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Chris Masterson

Sr. Content Marketing Manager - Second Nature

Property management operations: Complete guide, strategies and best practices

For property managers, basic operations like budgeting, collecting rent, and handling maintenance often take up the bulk of your time. Balancing the management of day-to-day tasks, delivering results to owners, and keeping properties in good condition at market rent can often feel all-consuming. In this article, we’ll look at the core property management operations PMs have to manage, why they’re so important, and how operators can streamline these processes to deliver better results in less time. What are property management operations in real estate? Property management operations are all of the various tasks and processes that go into planning, directing, and controlling property-related functions. This includes both the work related to the property itself—like maintenance and security—and the management of residents—like leasing, onboarding, and rent collection. Core property management operations and responsibilities There are dozens of core property management operations, which fall into a few different categories: Property upkeep Repairs and maintenance Property security Inspections and walkthroughs Resident coordination and management Marketing vacancies Leasing Security deposit management Resident onboarding Collecting rent Coordinating lease renewals Answering support calls Carrying out evictions if needed Business processes Budgeting Expanding door count Handling taxes Hiring and managing staff Reporting results Why property management operations matter for investors and managers Property management operations are key at every level because they keep your business moving efficiently, they keep happier residents in your properties longer, and they keep owners from churning and finding new management. All of these operations keep the value of your investors’ assets high while also delivering a high quality of living to residents. Well-organized operations also keep your company compliant with federal, state, and local regulations, reducing risk and ensuring you’re operating fairly. High-quality processes and operations maximize the value of your business and deliver better results for real estate investors. Goals of effective property management operations While many property managers are forced to focus on the day-to-day just to get by, there are a few broader goals that successful property managers look at. From increasing satisfaction to maximizing investment returns, effective property management operations should deliver growth and progress, not just maintain the status quo. Maximizing property value A top priority for property managers should be maximizing the value of their investors’ properties. Maintaining the property's condition and ensuring it remains in good repair to protect its value, identifying opportunities for upgrades and renovations can deliver dramatic increases in value, too. Optimizing income from real estate Setting competitive rents, collecting on time, and minimizing vacancies are all core functions for a property manager. They ensure that the investor is paid on time and remains happy with your services. Identifying ways to optimize income is essential to serving as a business partner to your investors. Improving tenant satisfaction The best property managers don’t just provide places for their residents to live, they consistently strive to improve their living situations. From improving the physical condition of the property to adding new resident benefits, or updating processes to better fit their residents’ needs, property managers are uniquely positioned to make life a little easier for a large group of people. Making property management more efficient With everything else going on, it can be difficult to find time to optimize your business. By developing streamlined processes and adopting the right technologies, property managers can spend less time on routine tasks and more time growing their business. Key operational areas in property management operations Resident management in property management operations Resident management includes all things related to placing, retaining, and delighting the people who live in your properties. That includes things like screening applicants, but also building relationships and making sure that resident needs are met consistently and proactively. Sometimes, this also includes handling disputes, fielding questions and complaints, and enforcing the terms of the lease. Some key aspects of resident management include: Attracting and screening applicants Signing leases Managing lease compliance Renewing leases Developing resident relationships Administering resident benefits Financial management in property management operations Financial management in property management is the combination of all items related to the finances of your properties. From maintenance costs to rents and fees, these operations impact the general ledger and, ultimately, your company’s bottom line. It includes not only the ongoing management of a property’s finances, but also future investments and reserve funds that may come into play later on. Some of the most important financial processes are: Security deposit management Rent collection Reserve fund maintenance Budgeting and reporting Expense management Property maintenance and upkeep in property management operations Property upkeep is all about the physical condition of the properties you manage. While sometimes residents alert you to maintenance issues or needed repairs, it’s important to also conduct your own inspections or walkthroughs to ensure that the property is in good condition. This category also includes planning for and recommending future upgrades to the property and investments that will increase the property’s value or command higher rents. Core maintenance and upkeep operations include: Routine maintenance Repairs Preventative maintenance Seasonal maintenance like winterizing or HVAC inspections Large-scale renovations Appliance or fixture upgrades Regulatory compliance and risk management in property management Property management and real estate are highly regulated industries, which makes risk management and regulatory compliance essential parts of the job. Because states, counties, and cities can have more specific restrictions than the federal government, it’s important to stay on top of the ever-changing regulatory landscape. Regulatory management includes tasks like: Legal compliance Property and tenant safety Comprehensive lease documentation Full security deposit compliance Streamline your property operations with Second Nature Streamlining your operations can transform your business, but it can seem like an intimidating idea. With Second Nature’s Resident Benefits Package, you can remove hours of work from your team across HVAC maintenance, pest control, and more, all while incentivizing residents to pay on time and stay longer. FAQ What is included in property management operations? Property management operations includes all of the different tasks required to control property-related functions, including property upkeep, financial management, leasing, maintenance, resident coordination, and business processes. How do property management operations improve rental income? Effective property management operations create happier residents, encouraging them to renew their leases and pay on time. As a result, your property management company has more consistent rent income and lower expenses related to advertising, background screening, and vacancies. What tools help streamline property management operations? Multiple tools, including task management software, property accounting software, electronic lease collection platforms, resident screening tools, and Resident Benefits Packages can all help streamline property management operations. Before selecting tools, you should look at the individual needs of your business and where your operations could use the most streamlining, then look for tools that can help that specific function. How do modern property management operations benefit residents? Modern property management operations create a better living experience for residents. Modern operations are focused on delivering a top-tier experience to residents, rather than simply keeping the property functional. Many property managers are finding innovative ways to delight residents in addition to fulfilling the standard commitments of property management. What role does technology play in property management operations? The property management technology space has grown to offer more and more solutions to property managers looking to streamline and automate their operations. Modern technology tools help property managers better manage daily operations like rent collection, applicant screening, property listings, and maintenance communications.

Calendar icon November 18, 2025

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Best Lease Management Software for Property Managers and Multifamily Operators

