The termination of property management agreement process.

4. What is the Vacancy Rate of Your Property and How stable are they in the Market?

Your vacancy rate directly impacts your rental income, so this question is critical for any landlord. Every day your property sits vacant, you’re losing money. A good property management company should track their vacancy rates closely and provide you with specific data; not vague estimates. They should lease your property within 30 days of hitting the market. According to NNCOR, vacancy rates should be between 5–8% to be considered good. There are different ways to determine the vacancy rate so you can get an exact idea of the property manager’s current market.

An experienced property management company should factor in the area, amenities, and current market conditions when pricing your rental. They should also have a proven system to lease apartments quickly; because the faster they fill vacancies, the more rental income you collect.

5. Are You a Licensed Property Management Company?

Licensing is not just a formality; it ensures the company complies with local regulations, understands landlord-tenant laws, and upholds professional standards. Without proper licensing, you’re exposing yourself to legal liability. For instance, in Oklahoma, property managers must hold an OREC broker license to manage rentals, collect rent, and advertise properties.

A licensed property management company carries proper insurance and follows regulatory standards that protect your investment. They understand health, safety, and environmental issues affecting tenants and real estate.

Hiring an unlicensed property manager can put you in legal trouble. If they violate fair housing laws, mishandle security deposits, or conduct illegal evictions, you’re ultimately responsible as the property owner. Also understand different ways to avoid embezzlement of rental property by working only with properly licensed and bonded companies.

6. How Many Rental Properties Do You Manage?

The number of properties under management can reveal much about a company’s capacity and expertise for your specific property type. Too few properties, say under 20; might mean they are inexperienced or have lost clients due to poor service. While new companies can be competent, you’re taking a big risk with your investment. Conversely, if they are managing hundreds of properties with a small staff, your property might not get adequate attention.

Not all management companies handle every property type well. Some specialise in single-family homes, while others focus on multi-family buildings or commercial properties. Hence, make sure they have proven experience with your specific property type.

For example, if you own a single-family rental, ask how many similar properties they manage. If you’re looking at houses for rent in Oklahoma, verify they understand that market segment.

7. What are the Property Management Fees and Costs?

Understanding the complete fee structure is essential for calculating your actual rental income. Some property managers seem affordable upfront but hit you with hidden fees that eat into your profits. A transparent company lists the fees with an exact dollar amount or percentage.

Most companies charge between 4% and 10% of your monthly gross rental income as their management fee. As a landlord, you want this fee based on rent received, not rent due because if your tenant doesn’t pay or the property sits vacant, you shouldn’t pay management fees for money you never collected.

Additional property management fees can include :
Tenant Screening and placement
Rental Property Maintenance
Advertising
Evictions
Tenant placement fee
Leasing fee

Learn about how much property managers charge to understand typical fee structures in your market. Always remember that the cheapest option isn’t always the best, but you deserve complete transparency about where your money goes.

8. How Does Your Maintenance Program Work?

Maintenance costs are typically your second-largest expense after mortgage payments, so understanding how a property manager handles repairs directly affects your profitability as a landlord. Some property management companies make most of their profit from maintenance by charging excessive hourly rates or marking up materials significantly. Others use maintenance as a loss leader to keep you as a client.

Here are the main items to pay attention to under this category:

1. What is Your Hourly Rate for Maintenance?

The average technician rate in central Oklahoma for example, is around $50 per hour, so you should stay under that. As of now, the OKC Home Realty Service charges an average hourly rate of $35 per hour.

2. Are your maintenance personnel contractors or on staff?

It is best to use both depending on the circumstances. For instance, if it is just regular maintenance, I send one of the staff technicians. If it’s something of a larger job, such as a total repaint, I’ll usually use a contractor who gives us a fixed bid. That tends to cost less for the owner overall.

3. Do you charge a markup on labor or materials?

Sometimes it makes sense to pay this, but we don’t charge it because we haven’t seen a good reason to charge for it.

9. In Which Service Area Do You Rent Out Properties?

It’s important your property manager is familiar with your local market area. A company unfamiliar with your property’s neighborhood can cost you money through poor pricing, slow leasing, and missed opportunities. According to Niguel Point Properties, properties managed by companies with local expertise lease faster on average than those managed by companies unfamiliar with the area. Oklahoma City managers like OKC Home Realty Services typically work across OKC, Edmond, Moore, Norman, Yukon, Mustang, and Midwest City.

Different neighborhoods have different rental markets, tenant expectations, and pricing dynamics. A property manager experienced in your specific area understands:

• Competitive rental rates for your neighborhood
• Target tenant demographics and where to market
• Local amenities that justify higher rents
• Neighborhood-specific challenges (school districts, crime rates, development plans)
• Reliable local contractors for maintenance needs.

