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Real Estate & Property · FREE PREPARATION PACK
Property management scope and proposal comparison worksheet
A property management proposal is easier to evaluate when the portfolio, current status, owner priorities, decision authority, communications, and requested responsibilities are clear. This helpful preparation resource from PickYourPro.ai helps owners create a consistent service brief, ask practical operating questions, and compare proposals against the same management scope.
Download free PDF ↓Ready for proposals? Start a request ↗
This is a service-planning worksheet, not landlord-tenant, fair-housing, lease, screening, notice, deposit, licensing, accounting, insurance, tax, or legal advice. Requirements vary by property and location. Ask qualified professionals and the appropriate local authorities to review compliance, documents, financial handling, and legal responsibilities for your portfolio.
START HERE
How to use this resource
Describe the properties and why you are considering management help. Separate leasing, routine management, maintenance coordination, reporting, and after-hours responsibilities instead of relying on a package name. Give each provider the same current-status and owner-approval information, then ask for a complete responsibility schedule, fee schedule, communication plan, transition process, and written exclusions.
Open the PDF in a form-capable viewer, save a copy, then fill it in. Reopen your saved copy to check your answers. You can also print the blank pages and write by hand. Your answers are not submitted to PickYourPro.ai.
MAP MANAGEMENT RESPONSIBILITIES
Separate ongoing work, one-time transitions, and owner decisions.
SET APPROVALS AND COMMUNICATION
Tick only what is documented or ready to discuss.
QUESTIONS FOR THE MANAGER
Record how this provider would operate, communicate, and document the engagement.
COMPARE THE SAME MANAGEMENT SCOPE
Use A and B in every box. Clarify differences before choosing.
USE IT RIGHT NOW
Property Management preparation checklist
- List each property type, general location, unit count, occupancy status, and current management arrangement.
- Write the owner goals, recurring concerns, communication preferences, and reason for considering a change.
- Separate leasing-only work from ongoing management, renewals, inspections, maintenance coordination, and reporting.
- Define which decisions the manager may make and which require owner approval or another professional.
- Ask who communicates with occupants, applicants, vendors, associations, insurers, accountants, and the owner.
- Request a complete written fee schedule tied to specific responsibilities, events, and optional services.
- Clarify transition records, account access, keys, property documents, vendor information, and closeout responsibilities.
- Compare the same portfolio, authority, service scope, reporting, exclusions, and written terms.
Questions to ask a property manager
- How will you document the portfolio, current status, owner goals, and exact management responsibilities?
- Which leasing, renewal, communication, inspection, maintenance, vendor, emergency, and reporting tasks are included or excluded?
- What decisions can your team make, what requires owner approval, and how are exceptions documented?
- Who is my day-to-day contact, who handles after-hours matters, and how are activity and unresolved issues reported?
- How does your complete fee schedule connect to the services, transactions, vendors, transitions, and optional work described?
- How do you address property- and location-specific licensing, fair-housing, lease, financial, recordkeeping, and other compliance responsibilities?
Write down the answers and any exclusions. If two proposals describe different work, clarify the difference before comparing their totals. Leave unanswered points blank until the professional confirms them.
A CLEARER NEXT STEP
Ready to hear from pros?
Create an account on PickYourPro.ai and start a property management request. Share the portfolio, current status, owner priorities, requested responsibilities, approval preferences, and reporting needs so participating pros can compete for your business with proposals. Compare management scope, communications, fee schedules, written terms, and fit.
Start a new request ↗Participation and availability vary. A portfolio review and planning conversation may be needed before a final management proposal.
Keep the useful part.
The worksheets are free to use whether you hire through PickYourPro.ai or elsewhere. No account is needed to download them.
Download the five-page pack ↓One request. Every pro’s best offer.
More help with your next step
Official references and scope
These are original planning prompts, with AI assistance, prepared by PickYourPro.ai. Official links checked October 9, 2026. This pack has not been independently reviewed by a licensed specialist.
- U.S. Department of Housing and Urban Development: Fair Housing Rights and Obligations ↗
Official federal fair-housing information supporting careful questions about a manager's policies, training, and responsibilities. This worksheet does not interpret the law or determine requirements for a particular property or location.
Linked organizations do not endorse PickYourPro.ai. Report a correction.