What to Do If Your Property Manager Is Not Responsive

What to Do If Your Property Manager Is Not Responsive

As a landlord, dealing with a property manager who is unresponsive can be incredibly frustrating. You're paying for their service to manage your rental property efficiently, yet when issues arise, they seem to vanish. Whether it’s unanswered phone calls, ignored emails, or delays in addressing tenant concerns, an unresponsive property manager can cost you time, money, and peace of mind.

If this sounds familiar, you're not alone—and there are steps you can take to resolve the situation. Here’s a guide on what to do if your property manager isn’t pulling their weight and how you can take control of your rental property.

1. Assess the Situation and Document Everything

The first step is to take a step back and assess the severity of the situation. Is this an ongoing issue, or is the lack of response a one-off occurrence? Keep detailed records of all your communications and their response times—emails, texts, calls, and any written documentation. This will be helpful if you need to escalate the issue later.

What to Document:

• Dates and times of communication attempts
• The issues you're trying to resolve (e.g., late rent payments, maintenance requests)
• Any promises or commitments made by the property manager

Tip: Try to keep all communications in writing, so you have a clear record.

2. Attempt Direct Communication

Sometimes, property managers might be overwhelmed, busy, or dealing with unforeseen circumstances. Before jumping to conclusions, try to reach out one more time in a direct and professional manner. Call, email, or text them with a clear and concise message outlining the issue at hand and your expectations for a response.

Sample Message:

"Hi [Property Manager's Name], I’ve been trying to reach you regarding [specific issue]. Can you please get back to me by [date/time] with an update? I look forward to hearing from you."

Tip: Include a deadline for when you expect a response to encourage prompt action.

3. Review Your Management Contract

Your contract with the property management company may outline specific terms regarding their responsibilities and communication policies. Look for clauses related to response times, duties, and processes for resolving conflicts. Understanding your rights and their obligations is crucial before taking any further steps.

Key Contract Points to Look For:

• Response time requirements
• Responsibilities for maintenance and tenant concerns
• Grounds for terminating the contract

4. Escalate the Issue

If your attempts to communicate directly don’t yield results, consider escalating the situation. Reach out to the property management company's supervisor or owner if they are part of a larger firm. Express your concerns professionally, and explain how their lack of responsiveness is affecting your rental property.

5. Explore Termination Options

If your property manager continues to be unresponsive and you believe they are not fulfilling their contractual duties, you may have grounds to terminate your contract with them.

Before Terminating:

• Check your contract for any early termination fees or requirements (such as giving notice).
• Notify your tenants about the upcoming change and how it may affect them.
• Begin researching alternatives (such as hiring a new property manager or self-managing your rental).

6. Consider Self-Managing Your Rental Property

If you're consistently dissatisfied with property managers, it might be time to consider self-managing your rental property. While the idea may seem daunting at first, self-management offers several benefits:

• Complete control over how your property is managed
• Cost savings on property management fees
• Direct communication with your tenants, ensuring faster responses

With the right systems and support in place, self-managing your rental can be more straightforward than you think, and it often leads to greater tenant satisfaction and increased profitability.

7. Know When to Make a Change

If your property manager is unresponsive and it’s impacting your investment negatively, don’t be afraid to make a change. As a landlord, your primary goal is to maintain your property, ensure your tenants are happy, and protect your bottom line. Finding a property manager who aligns with your expectations or deciding to self-manage can make all the difference.

Looking for guidance on self-managing your rental property? Check out our free landlord class and get expert tips on handling tenants, maintenance, and more.

Conclusion

Dealing with an unresponsive property manager is frustrating, but you have options. By staying proactive, keeping detailed records, and knowing your rights, you can regain control over your rental property. And if you ever feel like property managers just aren’t delivering the value you need, self-management is always an option worth considering.

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