Effective lease management software solves one specific operational problem: eliminating manual tracking of lease expirations, renewal terms, and compliance requirements across portfolios where spreadsheets become unmanageable. In this article, we'll review seven lease management solutions: Second Nature, Buildium, AppFolio, Propertyware, Landlord Studio, DoorLoop, and RentRedi. We'll compare features, pricing, and ideal use cases so you can find the right fit for your portfolio size and property type. What is the best lease management software? Lease management software that justifies its cost centralizes document storage, tracks critical dates, automates renewal notifications, and maintains audit trails. The baseline functionality (what you're paying for regardless of platform) includes template-based lease creation, e-signature integration, automated expiration alerts, and version-controlled document storage. Platforms worth considering beyond baseline functionality sync bidirectionally with accounting software, generate renewal offers based on configured rent increase logic, and flag compliance requirements automatically. Portfolio-wide visibility becomes critical above 50 doors: you need a single dashboard showing lease status, renewal pipeline, and compliance gaps without opening individual property records. Property managers running 200+ scattered-site doors typically lose 12-15 hours weekly to manual lease tracking. Leasing coordinators check the property management system for expiration dates, cross-reference signed documents in separate storage (Dropbox, Google Drive, local drives), update master spreadsheets, and manually follow up on renewal offers. The coordination loop repeats weekly because no single system maintains current status. Automated lease management pulls expiration dates directly from lease records, triggers renewal notices 90-120 days before lease end, tracks resident engagement (email opens, portal logins), logs responses, and escalates non-responses after configured intervals. The 12-15 hours previously spent on manual tracking shifts to revenue-generating activities: touring properties, processing applications, coordinating move-ins. Seven best lease management software platforms compared Lease management platforms optimize for different operational profiles. A scattered-site single-family portfolio with multiple investors requires different functionality than a multifamily portfolio with standardized lease terms. Platform selection depends on portfolio size, property type mix, investor reporting requirements, and existing technology stack. Second Nature Second Nature integrates lease management with resident benefits rather than treating leases as standalone document workflows. The platform connects lease terms directly to service provisioning: when a lease activates, included benefits (like HVAC filter delivery, renters insurance, credit reporting, and utility coordination) are provisioned automatically without manual setup. Property managers can offer residents the choice to upgrade their lease enrolled services; for example, some residents might opt for higher-grade HVAC filters if a member of their family has asthma. The platform covers baseline lease management: document storage, renewal tracking, automated notifications, and compliance monitoring. The differentiation is lease terms trigger service delivery automatically. Lease execution triggers automatic service provisioning. A lease including HVAC filter delivery, renters insurance, credit building, and move-in concierge activates all four services when signed (no manual enrollment, no coordination across separate vendors, no follow-up to confirm activation). Lease termination ends services automatically. Second Nature offers a lease workflow that’s easier for residents to understand than a traditional PDF lease. By walking through each lease obligation and benefit, Second Nature helps residents engage with their lease, customizing options and understanding what’s expected of them during their residency. Automated date reminders and automations Second Nature provides reminders to residents who have not yet signed their lease. Second Nature also works directly with the property manager’s property accounting software to send out lease renewal documents when the time comes. Insurance lapses trigger automatic enrollment in backup coverage (typically included in RBP at $12-15/month), preventing the coverage gap that creates liability exposure. Billing adjusts automatically, with no manual follow-up required. Compliance tracking The platform maintains compliance documentation across all RBP services, including insurance certificate tracking, filter delivery confirmation, and credit reporting enrollment status. Owner compliance requests pull documentation directly from the system (no manual compilation from separate vendor records, no scrambling to prove coverage existed during a specific timeframe). Insurance compliance without automation means weekly certificate checks, manual follow-up on expired policies, and coordination gaps where coverage lapses before backup policies activate. Property managers typically discover lapses 2-3 weeks after expiration, creating liability exposure that owners rightfully question. Certificate monitoring with automatic backup enrollment closes the gap. When regulations change, Second Nature also allows property managers to push updates to their entire database of leases, rather than updating them individually to reflect new requirements. Document management and reporting Second Nature’s document management capabilities allow property managers to upload and tag leasing documents by property group. For example, they may have specific documents for single-family homes, and different documents for multi-family properties. Leasing agents can quickly upload addenda and other documents based on specific property conditions, like whether they have on-site laundry, whether appliances are included with the rental, and whether they have shared or individual utilities. Documents can then be sorted and updated based on their property group, and updates will automatically carry through to all new leases for properties in that group. Integration capabilities Bidirectional integration with property accounting software syncs lease terms, rent amounts, resident data, and billing schedules. Changes in either system update automatically: lease-enrolled services configured in Second Nature flow to accounting software, resident move-outs in the accounting system terminate services in Second Nature. Best for Scattered-site single-family and small multifamily portfolios where Resident Benefits Packages improve retention. The platform makes economic sense when RBP offerings (filter delivery, insurance, credit building) align with resident demographics: renters who value convenience services and credit-building opportunities show higher renewal rates. Pricing Second Nature's success-based pricing is based on portfolio size and which RBP services you include. The lease management capabilities come as part of the broader RXP platform rather than as a standalone product. Implementation timeline Fast implementation is a key differentiator for Second Nature, with specific timelines depending on portfolio size and historical data migration requirements. Dedicated implementation includes template configuration, integration setup, team training, and initial lease migration. Resident benefits are then enrolled on an ongoing basis as existing leases renew. Buildium Buildium has become the go-to all-in-one property management platform for independent managers and smaller PMCs. The lease management functionality integrates tightly with accounting, maintenance, and communication tools in a single system. All-in-one lease lifecycle management Buildium handles the full lease lifecycle in-house. You can create leases from templates, send them to residents for e-signature, store signed documents, track key dates, and automate renewal workflows. The system includes a library of state-specific lease templates and addenda, though you'll want your attorney to review them for your specific needs. Automated rent escalations and critical date reminders The renewal workflow in Buildium is straightforward and effective. The system identifies upcoming expirations based on your configured timeline (typically 60-90 days out), generates renewal offers with your specified rent increases, and tracks resident responses. You can configure automated reminder sequences that send follow-up emails to residents who haven't responded. For portfolios with consistent rent increase strategies, this automation works well. If you need complex escalation logic that varies significantly by property or owner, you'll handle it more manually. Compliance tracking Buildium tracks required disclosures by state and flags when leases need specific addenda. The system doesn't automatically update when jurisdictions change requirements. You'll need to monitor regulatory changes yourself or work with legal counsel. The platform does make it easy to apply updated terms across your portfolio once you're aware of changes. Document management and reporting All lease documents live in Buildium's document center with automatic organization by property and resident. The system maintains version history and provides audit logs showing who accessed or modified documents. Reporting shows lease expirations, renewal status, occupancy rates, and lease term analysis across your portfolio. Integration capabilities Because Buildium is an all-in-one platform, integration mainly matters if you're using specialized tools for specific functions. Buildium integrates with DocuSign for e-signatures and some third-party maintenance coordination tools. If you're using standalone accounting software, you'll need to evaluate whether Buildium's accounting module meets your needs or if you want to maintain separate systems. Best for Property managers with 20-500 doors who want a single platform handling accounting, leasing, maintenance, and communication. Buildium works well when your portfolio follows relatively standard lease terms and you don't need extensive customization for individual owners. Buildium struggles when you're managing 40 different investors with unique requirements. You end up maintaining 15 separate lease templates, manually selecting the correct one for each property. Pricing Buildium starts at $62 per month on their Essential plan. Implementation timeline For property managers starting fresh or migrating from purely manual processes, Buildium implementations typically run 2-4 weeks. If you're migrating from another property management platform, expect 4-8 weeks, depending on how much historical data you're moving and how complex your current processes are. AppFolio AppFolio targets larger property management companies and offers sophisticated lease management capabilities built for scale. The system handles complex lease structures, including commercial properties and mixed-use portfolios, alongside traditional residential leases. Enterprise-grade lease intelligence and automation AppFolio's lease management is built for complexity. The platform handles residential leases, commercial leases with complex escalation clauses, rent concessions, tenant improvement allowances, and multi-year terms with varied payment structures. The lease intelligence features automatically extract data from documents, populating key fields and making information searchable across your entire portfolio. This becomes increasingly valuable as you scale. Automated rent escalations and critical date reminders AppFolio's renewal and escalation logic is sophisticated. You can configure complex rent increase formulas based on CPI adjustments, market rate changes, property-specific factors, or resident payment history. The system can apply different escalation logic to different lease types or properties automatically. Critical date tracking covers everything from lease expirations to option exercise deadlines, with notifications routing to your team, owners, or residents based on rules you configure. You can add custom milestones specific to your operations beyond the standard rent escalation and insurance renewal reminders. Compliance tracking AppFolio maintains detailed compliance records and can track jurisdiction-specific requirements across different markets. The system flags when leases need specific disclosures or terms based on property location. Like most platforms, it doesn't automatically update when regulations change, but it makes applying updates across your portfolio efficient. Document management and reporting Document management in AppFolio handles large volumes without slowing down, maintains detailed version histories, and lets you control exactly who sees what. An owner can access documents for their specific properties without seeing anything else in your portfolio. You can also build custom reports that analyze whatever matters to your operation. The business intelligence tools surface patterns you might miss when looking at properties individually. Integration capabilities The system integrates with major financial institutions, various utility billing services, and numerous third-party tools. However, AppFolio works best when you're using its full suite. The platform prioritizes accounting, maintenance, leasing, and communication, all within the platform. Best for Property managers with 200+ doors, particularly those managing 500-5,000+ units across multiple property types. AppFolio handles the complexity of larger operations, mixed residential/commercial portfolios, and sophisticated reporting requirements that smaller platforms struggle with. The platform may make less sense for property managers with under 100 doors or those with very simple lease structures, unless you have plans to grow quickly. Pricing AppFolio doesn't publish pricing publicly, but it has a free trial for its three tiers of plans. Implementation timeline AppFolio implementations can run 2-4 months for mid-sized portfolios (200-500 units). As always, implementation time depends on the size of your portfolio and the complexity of data being migrated. Propertyware Propertyware focuses specifically on single-family and scattered-site property management. This makes it a strong fit for property managers dealing with individualized lease terms and geographically dispersed portfolios. Flexible lease management for scattered-site portfolios Propertyware's lease management emphasizes flexibility and customization. You can maintain unique lease templates for different owners while ensuring compliance and maintaining portfolio-wide visibility. The platform includes e-signature capabilities, automated document generation from templates, and document storage with version control. Automated rent escalations and critical date reminders: Renewal workflows in Propertyware are both automated and flexible. The system can run standardized renewal campaigns across your portfolio while allowing manual intervention when specific situations require it. Rent escalations can follow set formulas or be customized property-by-property. One investor wants aggressive rent increases on C-class properties but conservative increases on A-class to protect retention. Another wants flat $50 increases regardless of market conditions. Propertyware configures different escalation logic for each owner's portfolio while running automated renewals across all properties. Compliance tracking Propertyware tracks compliance requirements and lets you configure rules specific to different jurisdictions. The system can flag when properties in specific locations need particular disclosures or lease terms. You can also track owner-specific requirements to ensure each property meets its investor's standards. Document management and reporting Document management handles scattered-site operations with detailed audit logs and secure owner portals. Investors access documents for their specific properties without seeing your full portfolio. Reporting covers lease expirations, renewal status, and term analysis with customizable filters. Integration capabilities Propertyware integrates with numerous third-party tools, including various accounting platforms, tenant screening services, maintenance coordination systems, and payment processors. This flexibility lets you build a tech stack that fits your specific needs rather than being locked into one vendor's ecosystem. Best for Property managers with 100-2,000 doors in scattered-site single-family portfolios, particularly those managing properties for multiple investors with varying requirements. Propertyware handles the complexity of individualized lease terms without forcing everything into a standardized box. Pricing Propertyware starts at $1 per month, per unit. There are two additional tiers at $1.50 per month per unit and $2.00 per month per unit. Implementation timeline Typical implementations run 6-10 weeks, including data migration, template setup, integration configuration, and team training. The timeline can extend if you're moving from multiple disconnected systems or have significant data to move. Landlord Studio Landlord Studio targets smaller landlords and property managers with straightforward portfolios. The platform emphasizes simplicity and ease of use over functionality. Simplified lease management basics Landlord Studio covers lease management basics. Within the platform, the lease creation process is simple. You select a template, customize key terms, send it to the resident for signature, and store the signed document. The platform doesn't offer the sophisticated template management or complex automation you'll find in more developed systems. What it does offer is straightforward functionality without overwhelming features. Automated rent escalations and critical date reminders Rent increase capabilities are basic. You can schedule rent increases and the system will remind you when they're upcoming, but there's no complex escalation logic or market-based adjustment features. For portfolios with simple rent increase strategies (flat dollar amount or percentage each year), this works fine. Critical date reminders cover lease expirations and rent increase dates. The notification system is straightforward. You get reminders at intervals you configure, and you handle follow-up manually. Compliance tracking Landlord Studio includes basic lease templates by state, but doesn't offer sophisticated compliance tracking or jurisdiction-specific monitoring. You're responsible for ensuring your lease terms meet local requirements. Document management and reporting Document storage is organized by property with basic search and retrieval. Reporting shows upcoming lease expirations and renewal status, but doesn't offer the detailed analytics and business intelligence you'd find in more sophisticated platforms. Integration capabilities Landlord Studio offers limited integrations compared to more complete platforms. The system integrates with some payment processors and accounting software, but you won't find the extensive third-party connectivity of platforms like Propertyware or AppFolio. Best for Landlords and property managers with 1-50 doors who prioritize simplicity over sophistication. Landlord Studio works well if you have straightforward lease terms and want basic features without complex customization. Pricing Landlord Studio offers a free tier with limited functionality and paid plans starting at $12 per month. Implementation timeline Implementation is minimal. You can be operational in a few hours. There's little to configure and little training needed. DoorLoop DoorLoop positions itself as a modern, user-friendly property management platform for small to mid-sized portfolios. The offer is complete functionality with an emphasis on intuitive design. Clean interface matters when your team is entering dozens of leases weekly. If template selection requires navigating four menus and clicking through confirmation screens, your leasing coordinator spends valuable time per lease. At 40 leases monthly, you might spend 2 or more hours in unnecessary navigation. Modern and user-friendly lease workflows DoorLoop handles full lease lifecycle management, including document creation from templates, e-signatures, storage, and renewal automation. The platform includes a library of lease templates and addenda, with customization options for your specific needs. The user interface is notably clean and modern compared to some legacy platforms. A property manager could be up and running in DoorLoop within three days, compared to the two weeks with the previous platform they were using. Automated rent escalations and critical date reminders DoorLoop automates the standard renewal process from identifying expirations through escalating non-responses. Rent increases are configured as flat amounts or percentages. The calendar integration sends critical date reminders to your team and can be configured to notify owners of upcoming expirations for their properties. The notification logic is straightforward rather than highly customizable. Compliance tracking DoorLoop includes state-specific lease templates and tracks basic compliance requirements. The system flags when specific disclosures are needed based on property location. Like most platforms, it doesn't automatically update when regulations change, but it makes applying updates across your portfolio efficient once you're aware of them. Document management and reporting Document management is well-organized with automatic filing by property and resident. The system maintains version history and provides owner portals for investor access to documents. Reporting covers standard lease metrics with some customization options. Integration capabilities DoorLoop integrates with common tools, including payment processors, tenant screening services, and some accounting platforms. The integration ecosystem is growing, but not as extensively as more established platforms like AppFolio or Propertyware. Best for Property managers with 20-300 doors who want modern, user-friendly software without the complexity or price point of enterprise platforms. DoorLoop works well for managers who've outgrown entry-level tools but don't need the sophisticated functionality of AppFolio or Rent Manager. Pricing DoorLoop pricing starts around $69/month in their Starter plan. Implementation timeline Implementation typically runs 2-4 weeks for straightforward migrations. The user-friendly interface means training time is shorter than more complex platforms. DoorLoop provides implementation support and has strong documentation for self-service setup. RentRedi RentRedi targets small landlords and property managers with a mobile-first approach. The platform emphasizes functionality accessible from smartphones rather than requiring desktop computer access. Mobile-first lease management RentRedi covers basic lease management with document creation, e-signatures, storage, and renewal reminders. The platform is designed for mobile use, so the interface is simplified compared to desktop-focused platforms. Lease templates are straightforward and cover common residential situations. Customization options are more limited than other platforms, but sufficient for simple lease terms. Automated rent escalations and critical date reminders: Renewal reminders notify you of upcoming lease expirations, but the automation is basic. The system doesn't include sophisticated renewal campaigns or complex rent escalation logic. You'll handle most renewal communications manually, with the platform providing reminders and document management support. Compliance tracking RentRedi includes state-specific lease templates but doesn't offer compliance tracking or monitoring. You're responsible for ensuring lease terms meet local requirements. Document management and reporting Document storage is organized by property with mobile access. You can access lease documents from your phone, which is convenient for on-the-go property management. Reporting is basic because your upcoming expirations and renewal statuses come without detailed analytics. Integration capabilities RentRedi integrates primarily with payment processors for online rent collection. The integration ecosystem is limited compared to other platforms. Best for Small landlords with 1-20 doors who manage properties on the go and prioritize mobile access. RentRedi works well if you don't need sophisticated automation or customization, and you value being able to handle lease management from your phone. Pricing RentRedi offers plans starting at $5 per month, with a Growth plan billed at $29.95 monthly. Implementation timeline Implementation is minimal. The mobile-first design means less to configure and less training needed. Best lease management software: Key factors to consider Portfolio size and complexity Door count and lease complexity determine appropriate functionality. 30 simple residential leases require basic document storage and renewal reminders. 500 doors with varied terms, multiple property types, or commercial components require sophisticated automation, complex escalation logic, and robust reporting. Platform capabilities should match operational complexity, not exceed it. 15-door single-family portfolios overpay for enterprise features. 800-door mixed-use operations require sophistication that basic platforms can't deliver. Integration requirements If you've already invested in accounting software, maintenance coordination tools, or screening services, prioritize platforms that integrate smoothly. Ripping and replacing your entire tech stack rarely makes sense. Integration quality varies significantly. Bidirectional sync (changes in either system update automatically) eliminates manual reconciliation. One-way sync or periodic batch updates create reconciliation gaps. Third-party middleware connectors (Zapier, custom APIs) introduce failure points and maintenance requirements. Team capabilities and training time Consider your team's technical sophistication and available training time. The most powerful platform becomes useless if your staff can't or won't use it effectively. A PMC buys sophisticated software, spends $15,000 on implementation, and then half the team keeps using the old spreadsheet system "just as backup." Within three months, they have duplicate data everywhere, nothing matches, and nobody trusts either system. Owner expectations Some investors want constant visibility into their properties. Others trust you to handle details. Choose software that makes it easy to deliver the reporting level your client base expects. If you manage properties for 50 different investors who all want different reports and different access levels, you need a platform with effective owner portal functionality and customizable reporting. If you manage three investors who trust you completely and want a quarterly summary email, that sophistication is a wasted expense. Mobile access requirements Property managers conducting site visits, coordinating maintenance, or showing properties require mobile access to lease information, contact details, and documentation. Platform mobile capabilities range from full-featured apps (document access, signature collection, task management) to basic viewing functionality requiring desktop access for most operations. Growth trajectory Buying software purely for today's needs is shortsighted, but paying for enterprise features you won't use for five years doesn't make sense either. Look for platforms that can scale as you do without requiring complete migrations. Choose a platform that handles your current portfolio plus 50-100% growth. If you're managing 100 doors and plan to reach 200 doors in three years, make sure your chosen platform handles 200 doors effectively. But don't buy enterprise software designed for 5,000 doors if you're at 100 doors with no immediate plans to scale dramatically. Total cost beyond subscription fees Don't evaluate platforms on monthly subscription costs alone. Factor in implementation costs, training time, integration expenses, and the opportunity cost of learning curve inefficiency. A property manager in Nevada could choose the cheapest platform option to save $150/month compared to the alternative. Implementation then takes three times longer than expected, requires hiring a consultant, and her team will struggle with the clunky interface for six months. When calculating the true cost, she will have spent $12,000 more than if she'd chosen the slightly more expensive platform with better implementation support and user experience. Implementation practices for the best lease management software Start with clean data. Don't migrate messy data into a new system. Use implementation as an opportunity to standardize, correct errors, and establish better practices going forward. Review your lease templates before migration. Identify inconsistencies. Decide which version of the terms becomes your standard. Clean up your contact data. Verify resident information is current and accurate. This upfront work prevents months of cleanup later. Phase your rollout strategically. Consider implementing in stages rather than flipping a switch across your entire portfolio. Start with one property type or a subset of owners, work out the kinks, then expand. Pick your five most tech-savvy owners for phase one. Get their properties migrated, train their residents on the new portal, and work out any workflow issues. Once that's running smoothly, expand to the next group of owners. By phase three, when you're onboarding your most change-resistant owners, you'll have worked out all the problems and can show them proof that the system works from owners who've already transitioned successfully. Invest in proper training. Budget real time for training. Your team needs to understand not just how to use the software, but why the new workflows matter. The operations manager who's been doing things manually for 10 years won't change habits without clear reasoning. Set clear migration timelines. Establish specific dates when old systems will be retired. Running parallel systems "just to be safe" inevitably leads to duplicate data and teams reverting to old habits. Communicate clearly with stakeholders. Residents, owners, and team members all need to understand how the new system affects them. Will residents get a new portal login? Will owners receive different reports? Will team workflows change significantly? Manage these expectations proactively. Don't surprise residents with a new portal the day their lease renewal is due. Don't wait until an owner asks for a report to explain the new format. Why the best lease management software includes Resident Benefits Packages A Resident Benefits Package like Second Nature's creates opportunities within your lease management approach. An RBP connects lease terms directly to services residents value. When HVAC filter delivery, renters insurance, credit building, resident rewards, identity protection, and more are documented in your lease as part of a benefits package, several things happen: Instead of separate addenda for insurance requirements, filter change responsibilities, and utility setup procedures, you're documenting a single benefit package. Residents understand what they're receiving, and your lease terms are clearer. When filters arrive automatically at residents' doors every 60-90 days, you eliminate ambiguity around who's responsible for filter changes. A property manager can avoid a dispute that could cost $3,000 in HVAC repairs without the filter delivery being documented in the lease terms. A resident can claim the PM was responsible for all HVAC maintenance, including filter changes. But documentation shows installation remains the resident's responsibility. Residents who value tangible benefits like filter delivery and credit building are more likely to renew. Hive Real Estate saw 40% more on-time payments by adding perks and ease of access to the customer benefits package. From a lease management perspective, an RBP is a complement that makes lease terms more valuable to residents and easier to execute for property managers. Choose the best lease management software for your team and residents Second Nature connects your lease terms directly to services residents actually value. When you sign a lease that includes Second Nature's Resident Benefits Package, services activate automatically. The result is lease management that delivers tangible value and improves renewal rates while reducing the strain on your operations. Want to see how Second Nature can integrate into your lease management process? Book a free 30-minute demo and discover how connecting lease terms to resident benefits can increase satisfaction for your team and your residents. FAQ What is lease management software? Lease management software centralizes the entire lease lifecycle, from drafting through renewals and move-outs. It stores documents, tracks key dates, automates notifications, integrates with accounting systems, and maintains audit trails. Property managers see fewer missed deadlines, better standardized terms across portfolios, and demonstrated compliance on demand without manual tracking. How much does lease management software cost? Pricing varies significantly based on portfolio size and feature depth. Factor in implementation costs, training time, and integration expenses beyond subscription fees. Can lease management software integrate with accounting systems? Integration capabilities vary significantly by platform. Most modern lease management systems integrate with popular accounting software like QuickBooks, though integration depth differs. Some platforms like AppFolio and Propertyware offer native, bidirectional sync that automatically updates rent rolls and lease terms across systems. Others, like Landlord Studio and RentRedi, have limited integration requiring manual data transfer. Evaluate integration capabilities carefully before selecting software, as disconnected systems create more work instead of less. Do residents need to access the lease management software? Resident access varies by platform and your preferences. Most systems offer optional resident portals where tenants can view lease documents, sign renewals electronically, and access important information 24/7. This self-service capability can reduce your support burden and improve resident experience, but it can also lead to frustrating calls from residents who can’t access their portals. You can use lease management software effectively for internal operations even if residents never directly access the system. Mobile-first platforms like RentRedi emphasize resident access, while others focus primarily on property manager functionality. How long does it take to implement lease management software? Implementation timelines range from hours to several months, depending on platform complexity and portfolio size. Simple platforms like Landlord Studio and RentRedi can be operational within hours with minimal configuration. Mid-tier systems like Buildium and DoorLoop typically require 2-4 weeks, including basic data migration and team training. Platforms like Propertyware need 6-10 weeks for full implementation. Enterprise systems like AppFolio often require longer, including complex data migration, extensive configuration, integration setup, and team training. Time investment includes data cleanup, template standardization, workflow configuration, and testing before going live across your portfolio. What's the difference between property management software and lease management software? Property management software is a full platform that handles all operational aspects. Lease management software focuses specifically on the lease lifecycle, including document creation, e-signatures, storage, renewal automation, and compliance tracking. The choice depends on whether you prefer an integrated suite or best-of-breed tools for specific functions.

Calendar icon November 12, 2025

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How Resident Experience Technology Transforms Property Management