10. Is there any way to Reduce Maintenance Costs?

This question separates property managers who prioritize your profitability from those who view maintenance as a profit center. According to the U.S. Department of Energy, preventive maintenance can reduce overall repair costs by 12-18%. So learn about property management services that prioritize cost efficiency while maintaining property standards.

I started out as a real estate investor, so our program is designed around keeping those costs down. If you were to ask me that question, here is how I would respond:

• Our average hourly rate is 20% less than the average hourly rate for a technician in our area.
• We use reliable contractors to provide fixed-cost bids on larger projects, such as repaints, flooring charge outs, countertops, etc.
• Our maintenance program is designed around avoiding big expenses by staying on top of routine maintenance for items like heat and air systems.

11. Is your Property Management Company Responsive?

Every property management company will claim they’re responsive, but as a landlord, you need to understand what “responsive” actually means to them and get it in writing. A responsive manager uses defined response-time standards, documented communication channels, and real-time updates. For example, a solid standard is responding to owner and tenant requests within one business day. This doesn’t mean every issue gets resolved immediately, but you deserve communication about how it’s being handled and what the timeline looks like.

According to National Association of Residential Property Managers standards, property managers should communicate regularly with landlords. Modern property managers should offer multiple ways to reach them; phone with actual people answering, email, online portals for non-urgent requests, and emergency hotlines for after-hours issues.

12. Does Your Company Conduct Home Inspections? How Often, and How Does That Work?

Regular home inspections are essential to maintain property condition and catch issues early. According to the National Apartment Association, regular inspections reduce major repair costs by an average of 35% by catching issues early. You should understand the detailed types of rental property inspections that protect your investment from preventable damage and tenant issues.

A comprehensive inspection program includes move-in inspections before tenants occupy your property, documenting everything with photos and detailed checklists. Properties should receive routine inspections at least annually, preferably every six months, checking overall condition, HVAC systems, plumbing, safety devices, and signs of lease violations.

When maintenance technicians visit for repairs, they should check additional items beyond the immediate work order; air filters, smoke alarms, general upkeep. This catches developing problems without requiring extra visits. Finally, thorough move-out inspections determine security deposit disposition and create make-ready checklists for the next tenant.

13. How Do You Screen Tenants?

Tenant quality is the single biggest factor affecting your success as a landlord. Tenant screening is a cornerstone of good property management to avoid costly evictions and unpaid rent. Bad tenants cost you thousands of dollars. Between lost rent, legal fees, property damage, and eviction costs, one problem tenant can wipe out an entire year’s profit.

Experienced property managers, including myself, have strict, documented screening criteria applied consistently to every applicant. I use credit, criminal, eviction history, income verification, rental history, employment verification, and risk scoring. I screen based on the following core criteria:

• Tenant’s verifiable income should be at least 3 times the monthly rent
• Run credit reports on every adult applicant
• No recent evictions ( than 3 years)
• Verified employment and rental history
• Credit report with payment-pattern analysis.

14. What Technology do you use to do your Job More Effectively?

Technology streamlines property management and improves service quality. Good property management software provides real-time access to your property’s financial performance, transparent accounting showing every dollar collected and spent, faster leasing through automated systems, better communication with you and your tenants, and efficient maintenance coordination.

According to Renting Well, property managers using comprehensive software platforms reduce vacancy times by an average of 12 days compared to those using basic or outdated systems; that’s nearly two weeks of additional rental income for you.

I use the following technologies to increase work efficiency and service quality:

• An overall property management database that works well is essential. I use Appfolio simply to help us be more efficient and give our owners and tenants a better user interface.
• I use Tenant Turner as a scheduling and follow-up tool for leasing. It also helps build up a waiting list for every property we have coming available for lease.

15. Can you send me a copy of your Property Management Agreement and Lease Sample?

This should be the easiest question to ask, but it’s one of the most revealing. A property manager’s willingness to provide these documents upfront tells you everything about their transparency and confidence in their terms. They provide sample agreements, explain each clause, and outline your obligations.

The property management agreement contains all the details about your business relationship, including fee structure, services provided, termination clauses, and liability requirements. The lease agreement is the contract between you and your tenants covering rent terms, security deposits, maintenance responsibilities, and lease violations. Reviewing these documents before hiring allows you to compare terms across different property managers, identify potential problems, have an attorney review if needed, and understand exactly what you’re agreeing to.

Hire the Best Property Management Services in Oklahoma

Asking the right questions before hiring a property manager protects your investment and ensures you partner with professionals who truly understand landlord needs. From verifying experience and licensing to understanding fee structures, maintenance programs, and tenant screening processes; these 15 questions separate exceptional property managers from those who’ll cost you money and headaches.

Don’t settle for property managers who can’t answer these questions clearly and confidently. At OKC Home Realty, we’ve built our reputation on protecting landlord investments throughout Oklahoma. Our proven systems maximise your rental income while minimizing your stress.

Ready to experience professional property management that puts your needs first? Contact us today!