Resident experience has emerged as one of the biggest competitive differentiators for property managers. In a world where everything from ordering a sandwich to finding a vacation home is positioned as an experience, residents are realizing that their living situation should be a comprehensive experience, too. The technology behind building resident experiences creates a true triple win, driving efficiency for property managers, convenience and comfort for residents, and increased retention for investors. Second Nature, the industry’s first Resident Experience Platform that personalizes the renting experience, is a prime example of how technology can build a stronger resident experience and benefit everyone involved. What is resident experience technology in property management? Resident experience technology for property managers is the category of software, platforms, and devices that improve convenience, comfort, and community for those living in rental homes. Resident experience technology can encompass all kinds of rentals and community living facilities, including apartment buildings and other multifamily housing, as well as single-family rentals. The goal of these tools is to improve the resident experience, increasing resident satisfaction and retention. Why resident experience technology matters for property managers and residents Delivering a high-quality resident experience is essential to creating and sustaining lease renewals and long-term tenancy. As other industries adopt experience technology that makes communication, safety, and convenience easier than ever, resident expectations are increasing, and property managers need to continue adapting in order to meet those rising demands. Some of the biggest value drivers of resident experience technology are: Improved and centralized communications Simplified access to multifamily amenities Enhanced safety and security Frictionless resident onboarding Personalized living experiences Community building Simplified maintenance Document transparency Centralized communication channels A comprehensive resident experience technology suite can help significantly cut down on emails, calls, and paper notices. Instead, residents and property managers can connect through one single portal, app, or platform, which helps improve clarity, reduce delays, and make previous conversations easily findable and referenceable. Simplified amenity access and booking If you manage multifamily properties, you may be juggling multiple tools to help manage access and bookings for things like community gyms, parking spots, business centers, and game rooms. With the right technology in place, you can allow residents to book shared spaces more easily, cutting down on overhead for you and creating a smoother living experience for your residents. Enhanced safety and security Integrated technology can also make it easier to offer and manage services like connected alarms and smart locks, which help prevent security issues before they escalate. This can help deliver more peace of mind for your residents, increasing the likelihood that they’ll renew and helping to fill vacancies more quickly when they do occur. Frictionless onboarding and move-in Modern tools can help go beyond traditional electronic lease signing, online checklists, and PDF resident handbooks. Instead, resident onboarding technology can offer a truly understandable leasing process for residents, paired with personalized recommendations for movers, utility providers, and more. Starting off the resident relationship on the right foot is crucial to securing a renewal down the line. Personalized living experiences Residents want flexibility, choice, and customization. With modern leasing and onboarding technology, you can give residents the power to select their lease-enrolled benefits and opt into additional services that they want or need. One-size-fits-all solutions can frustrate residents, leading to a worse living experience. Community building and engagement If you manage multifamily properties, fostering a sense of community and increasing engagement can leave your residents feeling happier and like they truly belong. Resident experience technology offers apps, forums, and portals that foster connection by sharing updates, promoting events, and encouraging neighbor-to-neighbor interaction. Proactive maintenance and service requests Technology should also help you both prevent and resolve major maintenance issues. Whether you’re minimizing HVAC work orders by encouraging residents to change their filters on time or eliminating infestations by making it easier for residents to coordinate pest control treatment, technology can help prevent small problems from turning into major disruptions. Transparency in documents and billing One of the biggest frustrations for many residents is that they don’t fully understand their lease documents and may not know where to find supporting documentation. By making leases, policies, and payment information clear and easily accessible, you can help residents feel more in control and reduce potential confusion. Key benefits of resident experience technology for apartments and multi-occupancy living Multifamily communities benefit in many different ways from well-managed experience technology. Some of the biggest examples are: Convenience and comfort: Resident choice, combined with modern technology like smart home thermostats and lighting, allow residents to personalize their living environment and improve comfort. Amenity management: Technology allows residents to book and manage shared amenities such as cinema rooms, co-working spaces, and parking spots through an app. Community engagement: Apps and community portals facilitate communication among residents, enabling them to connect, share information, and participate in events. Smart security: Connected security systems can detect potential threats and alert residents or emergency services via mobile devices. Energy efficiency: Smart energy management systems monitor and optimize energy usage, leading to lower costs and reduced waste for residents. Resident experience technology for single-family rental homes At the same time, there are plenty of technology features that offer greater benefits to single-family rental homes. Some of those benefits include: Move-in guides: Residents can easily find movers, connect to local utilities, and often include amenities like high-speed internet right in their lease. Lease service personalization: Technology gives residents the ability to select custom lease-enrolled services, like what rating of air filter they’d like for their HVAC system or what kinds of pests they’d like covered under their prevention plan. One-click lease updates: Instead of managing dozens of lease templates for different kinds of properties, PMs can instantly update all of their leases with a single click based on size, location, or other details. This saves a huge amount of time during the leasing process, getting residents in the door and settled more quickly. Top resident experience technology platforms and solutions For property managers looking to leverage technology to improve their resident experience, there are plenty of options in the market. Some solutions offer comprehensive resident experience platforms, while others specialize in specific property types or functionality. What works best for your particular portfolio is up to you, but we’ve outlined some of the most popular categories of resident experience technology that are worth looking into. Resident experience platforms A true resident experience platform, like Second Nature, contains comprehensive leasing and resident onboarding tools, alongside ongoing resident benefits that make for frictionless living and financial health. An RXP should provide communication and engagement tools that allow residents to better understand their benefits and obligations, along with incentives that encourage them to pay rent on time, report maintenance issues in a timely manner, and take better care of their homes. Smart building platforms Smart building platforms typically focus on areas like building security and access, sometimes offering additional functionality like booking management for shared spaces. They typically provide detailed management of security systems, cameras and motion sensors, and smart lock or remote building access. They’re often narrow in their offerings, so they may not provide things like lease communication or document management. Aged care solutions Some resident experience tools are more focused on particular types of housing or demographics, in this case aged care. These platforms offer improved functionality for communicating with staff, care givers, and residents’ families, but may not offer the appropriate tools that other types of rental housing require. Make sure to carefully consider whether a specialized tool like these can meet your residents’ needs. Property accounting systems Property accounting systems like Buildium, Rentvine, AppFolio, and Yardi offer many of the day-to-day functions that property managers need to keep their businesses running. They have detailed accounting functionality to manage monthly rent, fees, dues, security deposits, and more. They may offer simple resident portals and online payments, along with maintenance tracking. However, they often don’t go as deep on resident experience as a detailed RXP, so they’re typically best used in conjunction with other resident experience technology. How Second Nature powers seamless resident experiences Technology is no longer optional when it comes to improving the resident experience. It’s become an essential part of meeting modern expectations. With Second Nature, you can provide a comprehensive resident experience platform that gets residents onboarded quickly with a more complete understanding of their lease obligations, then provides ongoing benefits like Credit Building, Group Rate Internet, Resident Rewards, and more. With a full suite of benefits, Second Nature provides an experience that residents are willing to pay for and stay for. If you want to explore how resident experience technology can boost satisfaction and streamline your business processes, book a time with a dedicated RXP expert in your area today.

Calendar icon October 30, 2025

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NOI Growth: How to boost property profitability without raising rent

Net operating income (NOI) growth is the foundation of every strong property portfolio. It determines investor confidence, cap rate performance, and the long-term stability of your real estate assets. But as rent caps, rising expenses, and resident expectations evolve, property managers are finding new ways to grow NOI without simply increasing rent. In this post, we’ll outline the most effective revenue levers to expand NOI sustainably, including new revenue streams, operational efficiencies, and retention strategies that pay off year after year. What is NOI growth in property management? NOI growth refers to the increase in a property’s net operating income over time, or the difference between how much revenue your properties generate and how much it costs to run them. Put simply, it’s the clearest indicator of whether your portfolio is becoming more profitable and efficient year over year. Your NOI growth reflects operational health: fewer vacancies, lower maintenance costs, and more predictable cash flow. For investors, it signals rising asset value, better leverage, and stronger long-term returns. What makes NOI growth powerful is how many levers contribute to it. Every retained resident and every new revenue stream compounds into higher margins. Understanding NOI growth and why it matters for property investors NOI and NOI growth represent your property’s revenue after operating expenses. It’s a direct indicator of profitability and a key driver of valuation. For example, the first 48 hours of vacancy heavily impact NOI growth and the overall bottom line. Higher NOI means higher cash flow, better debt terms, and more competitive refinancing opportunities. Before diving into strategies, it helps to see how small changes in NOI can create an outsized financial impact. The chart below breaks down the core metrics every operator should track. Metric Formula Impact NOI Gross Income - Operating Expenses Indicates cash flow before taxes/debt Cap Rate NOI / Property Value Determines market value and investor yield Value Growth NOI / Cap Rate Even small NOI increases can raise property value significantly For example, increasing NOI by just $10,000 at a 6% cap rate adds $166,000 in property value. 6 proven strategies to drive NOI growth Improving your NOI growth is about stacking small, consistent wins that strengthen both revenue and efficiency. The following six levers give you, as a property manager, clear and measurable ways to grow NOI while maintaining a strong resident experience: Diversify and monetize amenities Leverage utility pass-throughs and efficiency Create ancillary income streams Automate to reduce costs Retain residents for long-term growth Tie NOI growth to investor value Let’s take a closer look at each lever and how it impacts NOI growth. 1. Diversify and monetize resident amenities Adding or upgrading amenities can unlock new income sources. Instead of costly renovations, focus on resident-first services that provide convenience and justify premium pricing. Examples: Reserved parking or EV charging stations Pet-friendly facilities or on-demand grooming Smart home upgrades like keyless entry or thermostats Resident rewards and experience programs Each added value creates room for modest fee increases while improving satisfaction and retention. 2. Implement utility pass-throughs and efficiency upgrades Utility reimbursement programs allow property managers to recover shared costs transparently. Implementing ratio utility billing systems (RUBS) or submetering reduces waste and aligns usage accountability with residents. Pair these systems with efficiency upgrades: Smart thermostats and leak detection sensors LED lighting and HVAC optimization Preventive maintenance schedules to reduce downtime 3. Build ancillary income streams beyond rent Look beyond rent for consistent, low-friction revenue: Preferred renter insurance programs Filter delivery subscriptions Storage and package lockers Wi-Fi or group-rate internet services These offerings not only grow NOI but also build loyalty by making daily life easier for residents. 4. Automate operations to reduce property management costs Automation helps managers operate leaner portfolios. From digital leasing and AI chat to maintenance coordination, automation reduces labor costs and error rates while improving resident responsiveness. Integrate platforms that automate: Rent reminders and late notices Work order routing and vendor dispatch Renewal tracking and digital signatures The result: faster processes, fewer missed charges, and better oversight across your operations. 5. Improve resident retention for sustainable NOI growth Resident turnover can erase months of NOI gains. A single vacancy can cost between $1,500–$5,000 when factoring in lost rent, marketing, and repairs. To boost retention: Build community with regular touchpoints and benefits Offer loyalty incentives or reward programs Use feedback surveys to identify friction points early 6. Connect NOI growth to property value and investor returns Strong NOI performance builds investor trust and increases the appeal of your portfolio for refinancing or future acquisition. Higher NOI translates directly into higher valuations and stronger loan-to-value ratios. Real estate investors want stability, consistent returns, and confidence that their assets are being managed strategically. Every operational efficiency, reduced turnover, and satisfied resident compounds into long-term value that strengthens your investor relationships. A resident benefits package (RBP) offers built-in proof of performance that investors can see month over month. NOI growth is a language investors understand. When your operations generate steady income, protect assets, and improve resident satisfaction, you create the kind of financial resilience that keeps investors coming back. How NOI growth impacts property valuation and investor returns Consistent NOI growth strengthens the overall financial position of your portfolio. For both property managers and investors, NOI is the foundation for asset valuation, financing leverage, and long-term return potential. Cap rate compression: Even modest NOI increases can create outsized valuation gains. A $10,000 annual NOI lift at a 6% cap rate adds roughly $166,000 in property value, showing how small operational improvements compound into major equity growth. Refinance and lending advantages: Lenders evaluate performance based on NOI stability and debt coverage ratios. Higher NOI unlocks better loan terms, higher loan-to-value thresholds, and lower financing costs which gives operators more flexibility to scale or reinvest. Investor confidence and acquisition appeal: Consistent NOI growth demonstrates disciplined management and reliable cash flow. Portfolios with predictable income attract more investors, achieve faster absorption in the market, and command stronger valuations. Portfolio resilience: Strong NOI growth performance helps move through market cycles. Healthy income margins create financial stability and allow property managers to reinvest in resident experience without cutting into returns. That’s why leading operators are pairing their NOI strategies with modern resident experience platforms. They’re turning financial performance into a repeatable, system-driven advantage. Choosing the right NOI growth strategy for your portfolio Every property management company has different levers to pull when it comes to improving NOI. The key is knowing which investments produce sustainable gains instead of short-term bumps. The following operate as a core list for improving NOI growth: Prioritize scalability: Look for solutions that grow with your portfolio. A process that works for 50 doors should still function at 500 without adding headcount or chaos. Focus on predictability: The most effective NOI strategies reduce volatility. This could be cutting maintenance surprises, improving renewals, and stabilizing income month over month. Balance tech and human touch: Automation and data help scale operations, but retention still depends on strong resident relationships and clear communication. Evaluate total impact: Before adopting any new platform or process, measure its influence across costs, satisfaction, and workload. Real NOI growth comes from the intersection of all three. Property managers that combine operational efficiency with an exceptional resident experience consistently outperform peers on NOI metrics. That’s where modern, managed solutions like Second Nature come in. How Second Nature’s Resident Benefits Package drives NOI growth The Resident Benefits Package from Second Nature helps property managers improve retention and efficiency simultaneously. By automating essentials like filter delivery, credit building, and renters insurance, property management companies reduce maintenance costs and increase satisfaction. Here’s how Second Nature’s Residents Benefits Package grows your portfolio: Higher resident retention: When residents see consistent value through services like filter delivery, rewards, and credit building, they stay longer. Fewer turnovers mean lower vacancy loss and steadier cash flow. Shared service fee revenue: Property managers gain a new recurring revenue stream by offering RBP services at scale. This creates predictable, transparent income that compounds month after month. Reduced maintenance overhead: Automated services like filter delivery and preventive maintenance reminders cut work orders and protect assets, reducing costly HVAC and repair issues across units. Operational efficiency and automation: Second Nature’s fully managed model replaces manual processes with automated engagement and resident self-service tools, giving property management companies more capacity per property managed. Improved resident satisfaction: Each benefit adds convenience, personalization, and reliability. Happier residents renew more often, pay on time, and leave stronger reviews, all of which strengthen your NOI foundation. You can see below how Second Nature’s core benefits translate directly into measurable NOI gains. Second Nature benefit NOI impact Air Filter Delivery 38% fewer HVAC maintenance requests Renters Insurance Program Increased compliance and liability reduction Credit Building Faster rent payments and fewer delinquencies Resident Rewards Higher renewal likelihood By improving the resident experience, Second Nature enables predictable NOI growth without relying on rent hikes. NOI Growth: Build a Plan for Higher Retention and Lower Costs With Second Nature From automation to retention, NOI growth doesn’t have to come at the cost of resident satisfaction. With Second Nature, property managers can deliver convenience that keeps residents paying and staying while creating measurable financial upside for investors. Book a free, personalized demo to see how your team can create a consistent resident experience for predictable financial growth. FAQ What is NOI in property management and why does it matter? Net operating income (NOI) measures how much profit a property generates after operating expenses are deducted. It’s one of the most important indicators of a property’s financial performance, revealing how efficiently it’s being managed and how much income it’s capable of producing. A higher NOI strengthens cash flow, increases property value, and improves your ability to secure favorable financing. How does Second Nature help property managers drive NOI growth? Second Nature helps property managers increase NOI by improving retention, generating recurring ancillary revenue, and reducing maintenance costs. Its Resident Benefits Package automates services like filter delivery, credit reporting, and renters insurance — creating efficiency gains that translate directly into higher profitability. What are the best ways for property managers to increase NOI without raising rent? Property managers can grow NOI without rent hikes by focusing on operational efficiency, retention, and ancillary services. Key strategies include automating maintenance, implementing utility pass-through programs, offering revenue-generating amenities, and investing in resident experience programs that reduce turnover and stabilize income. How does NOI growth increase property value? Property value is directly tied to NOI through the capitalization rate (cap rate). Even small increases in NOI can significantly boost property valuation. For example, a $10,000 annual NOI increase at a 6% cap rate adds roughly $166,000 in property value — showing how operational improvements compound into major equity gains. How does automation improve NOI and reduce property management costs? Automation reduces manual labor, administrative overhead, and human error. Tools that handle rent reminders, maintenance coordination, and renewals allow teams to manage more units with fewer resources. This efficiency improves NOI by lowering costs while enhancing the resident experience through faster, more consistent service. Why is resident retention the key to sustainable NOI growth? Retaining residents directly preserves NOI by reducing vacancy loss, turnover expenses, and marketing costs. Each renewal represents months of protected income. By offering consistent value through loyalty programs, community engagement, and benefits packages, property managers create stability that drives long-term NOI growth. Can small NOI increases significantly impact property value? Yes. Even modest NOI gains can translate into large valuation increases due to cap rate leverage. For example, boosting NOI by just $1,000 per month adds over $200,000 in asset value at a 6% cap rate. Small operational improvements — like preventive maintenance or higher retention — can create meaningful equity growth. How does preventive maintenance support NOI growth and asset protection? Preventive maintenance minimizes costly repairs, extends equipment lifespan, and reduces downtime. By catching issues early, property managers avoid emergency expenses that erode NOI. This proactive approach stabilizes operations, keeps residents satisfied, and maintains asset value over time. How do real estate investors use NOI data to evaluate portfolio performance? Investors analyze NOI trends to assess profitability, efficiency, and risk across their portfolios. A growing NOI signals strong management and stable returns, making properties more attractive for refinancing or acquisition. Consistent NOI performance also supports higher valuations and stronger investor confidence.

Calendar icon October 21, 2025

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Technology in Property Management: Building More Efficient Workflows

Technology in property management is changing how operators run their portfolios and how residents experience their homes. New tools are helping property managers cut manual work and meet rising expectations. A few of these include: Digital rent collection, improved maintenance request systems, smart locks, and AI-driven analytics. This article explores the most impactful technologies shaping property management today, especially the shift towards resident-centric platforms. You’ll see how each innovation reduces workload, improves communication, and makes it easier to scale without adding complexity. We’ll also examine why resident-centric platforms are transforming the competitive landscape and enabling teams that make the switch to achieve stronger results. What is technology in property management? Key tools explained Technology in property management refers to digital tools and platforms that replace manual processes with automated systems. Examples include rent collection portals, maintenance request systems, smart locks, communication platforms, and AI analytics. These tools are also implemented to improve the resident experience, which in turn gives more back to property owners. That can include: Online rent collection and accounting integrations Maintenance portals that track and resolve work orders Smart home devices like locks, thermostats, and sensors Automated communication tools that keep residents informed Analytics and AI platforms that highlight risks and opportunities Together, these technologies reduce the back-and-forth that slows property managers down. They also give residents the transparency and convenience they now expect from every service in their lives. When payments, maintenance, and communication are handled smoothly, it creates a sense of reliability that shapes how residents view your entire operation. How technology in property management improves daily operations Technology in property management has moved beyond simple tools for accounting or rent collection. It now touches nearly every part of the resident and property manager experience. Routine work like collecting payments or scheduling vendors can now run automatically, freeing managers to focus on strategy and resident relationships. At the same time, residents have come to expect that level of efficiency and visibility in their living experience, raising the bar for what “good management” looks like. That impact shows up in several core areas where new tools are already changing the way property managers work. Let’s break down the most important ones. Digital rent collection technology in property management Rent collection has long been a manual, time-consuming task. With digital platforms and technology in property management, residents can pay through online portals or mobile apps, and property managers can track everything in one place. With these tools, you can: Accept ACH, debit, and credit card payments Automate reminders and late fees Sync transactions directly with your accounting system Provide residents with instant receipts The result comes down to a number of improvements: fewer late payments, steadier cash flow, and less time chasing checks. For residents, it’s the convenience of paying anytime, anywhere. This efficiency helps both sides feel more secure and builds a trusting relationship. How does property maintenance technology improve workflows? Maintenance is one of the biggest pain points for property managers and residents alike. New technology in property management makes it easier by centralizing requests, automating updates, and coordinating vendors. Instead of juggling phone calls and spreadsheets, everything lives in a single portal. Maintenance requests make the process easier: Let residents submit requests with photos and details Track work orders from submission to completion Automate scheduling and vendor assignments Keep residents updated with status notifications This approach reduces delays and cuts down on repeat calls. For property managers, it means less time chasing contractors. The level of transparency also creates confidence that issues will be handled quickly and reliably. How technology improves resident communication in property management Residents appreciate strong communication. When residents ask questions about move-in dates or maintenance requests, they usually expect an immediate answer. Although that isn’t always possible, automating the process with new technology in property management helps the process stay intact. A missed message can delay a repair, create duplicate requests, or leave a resident unsure if their issue is being handled. Resident communication platforms bring everything into one hub. Instead of juggling different channels, property managers and residents both know where to send and find information. With these systems in place, you can: Send announcements and reminders to all residents at once Keep an ongoing record of conversations for each unit or building Share and store important documents like leases, renewal notices, or policy updates Give residents quick self-service options for common questions Clear and consistent communication creates confidence that a resident’s needs won’t fall through the cracks. Property managers also feel the benefit. They keep their residents happy and can spend more time doing higher-value work. What smart home technologies are used in property management? Smart devices are becoming a standard expectation in many rentals. According to a survey by Rently, 54% of renters expect modern rental properties to include smart locks, smart thermostats, and security cameras. Common examples include: Smart locks: Enable keyless entry, improve security, and simplify turnover between residents Smart thermostats: Reduce energy bills and give residents more control over comfort Leak and smoke sensors: Catch issues early and protect property assets AI and analytics in property management: Proactive insights Artificial intelligence and data analytics are helping property managers move from reactive to proactive operations. Instead of waiting for issues to appear, technology can surface insights that guide smarter decisions. AI-driven technology in property management lets teams: Predict maintenance needs based on equipment data Spot patterns in payment behavior to reduce delinquency Automate repetitive tasks like scheduling or follow-ups Generate reports that highlight risks and opportunities These insights save time and prevent costly mistakes. More importantly, they let you focus on building relationships with residents and investors while the system handles the routine. Why resident-centric property management technology matters Resident-centric technology in property management helps change how residents experience daily life in your community. Residents feel taken care of when they can use automated tools to pay bills and request maintenance tickets. They notice the difference compared to properties still relying on paper forms or unreplied emails. This shift matters because residents are comparing your services not only to other properties, but also to the consumer apps they use every day. They expect the same level of speed and clarity they get from banking, shopping, or food delivery. A portal that shows when a work order was received and who’s scheduled to handle it does more than cut down on phone calls. It builds confidence that issues will actually be resolved. For property managers, that confidence translates into real outcomes: Higher retention: Residents are more likely to renew when everyday tasks are easy and reliable. Operational leverage: A single message or update reaches everyone instantly, saving hours of back-and-forth. Market advantage: Properties with seamless resident tech stand out in competitive markets where amenities alone no longer tip the scale. The move toward resident-first platforms shows that convenience and transparency are the baseline. For example, Second Nature helped the team at Hive Real Estate see 40% more on-time payments and 50% fewer maintenance requests. How? By giving more automation and more options to their residents. With the right, easy tools, the residents were more proactive in working with the Hive Real Estate team. How to choose the right technology in property management Before diving in directly to Second Nature, it’s important to take a look at what the right tool should bring to your property and your team. There are a lot of platforms and tools available, and you want the right mix for your portfolio. The wrong choice can add complexity instead of reducing it. The right choice makes daily work easier and creates a better resident experience. Use the following list as a quick overview of what to look for: Integration: Does the tool connect seamlessly with your property accounting software, CRM, or property management platform? Disconnected systems create more work, not less. Ease of use: If staff or residents struggle to adopt it, the benefits won’t materialize. Look for platforms with simple, intuitive interfaces. Resident impact: Prioritize tools that directly improve the resident experience, such as reducing wait times for maintenance or simplifying payments. Support and training: Technology in property management is only as good as the rollout. Choose vendors that provide strong onboarding and ongoing help. ROI: Ask how the tool will save time, reduce costs, or increase renewals. If the value isn’t clear, keep looking. Evaluating technology through this lens is more likely to build a stack that works together smoothly. Comparing technology in property management tools Not all technology in property management delivers the same value. Core platforms cover the basics, while resident-centric layers like Second Nature extend the benefits to everyday living. Focus area Standard property management platforms With Second Nature Rent collection Online portals and automated reminders Credit building to encourage on-time rent payments Maintenance Request tracking and vendor scheduling Proactive services like filter delivery reduce requests by 38% Resident communication Centralized messages and notifications Rewards programs and concierge services that build loyalty Compliance and protection Lease tracking and insurance requirements Automated renters insurance program enrollment and identity protection Resident experience Limited to digital access and convenience Tangible monthly value that keeps residents paying and staying Unlike standard property management platforms, Second Nature adds benefits residents actually notice — like credit reporting, filter delivery, and insurance automation. This means stronger retention, fewer service calls, and a direct ROI that other tools can’t match. See how Second Nature elevates technology in property management The resident experience is where growth and scalability start. If your current tools stop at accounting, payments, or basic communication, Second Nature helps you add that missing layer. With our fully managed Resident Benefits Package, you give residents real value every month while your operations run more smoothly in the background. This creates long-term value for your properties and differentiates your property in an already competitive market. Request a demo to see how Second Nature turns technology in property management into higher retention, lower costs, and better resident satisfaction. FAQ What are the most important technology tools in property management? The most impactful tools include digital rent collection platforms, maintenance portals, resident communication apps, smart home devices, and AI-driven analytics. Together, these technologies reduce manual work and create a more transparent resident experience. How does technology in property management help reduce costs? Automation cuts admin time. Digital rent collection improves cash flow. Smart devices prevent costly repairs. Together, these technologies reduce inefficiencies and increase resident satisfaction. What role does artificial intelligence play in property management technology? AI helps property managers predict maintenance issues, identify late payment patterns, and generate insights that guide proactive decision-making. This reduces risk and ensures smoother daily operations. Is property management technology difficult to implement? Adoption challenges often include staff training and system integrations. Choosing user-friendly platforms with strong vendor support makes implementation smoother and accelerates ROI. Can small and mid-size property managers benefit from technology in property management? Yes. Digital tools scale to portfolios of any size. Even small teams can streamline rent collection, automate communication, and improve resident services without adding extra staff. How does resident-centric technology improve retention? When residents can pay online, track maintenance requests, and access self-service communication, they feel more confident in the property’s reliability. This convenience directly improves satisfaction and renewal rates. What should property managers look for when selecting technology solutions? Key factors include ease of use, integration with existing systems, direct impact on resident experience, vendor support, and clear ROI. The right mix ensures both efficiency and long-term value.

Calendar icon October 2, 2025

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Why Tenant Satisfaction Surveys are the Missing Piece in Your Retention Strategy

A tenant satisfaction survey is a tool that property managers can use to measure how well they’re meeting resident expectations, wants, and needs. Measuring resident satisfaction is particularly important because it allows all property management professionals—from managers to leasing agents to maintenance teams—to understand how well they’re performing and start making changes to improve. More importantly, it allows them to actually measure whether those changes are having an impact. Satisfaction surveys also help identify resident issues early, before they escalate or surface as negative public reviews. When implemented properly, they also improve retention rates and net operating income, allowing your business to grow. Surveys work best when they’re used consistently and follow best practices. It’s not enough to run a survey without a clear plan in place, or to check a box. It needs to be deliberate and your team needs to be fully bought in. In this article, we’ll give you a practical guide to creating and running satisfaction surveys that drive real improvement for your residents and your team. A note on language: The term “tenant satisfaction” has been used in the property management industry for a long time. Here at Second Nature, we prefer to think of renters as residents, because it humanizes them and emphasizes that they’re people, not just monthly rent checks. The industry is slowly evolving on language, and many people still use the term tenant, so we’ll use both in this article, but lean towards “resident.” What is a tenant satisfaction survey? A tenant satisfaction survey is a method of collecting feedback from your residents on how well you’re meeting their expectations, with the intention of making changes to your processes to improve the rental experience. The goal of the survey is to collect structured feedback from residents about their experience living at one of your properties. A satisfaction survey is not just about identifying what complaints your residents have, but also where things are going well and where there might be easy wins to boost satisfaction. You want to use surveys as a tool for understanding overall satisfaction, not just dissatisfaction. You can run surveys at different points in the leasing lifecycle, including move-in, lease renewal, the completion of maintenance work, or the midpoint of a lease. When used consistently, they don’t just provide valuable information to your internal team, they also help build trust and show residents that their voice is valued. Why tenant satisfaction surveys matter Satisfaction surveys can be beneficial in a number of areas. They give you deep insight into how you’re performing, which can help you: Drive higher retention, renewal rates, and positive Google reviews Uncover growing issues before they balloon into costly problems Make smarter decisions around policies and processes for maintenance, staffing, and upgrades Generate higher net operating income through improved resident experiences Shift from a reactive management style to a proactive approach Types of tenant satisfaction surveys There are a few different types of satisfaction surveys that you can implement, depending on your goals as a business. These generally correlate to specific points in the resident lifecycle. Here are some different survey types that you should consider: Move-in surveys: As you can probably guess, this type of survey is typically conducted shortly after a resident moves in. It can be helpful for understanding residents’ first impressions of you and what your resident onboarding process is like. It also starts the relationship off on the right foot, with residents feeling like their voice matters. Ongoing or annual surveys: It’s helpful to conduct a standardized survey at the same time each year. This helps track long-term satisfaction and patterns over time, which is especially helpful if your company is consistently growing, either in headcount or door count. Maintenance follow-ups: This survey type is helpful for measuring vendor performance, but also communication effectiveness and whether your overall maintenance process is fast and thorough enough. Pre-renewal or exit surveys: It’s important to understand why your residents are staying or leaving. For example, you may find that residents love your property and management company, but they’re pursuing homeownership or moving because of life circumstances. That’s extremely helpful in contextualizing your retention rate. Using multiple survey types, rather than relying on just one, will give you a fuller picture of the resident experience, so long as you’re not overwhelming your residents with constant survey requests. Keep in mind, short, focused surveys tend to get better response rates, so breaking up one long survey into multiple touch points can be much more efficient. How to measure tenant satisfaction When you’re getting up and running with satisfaction surveys, it’s important to know what kinds of KPIs you’re going to use to evaluate the data. The particular KPIs you’re measuring will inform what kinds of questions you ask. For example, you might consider: Satisfaction scores on a 1-5 or 1-10 scale Net promoter score (NPS) Open feedback Whichever KPIs you’re measuring, it’s important to track them over time in order to spot trends, especially as you change tools or policies, which might cause a significant shift in satisfaction. You should also consider segmenting data by portfolio or property type. For example, your multifamily residents might have a more positive opinion of your maintenance processes than single-family residents. As much as quantitative data is important—and often easier to analyze—qualitative data is also highly valuable. Open response questions can provide more context to objective numbers, and might also reveal motivations and emotions that don’t come through otherwise. Questions to include in a tenant satisfaction survey There are plenty of different directions you can take your survey, and exactly what questions you include may depend on the areas of your business that you’re looking to optimize. We’ve categorized some sample questions by area of focus so that you can easily develop a survey that fits your needs. We’ve provided examples of questions better suited to single-family homes, and others better suited to multifamily communities. Property condition How would you rate the condition of your home on a scale from 1 to 10, with 1 being worst and 10 being best? How would you rate the cleanliness of your home on a scale from 1 to 10, with 10 being cleanest and 1 being least clean? How would you rate the landscaping and upkeep of outdoor areas at your property, on a scale from 1 to 10? Are there areas or features of your home that need repairs or replacement, or items you’d like to see modernized? (Leave this as an open response question.) Responsiveness How would you rate the process of submitting a maintenance request, on a scale from 1 to 10, with 1 being the worst and 10 being the best? How would you rate the communications you receive from your property management team after you submit a maintenance request? This can be a sliding scale from “too much communication” to “not enough communication,” with the midpoint being the correct balance. How would you rate the quality of work done by the maintenance team on a scale from 1 to 10, with 1 being the worst and 10 being the best? How would you rate the amount of time it takes to complete maintenance requests on a scale from 1 to 10, with 1 being the worst and 10 being the best? Staff interactions How true do you find the following statements? I know how to get in touch with my property management team when needed I know how to reach a property management team member in an emergency situation, even if it’s after business hours How professional would you say your property management team is on a scale from 1 to 10, with 1 being unprofessional and 10 being professional? How helpful would you say your property management team is on a scale from 1 to 10, with 1 being least helpful and 10 being most helpful? Describe the last interaction you had with a member of our team and how it went. Community experience How safe do you feel in your community on a scale from 1 to 10, with 1 being least safe and 10 being safest? Rank the following community amenities by how much you use them, from most used to least used. Pool Dog park Business center Fitness center Tennis courts Community clubhouse Have you had any issues with noise in the building, eg. from neighbors? Please tell us about them. If you could choose one new community amenity that you don’t already have available to you, what would it be? Likelihood to renew or recommend How likely are you to renew your lease on a scale from 1 to 10, with 1 being least likely and 10 being most likely? How likely are you to recommend your property management company to a friend or family member on a scale from 1 to 7, with 1 being least likely and 7 being most likely? Note that you should use a mix of rankings, rating scales, and open-ended prompts in order to capture the most data possible. You should also always make it completely clear how the rating systems work and which end of the scale means what, in order to minimize confusion and inaccurate data. Finally, make sure that you keep your surveys brief to encourage completion. Feel free to take some of these questions for your own survey, but we don’t recommend using them all in one survey. How to create and send a great tenant survey Now that we’ve covered what you should include in your surveys, let’s take a look at the steps you should follow as you build and send your survey. 1. Choose the right timing Best practice is to send surveys at key touchpoints, like move-in, lease renewal, after a maintenance request, or half way through the lease. The timing you choose will depend on the types of information you’re looking to gather, so it’s ultimately a business decision. 2. Design a short and mobile-friendly survey Residents don’t want to fill out long, complicated surveys, so keep things short and to the point in order to increase completion rates. We recommend aiming for about 5 questions, and no more than 10. Make sure that your survey is also optimized for mobile devices, which will also help increase participation. 3. Use the right tools Make sure that you’re choosing the best survey tool for your needs. Popular tools include Google Forms, Survey Monkey, and Typeform, but you may have a survey feature built into your property accounting software. Each tool has its strengths and weaknesses, so do some research to make sure you’re getting all the features you need, and not paying for features you don’t. 4. Guarantee anonymity Make sure that you’re emphasizing resident anonymity when asking about sensitive topics, like neighbor interactions. If you’re asking about less sensitive topics but still want to offer the option of anonymity, most survey tools will allow you to make email addresses optional. That way you can follow up with residents who choose to provide their information, but residents who wish to remain anonymous can still do so. 5. Add a clear introduction It helps to contextualize why you’re surveying your residents. This is also a great opportunity to emphasize how much you value resident feedback, and the role it plays in your decision making as a business. This will help residents feel valued, increase honesty, and increase overall participation. 6. Send the survey and encourage participation Make sure that you’re being respectful of your residents’ time, while also following up with them to increase response rates. For example, you can schedule a reminder email or add an in-app notification in their resident portal to remind them about the survey. You can also consider small incentives, like gift cards, or enter all participants into a raffle to receive a larger prize. Turning feedback from a tenant survey into action Of course, collecting all of this information is only valuable if it leads to meaningful improvements. So how can you take the feedback from your survey and put it into action? Start by carving out time on your calendar to review results after each survey. Compare new results to previous feedback and look for patterns, changes, or recurring issues. From there, you can make a game plan on which items to tackle first. Prioritize quick wins that emerge across your survey data, like communication frequency, but keep a running list of larger projects and resurface them in your quarterly planning meeting. Survey insights can be used for long-term planning like budgets, staffing, and capital planning, too. Make sure that you’re also communicating the outcomes of your survey, both internally and to residents themselves. While you don’t have to be fully transparent with every single data point, make sure that residents know what’s been changed as a result of their feedback. That will encourage more participation in future surveys, but also build a sense of trust. Internally, make sure the team is aware of how the company is measuring up and what changes you plan to make in response. Turn tenant feedback into proactive improvements Satisfaction surveys can help uncover issues like missed maintenance, poor communication, low renewal intent, and faulty processes. Moreover, it gives you a playbook to continuously improve your business. While juggling operations and retention can feel overwhelming, making time for satisfaction surveys can have a multiplier effect across the company. If you want to drive better resident outcomes and increase your tenant satisfaction survey results, look to Second Nature’s Resident Benefits Package, which boosts retention, improves the resident experience, and protects you, your residents, and your properties—all with no extra work from your team.

Calendar icon September 30, 2025

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How to Find Good Tenants for Your Rental Property

Every property manager and leasing agent struggles with it. It can make or break a small property management business, and dramatically impact the bottom line of even the biggest companies. It’s a core challenge that every PMC has to unlock: how to find good tenants. Finding good, qualified residents can be challenging. You’re constantly looking for someone who: Takes great care of the property Pays rent on time Is cooperative with inspections and maintenance At the same time, you want to avoid residents who do things like: Treats the property poorly, causes damage, or neglects responsibilities Communicates poorly, is hostile to your team, or is uncooperative Pays rent late Bad residents can be expensive, and in extreme cases lead to evictions, which are lengthy, costly, and stressful. Plus, a bad resident can create friction with your clients, increasing churn and damaging your reputation. While it’s not always possible to identify potential bad residents ahead of time, here are some indicators to look out for: A history of delinquent payments A poor credit score Prior evictions Fraudulent information on their application In this article, we’ll look at why finding good tenants is so important, the impact it can have on your business, and how to attract high-quality residents with proper marketing and screening practices. A note on language: "Tenants” is an industry term that’s been in use for a long time. But here at Second Nature, we’re trying to evolve the word "tenant." We’ve seen the incredible work property managers do day in and day out to make renters feel like they’re so much more than just tenants – they’re residents. In some instances, like this article, we use the term tenant because it makes it easier for property managers to find, read, and benefit from our content. What makes a good tenant? Finding good residents is essential, but what actually makes for a good resident in the first place? We already outlined some behaviors that good residents exhibit, like paying on time and taking care of the property, but what are the underlying characteristics that indicate someone will make a good resident? A clear background and credit check: A lack of criminal history and a good credit score indicate that an applicant is more likely to be trustworthy and pay on time. Steady, long-term income: Reliable employment is important to ensure that a resident won’t lose their income during their lease and have to vacate unexpectedly, or worse, stop making payments entirely. The ability to pay total move-in costs, including the security deposit: Regardless of what you charge up from—first month’s rent, last month’s rent, a security deposit, or miscellaneous fees—you want a resident who won’t have trouble paying. Otherwise, you’ll wind up back at square one, trying to fill a vacancy while your client grows frustrated. References, especially from past property managers or real estate investors: If an applicant is willing to share contact information for past property managers or unit owners, that’s a sign they had a good working relationship and were good residents in the past. A history of on-time rent payments: If an applicant previously paid on time consistently, that’s another indicator that they’ll be a reliable, qualified resident. There are other positive indicators, too, like fast response times and a willingness to cooperate throughout the application process, but these things can be much more difficult to measure objectively. Factors you must not consider when evaluating tenants There are several factors that you cannot consider when evaluating applicants, due to the Fair Housing Act. This is federal law, but many states have statutes that expand the protections of fair housing. While you should always consult an attorney if you have questions about fair housing in your area, and this is not legal advice, the Fair Housing Act generally prohibits discrimination in housing on the basis of: Race Religion Sex National origin Familial status Disability Regulatory compliance is an important aspect of running a property management business, so it’s essential to understand fair housing in your state. Why is finding good tenants so important? Identifying and leasing to good residents is vital to the success of any property management company for multiple reasons. First off, qualified residents that pay on time provide financial stability. You can count on rest being paid on the first of the month without having to chase them down or threaten them with late fees. Second, good residents protect the property itself. They’re more likely to proactively communicate about potential maintenance issues that, if ignored, could balloon into expensive problems down the road. Financially-minded residents are also likely to take better care of the property because they want to make sure they get their security deposit back. They’re also more likely to carry up to date renters insurance to protect themselves from potential financial setbacks, which also protects your company and the property. Finally, quality residents are more likely to renew their leases, and far less likely to face eviction. That means a more consistent stream of income, less vacancy time, and lower turnover expenses. All of these factors combine to create happier clients, too. When residents pay on time, stay longer, and protect investors’ largest assets, you’re more likely to retain those clients for years to come. How to attract good tenants for your rental property Attracting good tenants is something of an art and a science. From screening practices to marketing strategies, you can take steps across your entire process to increase the likelihood of generating applications from qualified residents. Establish your tenant screening criteria Standardizing your application form and screening criteria is vital, not just because it’s a fair housing requirement, but because it lets you objectively consider which applicant is best qualified. Consider including these factors in your screening process: Credit score Monthly income Rental history or address history Eviction history References Pet details, if applicable For example, you may set screening criteria like this: Monthly income at least 3x the rent amount Minimum credit score of 650 No recorded felonies No recorded bankruptcies No recorded evictions Your specific criteria will vary based on the market you serve and the class of housing you have available, so make sure you consider those factors when developing your screening criteria. Get your property ready to rent Making your property fully rent-ready before listing it can also help attract more qualified applicants. Renters in good financial standing with reliable income typically have higher expectations for the quality and condition of the property they’re looking to rent, so making sure all turnover maintenance is completed and the property is in top condition will draw them in. Qualified residents will be put off by dirty or unfinished properties. Provide coveted amenities Make sure that you’re including extra amenities to whatever extent possible. Things like off-street parking and in-unit laundry tend to draw in more applicants. If you’re managing multifamily buildings, pet-friendly areas, modern common spaces, and co-working spaces can also be big factors that tip the scales in your favor. Offer tenants a Resident Benefits Package A Resident Benefits Package can also help capture the attention of qualified residents, especially those who are particularly financially-minded. Benefits like identity theft protection and credit building will appeal to renters looking to improve their financial standing. Create a high-quality property listing Your rental listing description can also have a huge impact on the volume and quality of applications you receive. Make sure you’re painting the property in the best possible light, including the neighborhood and nearby amenities. Remember, you’re selling the lifestyle, not just the walls. Your rental listing should also answer as many questions as possible so that the resident doesn’t need to reach out for clarification, or, worse yet, move on entirely. Your listing should be as clear as possible about policies, costs, timeline, and the application process so that the resident has all the details they need to schedule a showing and submit their application. Price your property competitively Pricing units is a core function of property management, and it can be highly influential in the kinds of applicants you get. Price it too high and you’ll exclude a lot of potential applicants. Price it too low and you may attract applicants who aren’t fully qualified, but who are in search of a great deal. Making sure you’re pricing your properties competitively takes practice, but be sure to factor in the competition in your market, the age and condition of the property, and how much it has cost to maintain in the past. Create a detailed rental application Your rental application, like your screening process, should be standardized in order to fairly compare different prospective residents. You should be collecting all of the basic contact information and data needed to run your screening, such as: Name Current address Phone number Date of birth Income verification Credit report Rental history Pet information Copy of their ID, typically a driver’s license or passport However, your application should go beyond just the basics. A truly great application form also includes details that will help make the approval and move-in process as easy as possible, like: Desired move-in date Co-applicants Desired lease term Number of vehicles they have References While the core function of the application form is to qualify residents, you can also set everyone up for success by collecting more information earlier. How to market your rental property to find good tenants Now that you have a property and process that will attract great residents, it’s time to focus on marketing. There are some key steps you can take to get more eyeballs on your listings, more showings on your calendar, and more applications in your inbox, all of which will help increase your chances of finding a truly great resident. List your rental property online The vast majority of applicants today are finding their next home online. Listing sites have made it incredibly easy for residents to filter, sort, and apply right from their phone. Thankfully, they’ve also made it easy for property managers to create listings quickly that will attract qualified residents. If you use a property accounting software, it likely already has listing capabilities built in. Most property management tools now offer easy processes for syndicating new listings out across multiple listing sites, saving you valuable time. They’ll distribute your descriptions, pricing, photos, and details, but it’s important to test your syndication functionality and make sure that everything is showing up correctly on the various listing sites. Here are some of the most valuable sites to be listing on: Zillow: Zillow is no longer just for homebuyers, and has captured a huge portion of the rental market, too. Applicants can easily filter by price, pet friendliness, lease term, and more, allowing them to narrow in on the exact properties that fit their needs and lifestyle. Zillow also includes a direct scheduling tool to get showings on the calendar, and an integrated application tool. Redfin: Perhaps known best for their home sales tools, Redfin took a giant leap into the rental market in 2021 when it purchased RentPath, and with it several rental listing sites. Redfin offers a number of filters and advanced search features, including a filter to only show results that are currently offering special deals, like first month free. Trulia: Trulia has been around for a long time, founded all the way back in 2005. Like Zillow, Trulia offers tools for buying homes as well as renting them. The platform offers an easy contact form to connect renters with property managers, and includes many of the same filters that Zillow does. Apartments.com: Owned by Homes.com, Apartments.com is another large player in the space. Despite the name, they offer listings for single-family homes, townhomes, and condos in addition to apartments. Depending on your particular property accounting software, you may have access to a much longer list of sites. Try them out, see where your listings get the most traction, and optimize for those platforms. Promote your property listings on social media Social media is another great place to get eyes on your vacant properties. Whether you’re posting on your company’s page, leveraging local real estate groups on Facebook or LinkedIn, or creating ads, reaching your audience on social media is key. Eye-catching ads on platforms like Instagram and Facebook can let you get hypertargeted to renters in your area, keeping advertising costs low while still reaching your ideal applicants. Host an open house While scheduled showings are common in an on-demand world, don’t overlook the value of a good old fashioned open house. Signs around the neighborhood can bring in applicants who may otherwise not have seen your listing, and they provide a much more personal touch that allows a leasing agent to work their magic. They also allow the applicants to see themselves in the home in a way that just isn’t possible online, even with the best virtual walkthrough tools. To have the best possible open house experience, make sure that the showing agent knows all of the relevant company policies and processes. Just as an online listing should answer all an applicant’s questions, so should the agent. Use print media Despite what many think, print media isn’t dead. There’s still a place for listings in your local paper, which will specifically target the local area. Print listings give you a lot less space than online listings do, so make sure to focus on the most important elements, like the location, price, number of bedrooms, and key features. Make sure to also include information on whether the unit is pet friendly, which is a big boost for modern residents. How to screen applicants to find good tenants for your rental property Screening applicants is the last major step in ensuring that your property is occupied by qualified residents. You’ve collected all the relevant information with your application form, so now it’s time to run the screening. Many properties leverage third-party screening tools, which can expedite the process substantially. If you’re conducting the screening yourself, make sure you’re taking the following steps: Check the credit report and background: Make sure that the resident’s credit report lines up with the other information they’ve reported, and that there are no major red flags like bankruptcies or missed payments on loans. Verify employment and income: Follow up with the employment references the resident has listed and do your due diligence to ensure that their employer is a valid company. Review rental history: If a resident has provided rental references, call to verify their dates of residency and their good standing as a resident. Speak to them on the phone and get their perspective, rather than relying on a simple verification letter. Check criminal records: There are several online services that can conduct criminal background checks. Make sure the one you select offers multi-state screening so that you can be alerted to any criminal history from other states or jurisdictions. Make sure that you’re remaining compliant with fair housing laws at every step, and if you have any questions about fair housing, be sure to consult an attorney. Attract good tenants with Second Nature When you put resident experience first, you attract better residents. With Second Nature’s Resident Benefits Package, you can deliver a top-tier resident experience that helps boost financial wellness, improve the day-to-day rental experience, and reward residents for good behavior. If you’re interested in learning how Second Nature can help you attract more qualified residents, join our next RBP Workshop, where you’ll hear from real property managers who have implemented resident benefits to boost their business.

Calendar icon September 23, 2025

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Resident Satisfaction Surveys: The Complete Guide for PMs

In order to build resident retention, you need to start with resident satisfaction. And to do that, you need to develop a method to actually measure how happy or unhappy your residents are. Without objective measurement, you’ll have no way of knowing whether you’re improving. That’s where resident satisfaction surveys come in. In this post, we’ll walk through what resident satisfaction surveys are and why they’re so important, along with what questions you should be including, some of the best survey tools out there, and how to actually leverage data once you’ve collected it. What is resident satisfaction? Resident satisfaction is a measure of how happy residents are with their rental property and the team managing it, along with how well property managers are meeting resident expectations and needs. In other words, resident satisfaction is a quantitative measure of how well you as a property manager are delivering a high-quality resident experience. Measuring resident satisfaction puts you in the driver’s seat to start testing improvements in your processes and seeing how effective they are. What is a resident satisfaction survey? A resident satisfaction survey is a tool used by property managers to measure resident satisfaction, usually by gathering feedback via a questionnaire about things like happiness, complaints, and likelihood of renewing. A resident satisfaction survey is typically sent at regular intervals to large groups of residents in order to gather their feedback. It’s a key part of managing the resident experience because it provides a property manager with benchmarks and trends. What is the purpose of a resident satisfaction survey? A resident satisfaction survey helps you to measure the overall experience a resident has at your property, including the property itself, staff performance, maintenance, responsiveness, and more. Conducting regular satisfaction surveys helps demonstrate your company’s commitment to improving the resident experience, as well as your willingness to listen and adjust course based on feedback. A well run resident satisfaction survey provides opportunities to recognize what’s working and celebrate those things—including highlighting team members who are doing an exceptional job. At the same time, it offers a chance to reflect on what’s not working as well and flag them as areas for improvement. Over time, satisfaction surveys can be used to measure progress and validate decision-making, ultimately leading to better resident retention, positive reviews, and happy clients. Key benefits of resident satisfaction surveys Resident satisfaction surveys can help your residents feel more connected to you as a property manager and feel like they’re being heard. Satisfaction surveys also give you opportunities to improve your business. Here are some of the key things that resident satisfaction surveys can help you do: Make more informed decisions and enhance your services: When you gather feedback on what residents truly want, you’re able to be better informed in your decisions and consistently improve your business. Manage your reputation: When you have happier residents, they’re much more likely to leave positive reviews (or at least they’re less likely to leave negative reviews). When you’re known as a property management company that listens to resident feedback, that goes a long way toward securing new residents and new clients. Address issues quickly: Resident satisfaction surveys can often help you identify potential conflicts before they arise, including maintenance issues, communication struggles, or misalignment with resident expectations. Increase transparency: Satisfaction surveys also drive better communication with residents and give you a look at what residents expect of you. They also pull back the curtain for residents, who get a better view of the reasoning behind some of your decision making. Satisfaction surveys simply improve the resident experience overall, which is vital to the success of your business. What information should you gather in a resident satisfaction survey? Selecting what to include in your resident satisfaction survey can seem intimidating, but it helps to approach it based on a few key categories. Keep in mind that making the survey too long will decrease your response rate, so you don’t want to include too many questions. Try to focus on key areas like the property itself, maintenance experiences, customer service, and overall perceived value. Be sure to also include an opportunity for residents to comment on anything you didn’t ask about, to make sure they cover their most pressing topics. Resident information Consider starting your survey with basic resident information like their address or unit number, which will help you identify and respond to any local issues. You can also ask about how long the resident has lived in their home and how long their lease is, which helps give context to their other answers. Property condition The condition of a property plays a massive role in how satisfied the resident will be, so asking them for their thoughts on the home itself is important. This is a great way to identify potential issues that otherwise might not get spotted until the next inspection walkthrough. It can also catch potential problems early, before they turn into more expensive maintenance issues. If you’re surveying residents in a multifamily building, be sure to ask about both their specific unit and any common areas. Maintenance experience If something does go wrong with a property, you want to make sure your maintenance team is delivering on your promise of customer service. Ask about recent maintenance tickets that the resident has put in, as well as the responsiveness of your team to that issue. This is also a great place to ask about the frequency of maintenance calls, recurring problems, and what kind of condition the maintenance team left the property in. Customer service and staff Customer service is one of the clearest areas that you can improve with fast process changes. That makes it a perfect area to collect resident feedback, iterate, and measure progress. Ask residents how satisfied they’ve been with recent staff interactions. If they only recently moved in, ask for their feedback on the leasing and move-in process. If they recently renewed, as about their experience with renewal. Amenities and community features If you manage multifamily housing, amenities and community events are often a key part of the resident experience. Ask about things like pools, gyms, dog parks, and other common areas, including both how often residents use them and how satisfied they are. If you manage single-family homes, you can still ask about any amenities or extra services that you offer. If you provide a Resident Benefits Package or include internet or utilities with rent, ask how your residents like these features and how much value they provide. Digital resident experience If you use a property accounting software tool, it likely includes at least some digital experiences, like a maintenance portal or an online rent payment tool. You may also offer a digital leasing experience, pet screening or other online services. Poll residents on how useful they find these tools to be and where they run into problems in order to better optimize your tech stack. Safety and security Ask residents about how safe they feel in their homes and in their communities. Include questions about locks and other security measures, especially if you include smart locks, video doorbells, or security cameras with your properties. If you manage multifamily, you can also ask about overall community security, like swipe access to buildings or lighting around the property. A resident who doesn’t feel safe isn’t likely to stay long, so make sure you’re acting quickly if any security concerns arise. Value for money Make sure that you’re asking residents how much value they feel you provide to them. If your pricing is wrong, residents are likely to be vocal about it, and unlikely to renew their leases. Validate your pricing strategy with current residents in order to attract and retain high quality renters. Open feedback Finally, always be sure to leave a place for residents to provide open feedback. This can often surface valuable insights that you didn’t otherwise ask about. Even if residents don’t take advantage of the opportunity, it gives them a sense that you’re open to hearing their thoughts and that they have a reliable place to offer ideas. Best practices for effective resident satisfaction surveys With those topics in mind, it’s important to build and share your survey in a way that will generate authentic responses from as many residents as possible. Let’s take a look at some best practices for maximizing the effectiveness of your survey. Incentivize participation You can build the most detailed, thoughtful, comprehensive survey in the world, but it’s not going to be useful if none of your residents participate. Consider offering an incentive for residents to complete the survey; even a small reward can get residents invested. You can offer incentives like gift cards, or you can enter participants into a drawing for a larger prize, like an Apple Watch or a new TV. You can even offer a rent discount or prime parking space as the grand prize. If you use a Resident Rewards program, you can set up survey responses as an activity you want to reward, giving your residents points to use on the prize of their choice. Remember, the larger your sample size, the more accurate your data will be, so increasing participation should be a top priority. Ask clear and concise questions Next, make sure that the questions you’re asking in the survey are clear and concise. Don’t get bogged down in technical jargon or internal terminology; put yourself in the shoes of a resident reading the survey and make sure that it’s easily understandable. Simple question formats like multiple choice or “rate on a scale from 1 to 10” can also minimize confusion—just make sure you define what a 1 means and what a 10 means! Ask unbiased questions When you’re writing your questions, make sure you’re not constructing them in a way that will influence responses one way or the other. For example, don’t preface a question about maintenance response times by saying “We take pride in responding to maintenance requests as quickly as possible,” because that can influence your residents’ responses. You should also make sure you aren’t requiring residents to answer a question about something that isn’t relevant to them. For example, make sure you’re not asking, “How would you rate your recent renewal experience?” to residents who haven’t recently renewed their lease. If they’re required to answer, they’ll give inaccurate information, skewing your results. Survey Monkey has a comprehensive guide to best practices, so take a look and make sure that you understand how to write unbiased questions before you jump in. Protect resident anonymity and confidentiality Finally, make sure that residents feel comfortable being open and honest with you by ensuring anonymity and confidentiality. If a resident is afraid they’ll be retaliated against for giving negative responses, they’re not likely to be fully transparent. You can help ensure anonymity by detaching responses to each question from others, and communicating this to respondents. This means that questions about one topic can’t be cross-referenced with questions about another topic to identify an individual. 5 Best tools for resident satisfaction surveys Selecting the best tool for your survey depends on a few factors, including budget, how many surveys you’re sending per year, how many responses you aim to gather, and how detailed you want your questions to be. When choosing a tool, make sure you’re opting for one that will automate delivery and follow-up, provide a mobile-friendly interface, and help with data analysis. JotForm: JotForm offers a user-friendly tool for building surveys, along with basic data analysis and visualization for your results. It also includes several survey templates to help get you started. The free version of JotForm only allows you to collect 100 responses per month, so if you have a larger number of units you’ll likely have to upgrade to a paid subscription. Google Forms: Google forms are simple and free with any Google account. Google forms are somewhat limited in your ability to customize the look and feel or add your company logo, and there isn’t as much flexibility in the types of questions you can build out. However, the easy integration with Google Sheets makes sharing and analyzing data very easy. Survey Monkey: Survey Monkey is one of the most established survey tools available, and that history has given the company plenty of time to perfect their product. Survey Monkey has one of the most complete tools you’ll find, with plans starting at $30 per month for up to 50,000 responses. Typeform: Typeform is a newer survey tool, but also has excellent user friendliness and some of the best visual customization options around. Pricing starts at $25 per month, but a jump to the Plus plan allows you to remove Typeform branding and collect up to 1,000 responses per month for $50 per month. Sogolytics: Sogolytics is a highly detailed, powerful data collection and analysis tool. With stronger analytics and visualization tools than most other survey tools, Sogolytics is great for companies with larger portfolios and a high volume of data. How to use your resident satisfaction survey data Once you’ve gathered all your responses, it’s time to dig into the results. The key here is to remember that survey responses don’t exist in a vacuum, and they shouldn’t be analyzed that way. You shouldn’t be looking at each response on its own and then moving on. Instead, look for patterns in the results. Are you getting consistently low marks on your maintenance response times? Are residents frustrated with the lease signing process? Most survey tools offer basic analytics functions that will let you see average response scores and where you’re over- or underperforming. Make sure you’re also comparing responses over time. That will help you better understand whether the changes you’ve made are having the desired impact, or whether there’s more work to be done. Finally, make a clear game plan based on the results of your satisfaction survey. What can you do to address some of the most common areas of criticism? What steps will you need to take to make changes? How long will that take? Write out a project plan that you can share with the larger team and prioritize it so that you don’t let key issues fall to the wayside. Improve resident retention today You’re probably not going to get your resident satisfaction survey exactly right on the first try, but by following the guidelines in this post, you can get off to a great start. From there, you can iterate and improve each time you send out a survey. The key is to start measuring resident satisfaction sooner rather than later so that you can start making tangible improvements. Happy residents stay longer and are more cooperative, helpful, and understanding. Creating a cycle of transparency can go a long way to helping your business and your relationships. If you’re looking to improve resident satisfaction without adding more work to your plate, consider adding a Resident Benefits Package to your offering.

Calendar icon September 9, 2025

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Move-In to Move-Out: Rental Walkthrough Checklist for Property Managers

Resident turnover continues to climb across the property management industry, driving a more pressing need for comprehensive move-out and move-in plans. In fact, a 2022 Zillow report revealed that 74% of recent renters plan to move in the next three years. 43% of property managers listed maintaining high occupancy rates as a top concern, when surveyed for AppFolio’s Property Management Benchmark Report, reflecting higher turnover rates across the industry. In order to manage move-ins and move-outs, property managers need a detailed rental walkthrough checklist to help standardize their process. A rental walkthrough at the beginning or end of a resident’s tenancy helps get the property manager and the resident aligned on the condition of the unit, what work needs to be done, and whether part or all of the security deposit will be withheld. It also gives the property manager the opportunity to plan for any turnover maintenance that needs to be done before the property can be rented again. Keeping this organized can help property managers get units back on the market more quickly, avoid difficult security deposit disputes, and protect the condition of their properties. Our rental walkthrough checklist gives property managers a clear standard to follow when conducting walkthroughs at move-in and move-out. What is a rental walkthrough checklist? A rental walkthrough checklist is a tool used to standardize the documentation of a unit’s condition, typically at move-in or move-out. A walkthrough checklist is typically either completed alongside the resident or shared with the resident in order to create a shared record and get alignment on the condition of the home. A walkthrough checklist is slightly different from an inspection checklist, which is used during residency to assess the current condition of the unit and determine whether any maintenance work is needed. The walkthrough checklist can often be an important document when it comes to disagreements over security deposits and damage liability upon move-out. Why property managers should use a rental walkthrough checklist with every resident Rental walkthrough checklists are important for a number of reasons, most notably minimizing disputes and getting residents on the same page as property managers. Here are some key reasons why property managers should use a rental walkthrough checklist with every resident: Avoid disputes over damages: When you have a standardized checklist from both move-in and move-out, you can easily identify areas of damage beyond usual wear and tear. Because these documents are shared with your resident, you can minimize disagreements or legal disputes over who caused the damage. Support property documentation for deposits: Depending on your state and local guidelines, you may need certain documentation to support withholding part or all of a security deposit. By standardizing walkthroughs, you have more robust documentation if you need to withhold security deposit funds. Make turnover faster and more predictable: A move-out walkthrough can also be a valuable tool when performing turnover work after a resident has moved out. You can use the walkthrough to identify what work needs to be done and begin lining up vendors to shorten turn times. You can also provide move-in walkthrough documentation to those vendors so they know exactly what condition you expect the unit to be in for the next resident to move in. Show professionalism and consistency: Standardized processes make residents understand your thoroughness and professionalism. By following consistent procedures, you’re presenting both competence and sophistication. When should property managers perform a rental walkthrough? In general, property managers should aim to perform rental walkthroughs as close as possible to move-in day and move-out day. That minimizes any opportunity for disagreements to arise between the walkthrough and the handing over of keys. Some property managers do choose to perform move-out walkthroughs early, often up to a month before the resident’s final day of occupancy. This gives the management company more time to plan ahead of turnover maintenance and get vendors scheduled to do work immediately at the start of the vacancy. This can shorten the time a unit sits empty and get rent checks coming in sooner. What to include in a rental walkthrough checklist Your walkthrough should be detailed and comprehensive in order to make sure you aren’t missing crucial maintenance items or damages. Your checklist should include: Walls Floors Appliances Faucets, drains, toilets, and other plumbing fixtures Towel racks or hooks Lightbulbs Lighting fixtures Outlets Switches Doors, handles, and doorframes Cabinets Drawers Countertops Shelves Windows, screens, window frames, and blinds Closets (including shelving and rods) Baseboards and moldings Shower doors or curtain rods Water heater Boiler or furnace HVAC system, including vents and filters Whole-home water softeners or filters, if present A comprehensive checklist should be broken out by area of the house so that you can quickly document whether damage is in a primary bedroom, secondary bedroom, or living room, for example. The checklist should have a clear categorization of which items are clean, dirty, and damaged, along with space for notes on condition. It should also include notes on whether you have photo or video documentation, and where that documentation can be found. Finally, the document should have signatures from both parties. There are many dedicated apps for walkthrough documentation, which can often link photos directly to checklist items and store everything together in the cloud. Some digital walkthrough tools are included directly in property accounting software programs, while others have optional integrations. Tips for a successful rental move-in walkthrough Moving day can be chaotic, so simplifying the move-in walkthrough as much as possible will help give your resident and your team a better experience. Start by scheduling the walkthrough ahead of time. Aim to perform the walkthrough before the residents bring in furniture, which can cause damage as it’s being moved or obstruct already existing damage. To minimize future disputes, perform the walkthrough alongside the resident so that you can note any issues together in real time. This will minimize disagreements in the future. And of course, make sure to have the resident sign and date the checklist. Finally, make sure to provide the resident a copy and keep one for your own records. If you have a resident portal, make the document available there so that residents don’t have to contact you if they lose their copy. If you have photos or videos in cloud storage as part of your walkthrough, make sure that the resident can access those files. That way, when move-out time comes, they know exactly what the expected condition of the unit is. It’s helpful to include general move-in tips, resident expectations, and any information about the particular property alongside the move-in walkthrough checklist, typically in a resident welcome letter. This will help start off the property manager/resident relationship on a good foot. Tips for a successful rental move-out walkthrough A move-out walkthrough is not entirely different from a move-in walkthrough, but it does come with some unique considerations. At move-out, the walkthrough is typically focused on finding damages or issues caused by the resident, often with an eye towards security deposit charges. Schedule your move-out inspection for as close to moving day as possible, either just prior to the resident leaving or just after. Be sure to bring the original move-in checklist so that you can compare the unit’s current condition to how things looked on move-in day. Note any damage that goes beyond normal wear and tear, and be sure to take updated photos or videos for your records. When you deliver the move-out walkthrough checklist to the newly vacated resident, be clear about next steps regarding the security deposit and repair costs. You should also consider writing a simple thank you note to the resident, particularly if they’ve taken great care of the unit and are leaving on positive terms. You never know when they may be looking for another home to rent, and you want to be high on their list! Make property management easier with Second Nature Rental walkthrough checklists are a simple step that can protect your property, your residents, and your investors. A high-quality checklist sets clear expectations with residents and minimizes disputes down the line, creating a true triple win. Second Nature’s Resident Benefits Package is another triple win you can add to your toolbelt. Designed to make property management easier while also delivering the best resident experience on the market, the RBP is a must-have for strategic property managers. Interested in getting started? Book a demo with a local RBP expert to see it in action.

Calendar icon September 4, 2025

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Property Management Turnover Checklist & Tips

Vacancies and turns are the bane of property managers’ existences. They’re costly, time consuming, and difficult, particularly in the scattered-site and single-family markets. That’s why we’ve built our property management turnover checklist to help PMs streamline their workflows and save money. This article will help you better understand the costs of vacancy and turnovers in single-family rental homes, and provide a workflow that can help shrink vacancies and minimize the associated costs. We’ll walk through the full turnover process, identifying opportunities and tips at each stage. Why speedy turnovers matter for SFR managers Single-family property managers feel the pain of slow turnovers even more than multifamily. While MFR managers might have a model unit to show prospective applicants while turnover maintenance is happening, SFR managers don’t have that luxury. There’s more travel involved in showings, maintenance, and inspections. There’s no closet or warehouse of replacement parts that are standardized across all your units. All of that adds up to make the turnover process more lengthy and more expensive for scattered site managers. Quantify vacancy losses A large part of measuring your vacancy losses is getting a better understanding of your resident turnover rate. Resident Turnover Rate = (Number of Move-outs) / (Number of Units) X 100 For example, if you have 450 units, and an average of 34 move-outs a year, your turnover rate would be: (34/450) x 100 = 7.56%. Your turnover rate not only helps you calculate how much you spend on turns and vacancies, it also gives you insight into how well your management strategy is performing and whether you should consider making changes. Break down actual turnover costs Next, you’ll need to get a more thorough understanding of the financial costs of turs—both opportunity costs and actual costs. Lost rental income: Every property manager knows that a vacant unit isn’t collecting rent. Every day that a home sits empty is lost income for you and for your client. Marketing & advertising: Marketing isn’t cheap. Listing fees, paid ads, and agent commissions all add up quickly, and can be particularly high in competitive markets. Maintenance & repairs: Cleaning, painting, flooring, and appliance services are common tasks during turnovers. Larger CapEx expenses can also pop up if upgrades are timed with vacancies or a property has a lot of deferred maintenance. Resident acquisition: Beyond just marketing, screening reports, application processing, lease drafting, and legal review can be expensive. Your application fees may cover some of these expenses, but often not all. Staff time & opportunity cost: Showings, move‑out coordination, and vendor follow‑up all take up your team’s time, pulling focus away from growth tasks. Impact on resident experience and retention Don’t overlook the fact that turnovers can also have significant impacts on resident experience and retention. For example, if you manage HOAs, multifamily buildings, scattered units in condo buildings, or several homes in the same neighborhood—like build to rent developments—frequent turnovers can disrupt other residents. Noise and parking issues from movers can be frustrating, and turnover maintenance can be loud and disruptive. It becomes a self-sustaining cycle. Turnovers cause unhappy residents, who then are more likely to turn over. Stable, long-term residents mean predictable cash flow and less work for your team. By maximizing the resident experience, you can prevent turnovers and increase NOI. Single‑family rental turnover workflow Let’s take a step-by-step look at the turnover process for single-family rental homes. Send and confirm the notice‑to‑vacate package If a resident has indicated their intention to move out at the end of their lease, make sure to require written notice. Send a notice to vacate in order to protect yourself legally. Schedule an automated message to send a move-out guide to vacating residents. Provide clear instructions on the move-out process, expectations for the condition of the home, and reminders about any potential fees or penalties as outlined in the lease. Schedule a pre-move-out walkthrough to take place within five days of the end of the lease. Collect keys & document possession transfer In many jurisdictions, possession of a property is not officially surrendered until keys or access fobs are returned. Make sure to schedule the key handoff ahead of time, in writing. Provide instructions for what a resident should do if a key—including an access fob or mailbox key—has been lost. Take a timestamped photo of the key handoff and share a copy with the resident. Perform resident‑present move‑out inspection You want to be on the same page as the resident when it comes to the condition of the property at move-out. Use a standard checklist to document the condition of the whole home. Take at least four photos per room and additional photos of any damaged areas. Consider recording a video walkthrough to minimize potential disputes. In your report, clearly mark normal wear vs. billable damage. Settle the security deposit per state law Security deposits are highly regulated in most states, so know your jurisdiction’s specific requirements. Always consult with legal counsel if you’re unclear on the particulars. Make sure to follow your state’s deadlines for returning the security deposit or provide an itemized list of charges. Itemize charges and attach photos where relevant. Provide payment for any balance due back to the resident, in accordance with your lease agreement and state or local laws. Schedule make‑ready tasks in optimal order A large portion of turnover maintenance happens in the first 48 hours. Use your walkthrough inspection to determine what repairs and upgrades are needed. Flag major repairs, especially those that will need investor approvals, like plumbing, electrical, or HVAC. Schedule vendors to paint and patch walls or repair flooring. Schedule professional cleaning and landscaping teams to make the home rent-ready. Relist & open self‑showings Once the property is ready, it’s time to start marketing. Refresh any outdated photos, especially if you’ve painted or installed new appliances. Syndicate your to MLS, Zillow, Facebook Marketplace. Enable self-guided lockbox showings. Lease turnover repair and maintenance checklist Turnovers are often a great opportunity to tackle deferred maintenance, or to perform upgrades on a property. Even if larger ticket repairs aren’t needed, you’ll still have maintenance tasks to get the home rent-ready. Let’s dive into some of the most common turnover repairs with this checklist. Change locks and reset smart devices Provide peace of mind for residents by rekeying locks. Reset any smart home devices, security codes, or other items so that they’re ready for new residents. If you offer internet as an amenity, update wifi credentials to ensure network safety. Consider upgrading to a smart thermostat to make the home more efficient and minimize utility bills. Service or replace appliances Create an appliance maintenance checklist, including filters, drains, and hardware. Replace any appliances that are not in working order, or that have been repeated sources of work orders. Update your marketing photos if new stainless steel appliances have been installed. Keep an inventory of appliances with photos and serial numbers, which will make it easier to communicate with vendors in the future. Patch, paint, and caulk walls & trim Consider hiring a professional painting company if you’re repainting multiple rooms. Patch any nail holes or damage from the previous resident. Spot-prime any repairs before painting over them in order to ensure a smooth coat. Use neutral colors that will appeal to a large audience, like eggshell or light grey. Repaint every three to five years or if necessary. Deep‑clean or replace flooring Professionally clean carpet to remove spots or discoloration. Replace flooring if the old flooring poses a health risk or shows cracks, bulging, or damage. Consider replacing outdated flooring even if it’s still in acceptable condition. New flooring can significantly increase the value of a property. Safety & maintenance roundup Replace smoke and carbon monoxide detector batteries. Replace any dead lightbulbs throughout the property. Test GFCI outlets in kitchens and bathrooms. Tighten hardware on doors, windows, cabinets, and drawers. Check electrical systems, as well as plumbing, drains, and any other fixtures. Replace air filters and water filters, including in appliances like microwaves, range hoods, and refrigerators. Clean out dryer vents to avoid potential fire hazards. Promptly and completely address any pest control issues. Time‑saving tips to minimize vacancy Vacancy is one of the most costly phases of property management, but by minimizing the time a turnover takes, you can get back to bringing in rent quickly. Perform mid‑lease inspections every six months Perform an inspection with a comprehensive inspection checklist. Look for leaks, filter neglect, or other emerging issues that could balloon into expensive repairs. Always give the resident advance notice and try to find a time that works for them to minimize disruption and provide a better resident experience. Pre‑schedule preferred vendors when notice arrives As soon as you receive notice of intent to vacate from your residents, schedule key vendors that you know you’ll need, like painters and cleaners. Perform a pre-vacancy inspection to identify any other key maintenance issues and contact the appropriate vendors. Stock turnover kits in bulk Have locks, lightbulbs, air and water filters, and paint on hand for upcoming turnovers. If your portfolio is large enough, consider purchasing in bulk to minimize per-item costs. If you’re managing multifamily, bulk turnover kits are more relevant, but they can still be applicable to SFR. Consider pre-leasing: market 30‑45 days before vacancy Know the benefits and risks of pre-leasing a property. Consider putting off pre-leasing if a property needs significant maintenance or will be getting upgrades. Consider “coming soon” listings with a tentative availability date. Keep residents longer with an RBP Consider instituting a Resident Benefits Package to increase resident satisfaction and keep residents longer. Encourage faster lease renewal decisions with Resident Rewards. Turn vacancy stress into a Triple Win with Second Nature Remember, time is money with turnovers, but cutting corners can cost you in the long run when maintenance items resurface and residents are unhappy. Use this checklist to save both time and money on turnovers without putting your future peace at risk. Second Nature’s fully-managed Resident Benefits Package can drive increased resident retention, providing valuable benefits that residents are willing to pay and stay for. Calculate how much an RBP could save you on your next turnover by speaking to one of our dedicated RBP experts in your area.

Calendar icon September 2, 2025

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AI Property Management Software: Achieve Higher ROI with More Satisfied Residents

AI property management software is helping property managers save hours, cut costs, and keep residents longer. By automating time-consuming tasks like scheduling, rent reminders, and maintenance tracking, these tools give you more bandwidth to focus on what matters most: resident satisfaction and portfolio growth. But how do you know which AI property management software is right for your team? In this guide, we’ll look at the strongest AI property management software options available today, from established names like AppFolio and Buildium to innovative AI-first platforms. You’ll see how features like predictive maintenance, automated messaging, and smart rent workflows can transform day-to-day operations. Plus, you’ll see an overhead view of where each tool fits best depending on your portfolio type. What is AI property management software and how does it work? AI property management software uses artificial intelligence to automate and improve daily property management tasks. Instead of manually tracking rent payments, responding to maintenance requests, or juggling dozens of vendor schedules, these systems handle the busywork in the background. This lets you focus on strategy and resident relationships. At its core, the right AI property management software learns from your portfolio data to make smarter, faster decisions. That can mean: Predictive maintenance to flag potential issues before they become expensive repairs. Automated messaging that answers resident questions instantly and keeps communication consistent. Smart scheduling to coordinate vendors and team members without manual back-and-forth. Data-driven insights that help you adjust pricing, renewal strategies, and marketing spend. The result is a system that speeds up repetitive workflows and also supports better decision-making across your entire portfolio. These AI tools adapt to your processes and scale as you grow. They can be applied to the management of single-family homes, multifamily communities, or mixed portfolios. Why are property managers investing in AI property management software? The demands on property managers have never been higher. You’re expected to keep operating costs low, meet rising resident expectations, and manage growing portfolios. You’re also asked to do all of this without adding staff, which is not an easy job! AI property management software is helping bridge that gap. Three big shifts are driving adoption: Higher resident expectations: Residents now expect the same speed and convenience they get from popular apps. They want immediate answers, instant maintenance fixes, and easy self-service tools. Tighter margins: Maintenance costs, turnover expenses, and labor shortages are eating into profitability. AI helps control these costs by automating time-consuming tasks and spotting problems early. A shift from reactive to proactive management: Instead of scrambling to fix problems after they happen, AI tools predict issues and automate preventive measures. Overall, this will keep your properties in better condition and residents more satisfied. For many operators, AI property management software is becoming essential for scaling. Which AI property management software platforms should you test? The AI property management software you choose will come down to three categories: Your portfolio type Budget The workflows you’ll be streamlining Let’s take a brief look at each platform to help you match AI property management software to your portfolio type. AppFolio AppFolio blends property management features with AI capabilities like automated leasing workflows, rent collection, and smart maintenance scheduling. Its AI Leasing Assistant “Lisa” responds to inquiries 24/7, qualifies leads, and books showings automatically. The platform’s advanced analytics also provide real-time portfolio performance insights. Best for: Mid-size to large portfolios needing a comprehensive, all-in-one solution with deep integrations. Buildium Buildium is the AI property management software best known for its approachable interface and quick onboarding. This is ideal for teams without a dedicated tech department. Its AI features include automated rent reminders, dynamic pricing recommendations, and resident churn prediction. Buildium also integrates with popular maintenance platforms, making it easier to track vendor performance and resident satisfaction without switching systems. Best for: Small to mid-size property management companies that want straightforward AI tools alongside core PM features. Hemlane Hemlane focuses on remote-friendly property management. Its AI-driven leasing automation, maintenance coordination, and compliance tracking are designed for operators managing scattered-site properties. The smart task routing ensures requests are sent to the right vendors quickly, reducing delays and resident frustration. It also offers virtual showing capabilities, allowing you to lease units without being on-site. Best for: Single-family operators and geographically dispersed portfolios. AI-first tools These next platforms were built from the ground up with AI at their core. They often integrate with larger property management systems to add specialized capabilities without replacing your current tech stack. Stan.ai: AI-powered leasing assistant that handles inquiries, books showings, and nurtures leads automatically. It’s designed to boost leasing speed and conversion rates. EliseAI: Conversational AI for resident communication, maintenance requests, and leasing, with natural language capabilities that mimic human conversation. MagicDoor: Combines AI with resident engagement features like rewards programs, automated reminders, and event scheduling to increase satisfaction and retention. Trudi.ai: AI assistant for automating routine administrative tasks, from responding to emails to scheduling maintenance, freeing up staff time for higher-priority work. Next, we’ll take a look at which AI property management software fits with your portfolio type. How to choose the best AI property management software for your portfolio type Choosing the right AI property management software starts with considering your portfolio type. The chart below breaks down which tools work best for different portfolio types, so you can see at a glance where each option fits. Portfolio type Key needs and priorities Recommended platforms Standout AI features Single-family operators Remote management, vendor coordination, leasing automation, and maintenance tracking Hemlane, Trudi.ai, MagicDoor AI leasing assistant, smart maintenance routing, mobile-first workflows Small- to mid-size multifamily Centralized operations, predictive maintenance, resident self-service Buildium, AppFolio Predictive maintenance alerts, AI-driven rent reminders, unified dashboard Large-scale portfolios Scalability, deep integrations, high-volume automation, and advanced analytics AppFolio + Stan.ai or EliseAI Conversational AI for residents, bulk task automation, and rent optimization analytics Best AI property management software for single-family operators For single-family and scattered-site management, efficiency hinges on eliminating manual tasks that typically consume a significant portion of your day. You should be on the lookout for: Remote-friendly tools: These allow you to manage leasing, inspections, and maintenance without being on-site. AI leasing assistants: Respond to inquiries 24/7 and prequalify leads, cutting down on missed opportunities. Maintenance automation: Route requests directly to vendors and track completion in real time. Best fits: Hemlane, Trudi.ai, MagicDoor. These offer simple, affordable automation without the overhead of a full enterprise platform. Best AI property management software for small- to mid-size multifamily portfolios For portfolios in this range, the challenge is managing higher resident density while maintaining a personalized touch. Priorities include: Centralized dashboards: Combine accounting, leasing, maintenance, and communication in one system. Predictive maintenance features: Help to avoid costly emergencies and extend the life of building systems. Resident self-service portals: For rent payments, renewals, and service requests, which in turn reduces inbound calls and emails. Best fits: Buildium, AppFolio. Both offer integrated AI capabilities without requiring you to piece together multiple tools. Best AI property management software for large-scale portfolios When you’re managing hundreds or thousands of units, scalability and integration are key. You can keep your focus on: High-volume automation: For leasing, renewals, and maintenance coordination. Deep integrations: Manage the business end-to-end with accounting, CRM, and marketing tools. Advanced analytics: Spot trends, optimize rent pricing, and forecast maintenance budgets. Best fits: AppFolio for an all-in-one approach, or combining it with AI-first tools like Stan.ai or EliseAI for advanced resident engagement and lead management. Finding the right AI property management software is key. But what is the overall benefit to using them once you’ve found the right one? That’s what we’ll take a look at next. What are the key benefits of AI property management software? When you’re looking at the benefits AI property management software brings, you’re really calculating your return on investment (ROI). You want to see the measurable impact that new tools can have on your bottom line and resident retention. When implemented strategically, AI property management software can: 1. Save time on repetitive work AI can handle routine tasks instantly. This frees up your team to focus on owner relations, strategic marketing, or resident engagement. 2. Reduce maintenance costs Predictive maintenance tools analyze historical data and property conditions to flag potential issues early. Fixing a problem before it escalates can save hundreds, or sometimes thousands, per property each year. 3. Improve resident satisfaction and retention Fast response times, proactive communication, and self-service options create a smoother resident experience. The easier it is for residents to pay rent, request service, or get information, the more likely they are to renew. 4. Enhance decision-making with better data AI platforms consolidate your operational data into actionable insights. This can help you: Optimize rent prices based on market trends Identify at-risk residents before they give notice Adjust marketing spend to target the highest-converting channels 5. Scale without adding headcount Because AI handles high-volume, low-complexity work, you can grow your portfolio without increasing staff at the same rate. 6. Streamline communication AI-driven messaging keeps owners, residents, and vendors informed automatically. Your team stays on the same page with a unified system of communication. What are the common challenges when adopting AI property management software? AI property management software can transform operations, but adoption doesn’t come without hurdles. These are some of the challenges to be aware of, especially as you integrate AI property management software with your team: 1. Data accuracy and quality AI is only as good as the data you feed it. If your records are incomplete, outdated, or inconsistent across systems, automation may produce inaccurate insights or send the wrong messages to residents. 2. Integration gaps Not all AI platforms play nicely with your existing tools. Confirm that the software integrates with your accounting, CRM, marketing, and maintenance systems. 3. Balancing automation with human oversight While AI can handle routine communication, resident relationships often require empathy and context. Over-relying on automation can make interactions feel impersonal and lead to missed opportunities for connection. 4. Change management Your team will need training to use the new tools effectively. Prioritize clear onboarding and process updates. 5. Compliance and security concerns AI platforms process sensitive resident and owner information. Make sure your AI property management software meets data protection and privacy regulations in your region. 6. Overestimating capabilities AI property management software can be a powerful tool, but it’s not a magic wand. Setting realistic expectations about what it can and can’t do is important for measuring ROI and avoiding disappointment. How Second Nature complements AI property management software These AI property management software platforms have the potential to generate a higher ROI for your entire portfolio. But, there is a level of human touch that keeps residents satisfied and renewing. Second Nature’s fully managed Resident Benefits Package complements AI property management software to deliver tangible, high-value services residents can see and feel. These services go beyond AI processes to create a living experience that current and future residents are willing to pay for and stay for. Here’s how Second Nature’s Resident Benefits Package works: Proactive maintenance engagement: Built-in programs like air filter delivery encourage residents to take care of small maintenance tasks before they escalate. Changing air filters at the right time can reduce HVAC-related work orders by 37%. Resident rewards program: Incentivizes on-time rent payments and other positive behaviors with gift cards and rewards. Credit building: Automatically reports on-time rent to all three major credit bureaus, boosting residents’ financial health. Renters Insurance Compliance: Tracks coverage for every resident, automatically enrolling them if a policy lapses. Your AI property management software will help keep your operations efficient. Second Nature keeps the resident experience on pace. Together, they create a powerful combination: streamlined workflows, happier residents, and a healthier bottom line. As an example of how the Resident Benefits Package works, Hive Real Estate saw a 40% increase in on-time payments and a 50% reduction in maintenance requests. Elevate your AI property management software with Second Nature AI property management software can streamline your day-to-day. Pair it with Second Nature, and you’ll create a resident experience that drives renewals, reduces maintenance costs, and delivers higher ROI without adding to your workload. See how your current tools and Second Nature’s fully managed Resident Benefits Package can work together to keep residents paying and staying. Try out a demo today and discover how to make every property in your portfolio easier to manage and more profitable to own. FAQ What is AI property management software? AI property management software is a digital platform that uses artificial intelligence to automate and improve core property management tasks. It can handle rent collection, predictive maintenance scheduling, resident communication, vendor coordination, and portfolio analytics without manual intervention. These tools help landlords, property managers, and real estate investors reduce operating costs and improve resident satisfaction. How does AI property management software work? AI-powered property management systems use algorithms and machine learning models to analyze data from your portfolio. This enables features like smart rent reminders, automated maintenance requests, conversational AI for resident support, and dynamic pricing recommendations. The software can integrate with accounting systems, CRM platforms, and leasing tools to create a connected property management workflow. What are the benefits of AI property management software? The main benefits include time savings through automation of repetitive tasks like rent reminders and vendor scheduling, lower maintenance costs with predictive maintenance tools that flag issues early, improved resident retention via proactive communication and self-service portals, better decision-making using data-driven insights for pricing, renewals, and marketing, and scalability without adding headcount. Which AI property management software is best for my portfolio type? The best choice depends on your portfolio. Single-family operators may prefer Hemlane, MagicDoor, or Trudi.ai for remote-friendly management. Small- to mid-size multifamily operators may benefit from Buildium or AppFolio for predictive maintenance and resident self-service. Large-scale portfolios can pair AppFolio with Stan.ai or EliseAI for advanced analytics and resident engagement. Does AI property management software replace human managers? No. While AI can automate many administrative and operational tasks, it cannot replace the human element of property management—especially when it comes to empathy, negotiation, and relationship-building with residents. Instead, it frees up managers to focus on strategic growth and customer experience. How much does AI property management software cost? Pricing varies based on features, portfolio size, and whether you choose an all-in-one platform or an AI-first tool that integrates with existing systems. Entry-level solutions may start at $1–$2 per unit per month, while enterprise systems can cost more depending on customization and support. Can AI property management software integrate with my existing systems? Most modern AI property management platforms integrate with popular accounting software, CRM tools, maintenance tracking systems, and marketing platforms. Always confirm compatibility before purchasing to ensure seamless workflows. How does AI property management software improve resident satisfaction? By automating communication, providing 24/7 responses to inquiries, enabling faster maintenance resolution, and offering self-service portals, AI tools make the rental experience easier and more convenient—key factors in boosting lease renewals.

Calendar icon August 21, 2025

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Social Media Marketing for Property Management: A Comprehensive Guide

In the age of influencers, property management has been no exception. More and more property managers are building their personal and company brands across social channels, drawing more eyes and building trust with their customers. So how can you leverage social media marketing for property management, and drive real business results? In this article, we’ll walk through how property managers can position themselves on social media, and provide a comprehensive guide for property managers who want to grow their business through better social content. We’ll look at how to choose which platforms to use, setting up a content strategy, driving engagement, purchasing social ads, and building your brand as an individual and a company. What is social media marketing for property management? Social media has become an essential marketing channel for property managers over the last decade. More and more, residents and owners are searching for and engaging with their PMs on social channels like Facebook, LinkedIn, and X. Social media platforms allow property management companies to create branded pages where they can receive and send private messages, post public announcements to a wider audience, and solicit customer reviews. More and more residents are spending time on social media, regardless of age. In fact, nearly 64% of people globally use social media in 2025, compared to just 47% in 2020. That means that social channels are prime opportunities to increase visibility for your business, show your expertise in the industry, and convince both real estate investors and residents to work with you. A strong social media presence can set you apart from competitors, and also help you be found more frequently in web searches. Combine that with the ability to quickly communicate with existing customers and residents, and the benefits quickly become clear. Why social media matters for property managers Social media is the perfect forum to boost your brand reputation and create a unique voice. In such a people-first business, property managers should be embracing their personal voice and opinions to build a sense of authenticity and trust. In fact, more and more, weaving your personal story into your company brand helps users develop relatability and attachment to your band. Social media provides an invaluable opportunity to share personal anecdotes and thoughts, no matter how short or long, that show you’re an expert in your field. By engaging with others and having meaningful conversations online, you can also build your professional network and learn from those around you. Even providing simple tips or insights on other people’s posts can help build your expertise and get you noticed more often. You can also engage with both residents and investors in comments, direct messages, and community groups. By being easy to find and reach, you present an image of accessibility, responsiveness, and reliability, and show that you prioritize customer service. Choosing the best social media platforms for property management Selecting where to invest your time on social media can seem a bit overwhelming. There are plenty of options, but we’ll break down the strengths of each and where you should prioritize your efforts. Evaluate platform fit based on your audience Start by deciding who you're trying to reach on social media. Different demographics tend to use different platforms, and Pew Research (2024) reveals clear usage patterns by age and demographic: YouTube (83% of U.S. adults): Universally popular, this video sharing giant is ideal for property walkthroughs, FAQs, and educational videos. It’s a great fit for any age group, and is actually one of the largest search engines in the world. Facebook (68% of U.S. adults): Facebook is most used by adults aged 30–64. It’s perfect for reaching Gen X and baby boomers, and community groups and local events make it a great platform for reaching local renters. Instagram (47% of U.S. adults): Highly used by adults under 30 (78%), Instagram is for far more than just posting what you ate for brunch. Use Instagram for showcasing visuals, lifestyle branding, and behind-the-scenes content, and leverage stories for short video promos for vacant units. TikTok (33% of U.S. adults): TikTok is one of the hottest social tools around, and usage has grown 12% since 2021. It is especially popular among adults 18–29 (62%). It’s perfect for lifestyle content, renter tips, and fun property highlights. LinkedIn (30%+ of U.S. adults): LinkedIn skews toward college-educated professionals, particularly those aged 30–49, and is best for B2B networking, attracting investors, and vendor outreach. Residents tend to be less active in engaging with their property managers on LinkedIn. Pinterest (30% of U.S. adults): Female audiences tend to dominate Pinterest. This app is all about sharing visual ideas and inspiration, making it perfect for decor boards, seasonal refresh tips, or neighborhood features. Choose a platform that will help you meet your goals In addition to your audience, you have to know your target goals, because not every platform fits every objective. Here's how to align your strategy: Brand awareness & retention: Facebook, Instagram, YouTube Networking & lead generation: LinkedIn Lifestyle marketing & education: TikTok, Instagram Reels, YouTube Shorts Visual storytelling & design inspiration: Pinterest Consider your resources and bandwidth When you’re choosing your channels, remember that it’s about quality over quantity. Rather than establishing profiles on every single platform and trying to juggle them all, start with just two or three platforms and focus on getting them right. Then, once you’ve gotten the hang of things, you can consider adding more. If you’re posting often and across multiple platforms, consider using a scheduling tool like Buffer or Hootsuite to plan your content in advance. These kinds of tools can also allow you to post to multiple platforms with a single click, rather than having to create the same post over and over on different apps. If you use certain marketing automation tools, they may already have social media scheduling functionality built in. Remember that many channels have similar formats, so you can often repurpose the same content. For example, you can post a short video as a TikTok, a YouTube Short, and an Instagram Reel, reaching more people without substantially more effort. Content ideas for property management social media Remember, property management is a highly social, highly visual business, so there are tons of opportunities for great content if you get creative. You don’t have to limit yourself to just promoting listings, either. You can share tips and tricks, behind the scenes looks at your team, and elements of your company culture that will encourage people to work with you. Here are some ideas to get you started: High-quality photos and videos of listings Neighborhood highlights and community amenities “Meet the team” spotlights Seasonal maintenance tips Reviews and tagged posts from residents Tips on rental processes, maintenance reminders (like air filters), and lease renewals Behind-the-scenes, day-in-the-life reels, and resident events What it’s like to live at one of your properties Viral trends that you can tie to your niche The possibilities are endless, and don’t be afraid to take inspiration from other property managers who are killing it on social media. Social media content strategy for property managers With all these possibilities at your fingertips, it’s important to set an overarching strategy for your social efforts. You don’t want to be posting haphazardly or inconsistently, or sending mixed messages in your posts. Set clear goals for your efforts Make sure you know the purpose of your investment in social media. Start by defining what success looks like. You might be looking to increase brand awareness, generate more leads, retain residents longer, or something else entirely. Whatever your goal is, make sure that you identify KPIs that align to those goals, and measure your progress regularly. Build a content calendar Building a schedule of your content can help make sure you’re sharing consistently, but it can also save a lot of time. Work to batch your content creation and schedule weekly posts, which will minimize the time spent on social tools. Make sure you’re varying content types, too. For example, you might commit to posting one listing, one testimonial, and one local highlight per week. Stay consistent and on-brand You want to make sure that your visual branding is consistent across all your different social platforms, and that what users find there also matches what they’ll see on your website. Beyond that, you should establish a clear tone that you use across all your posts so that your audience is always experiencing a consistent version of you. Paid social media ads for property management Now that you have a strong understanding of organic posting on social media, it’s time to take a look at advertising, also known as sponsored content or paid social. Social media is a great opportunity to reach new audiences with ads, as long as you follow a few key guidelines. Why paid social matters in 2025 Millions of renters are scrolling their social feeds daily. That creates a massive opportunity to get your listings in front of them. Social platforms also offer a uniquely effective way to target users by location, income bracket, and life stage, allowing you to better find potential applicants who are a strong fit for your properties. Especially in competitive markets, social ads can keep your brand and your properties top of mind through each and every decision stage. Create scroll‑stopping ads Creating effective ads might seem challenging, but it’s all about the visuals. Use high‑quality photos, 15‑second videos—framed vertically, to match users’ devices—or 360° tours. If you’re posting videos, make sure they have text overlays for users who are scrolling without sound on. Captions and copy should be brief and benefit-focused. Optimize targeting and budgets Social platforms also allow you to create look-alike audiences using your past resident, applicant, or owner lists. That means you can target your ads specifically to the people who best fit your customer profile. You can also retarget your website visitors, especially those who may have started filling out an inquiry form but then abandoned it. When you’re just getting started, try a balance of about 70% prospecting ads and 30% retargeting ads, and then evaluate every thirty days to rebalance your ad mix. Measure and refine performance Make sure that you’re tracking key metrics like click-through rates of your ads, cost per lead from social media, and numbers of tours and leases that come from your social channels. You can also create A/B tests for different ad creative and update it weekly. Some platforms even let you automatically pause low-performing ads and boost those that win A/B tests. Don’t forget to use UTM tags and tracked links so that you can specifically tie new business to your social media efforts. Tracking social media performance for property managers As you build your social media strategy, make sure you’re consistently measuring performance. Consider key metrics like reach, engagement rate, follower growth, and click-through rates, all of which are good measures of how much your content is resonating with your audience. Most social tools typically have basic metrics built in, but platforms like Sprout Social, Agency Analytics, and Hootsuite offer a wider range of measurement tools, including dashboards and downloadable reports. If you’re doing extensive social posting and need to consistently monitor performance, it may be worthwhile to invest in one of these tools. As you push to improve your performance, make sure you’re testing images against video, different headlines and captions, and posting times throughout the day or week to see what works best for your audience. Then, apply those learnings moving forward for each campaign. Overcoming common social media challenges Many companies struggle to gain traction on social media, or expect instant success and are disappointed when they don’t see it. Here are some of the most common challenges with social media marketing, and how you can avoid them with your property management business: Inconsistent posting schedule: Posting inconsistently can lead to a disengaged audience, but it also hurts you in social media algorithms, which favor creators who post consistently. This is where your content calendar and scheduling tools can come in. Declining organic reach: Some companies see their post impressions decline over time, often because they’re only posting but not interacting. Make sure you’re interacting with your audience’s posts, either with likes and reactions or with comments, which will help algorithms rank your content more highly. Make sure you’re also posting content that encourages your audience to interact, rather than just looking or reading and scrolling on. Content saturation and competition: Some posters also find themselves running out of content ideas quickly. Remember that it’s about quality over quantity, and that you don’t always have to be posting as often as your competition. Focus on the consistency of your content, both in when you post and the quality of what you’re sharing. Negative feedback and reviews: Plenty of companies get dismayed by negative reviews or feedback on their pages. Make sure that you’re handling negative feedback calmly, quickly, and professionally, and that you’re actually making process changes to prevent similar reviews in the future. Lack of clarity: If you’re a property manager who isn’t as data-driven, this can be a challenge. Make sure you’re leveraging analytics to measure success and jumping on hot trends that you see across other pages. Like any other marketing channel, KPIs should be guiding your strategy. Build long-term value with Second Nature Remember, social media is a great way to show your personality, expertise, and what you’re doing to deliver the best possible experience for your residents. From lead generation to community engagement, social media is all about building trust in your brand, both as an individual and as a property management company. Things like reminders to change air filters, instructions on how to leverage benefits, and success stories of residents who have seen boosts to their credit scores are all content gold, made possible by programs like Second Nature’s Resident Benefits Package. If you want to learn more about how Second Nature delivers top-tier resident experiences, schedule a demo with an RBP expert in your area today.

Calendar icon August 12, 2025

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How to Measure and Improve Resident Experience

We’ve long talked about the importance of the service economy, but recently we’ve seen more and more companies embracing the next evolution of business: the experience economy. Success is no longer about giving your customers quality service, but about providing them a memorable, top-tier experience. For property managers, that means embracing the resident experience as a comprehensive approach to managing. By providing a great resident experience, you not only set yourself apart from your competitors, but you also increase resident retention and business growth. In this article, we’ll walk through what resident experience is, how to measure it, and how to improve on resident experience metrics. What is resident experience? Resident experience is the way that a renter perceives and feels about their living situation. It goes beyond just the quality of the physical property they rent, and includes how well the property is maintained, the ease of moving in, paying rent and requesting maintenance, and every other touch point they have with their management company. More and more property management companies are beginning to emphasize the overall rental experience through amenities, digital tools, or add-on services that make life easier for their residents. Why is resident experience so important? Resident experience permeates every aspect of a renter’s living situation, so it’s essential to maintaining happy, engaged residents. The importance of resident experience is both cultural and financial, but there are four main areas where it has the biggest impact: Attracting new residents: Providing a standout resident experience is a great way to bring qualified new residents in the door quickly. By advertising your resident experience perks in your listings, you’ll stand out from the crowd. Plus, happy residents are more likely to leave positive reviews across sites like Google Business and Yelp, which can be an important factor in attracting applicants when you have vacancies. Retaining existing residents: A great resident experience can also help avoid vacancies in the first place, since happier residents are more likely to renew their leases. That means less vacancy time, lower marketing expenses, and more time for your team to focus on value-adding activities. Building resident investment: Residents who are enjoying their living experience also become more engaged, and have a larger emotional investment in their home. That can lead to lower delinquency rates, more cooperation when scheduling inspections, and an increased likelihood of reporting small maintenance issues before they escalate into big-ticket items. Increasing revenue: All of these factors directly drive improvements in your bottom line. When residents sign faster, stay longer, and pay on time, everyone wins. Beyond that, you can often add revenue via lease-enrolled services that provide a better living experience for your residents. How to measure resident experience: 7 metrics to track Resident experience can feel like a difficult thing to wrap your arms around. When it touches every interaction that your company has with a resident, it can seem intimidating to measure objectively. But, as the saying goes, what gets measured gets managed, so it’s essential to set resident experience metrics, measure them regularly, and consistently strive to improve them over time. 1. Resident satisfaction Resident satisfaction is, at its core, how happy a resident is with their experience renting from you. The most common way to measure this is through resident surveys. There are several common times that property managers try to survey residents, often when they’ve recently had an interaction and it’s top of mind. Here are some common examples: Just after move-in At move-out At lease renewal time After a maintenance issue is resolved After an inspection All of these offer great opportunities to get honest feedback about recent interactions with your company. 2. Resolution times One of the most effective ways to keep residents happy is by resolving any maintenance issues quickly and efficiently. Maintenance is one of the biggest disruptions that most residents face, and there’s an increased expectation that they’ll have access to a 24/7 maintenance line and an online portal or app to report issues. Most property accounting software tools can report out how long each maintenance request takes, from first report to resolution. Keep tabs on these numbers and look for ways to optimize your maintenance and reduce resolution times. 3. Resident community participation Depending on the nature of your portfolio, the resident community might be an important part of your business. For example, if you manage larger multi-family properties or a large number of scattered-site units in an HOA, neighborhood, or condominium building, you may hold regular community events. Make sure you’re keeping track of attendance at these events and looking for opportunities to increase participation. 4. Amenity usage Residents who take advantage of amenities are more likely to be engaged with their rental home and renew their lease. You should be measuring how often residents are using things like the pool and the gym, but make sure you’re not forgetting digital amenities, especially if you’re managing single-family homes. For example, you may be able to run reports to find out how many residents are using services like resident rewards or credit building, which offer great value to residents and can elevate their experience. 5. Digital platform usage By now, most modern property management companies have invested in digital property management tools, and nearly all of those tools include some kind of resident portal. Whether residents use them to pay rent, request maintenance, or connect with their neighbors, you should be tracking what percent of your residents are using them. Most property management tools will allow you to generate reports showing whether or not residents have activated their portals, and some can also show how often or how recently they’ve logged in. Engagement with digital tools is a great indicator of whether a resident has adapted to your management approach. 6. Renewal rate Ultimately, renewal rate is one of the most important measures of how happy your residents are. Unhappy residents move out, and happy residents renew (barring other life circumstances). If you’re not already tracking your renewal rate (and your average occupancy length), you absolutely should be. Retention has a massive impact on your business and should be a top priority for improvement. 7. Net promoter score (NPS) Similar to resident satisfaction, net promoter score, or NPS, measures how likely your residents are to recommend your company to a friend. It’s a common metric among service-based companies, and you’ve almost certainly seen a pop-up asking you to rate your own satisfaction on a one to ten scale. NPS is powerful because it doesn’t just give you an average satisfaction score; it categorizes customers as promoters, neutral, or detractors, giving you a more comprehensive picture of how satisfied they are. How can property managers enhance resident experience? Once you’ve put together a process for managing the resident experience, it’s time to focus on improving it. What changes can you make to move the needle and create a better experience for your residents? Let’s take a look at six different ways you can make life better for your residents, while also creating wins for your company and your investor clients. 1. Update your resident communication In a people-first business, communication is everything. During move-in and move-out, while scheduling an inspection, or while providing updates on an ongoing maintenance request, you should be providing clear, transparent updates so that your residents feel confident in what’s happening. Recently, more and more property management companies have adopted texting platforms and instant messaging tools so that they can have real-time conversations with residents without picking up the phone. That’s especially important with younger demographics who may prefer text-based communication. As AI agents get better and better, you might consider adding one to your technology stack in order to provide quick answers to simple questions from residents. 2. Make residents’ moves easier The move-in experience is one of the most critical moments in the resident lifecycle. Forward-thinking property managers are embracing technology to help, but it’s still not meeting resident expectations. In fact, in AppFolio’s 2025 Renter Preferences Report, they found that 60% of residents said that digital move-in services were important, but only 38% said that they had a digital tool available to them. Using a dedicated tool to help residents understand their lease obligations, connect with utility companies, and get situated in their new home can add a new level of experience and start off your relationship with residents on the right foot. 3. Provide residents with modern tech conveniences As digital native generations continue to flood the rental market, offering technology in your rentals is increasingly important. These high-tech amenities can set you apart and make life that extra bit more convenient for your residents. Here are some examples of technology that can move the needle: Smart home technology: From connected thermostats to bluetooth lights, there are plenty of low-cost, high-impact items you can add to your properties to add a level of convenience. Even small improvements like adding USB-C ports to power outlets in key locations can make residents feel like your properties are a step above. Advanced safety features: Residents are also increasingly expecting access to things like smart locks and internet-connected cameras. They provide peace of mind and a sense of security that residents will appreciate, and have the side benefit of making resolution easier if something does go wrong. Visitor management systems: Visitor management systems allow residents to grant access to guests without having to physically let them in. While these are more common in multi-family buildings, they’re useful for single-family homes, too. Smart locks with digital keys can let residents coordinate with guests, dog walkers, and housecleaners much more easily. 4. Provide residents with facilities and amenities they care about Modern amenities are increasingly popular, especially among younger residents. While multi-family managers may be envisioning huge capex items like pools and clubhouses, it doesn’t have to be so pricey. Instead, consider items like Group Rate Internet, which delivers a service that residents are already paying for, at a cheaper rate. These kinds of conveniences exceed resident expectations while delivering the benefits that they actually want. 5. Upgrade your property maintenance management We’ve already illustrated why maintenance is one of the most important areas of focus for most property managers. The reality is, a well-maintained, clean, safe property drives a positive resident experience in a way that poorly maintained homes simply can’t. Make sure to look closely at your maintenance processes to see where you can save time and improve satisfaction. There are several emerging AI tools that help predict and address maintenance issues. You can also drive a decrease in work orders with automated air filter delivery, which keeps HVAC systems healthier and decreases the need for maintenance. 6. Offer your residents additional benefits If you’re not currently offering a Resident Benefits Package, it might be time to consider it. By offering value-adding services to your residents, you can improve their experience and drive higher satisfaction. For example, you might consider adding: Credit building: By reporting on-time rent payments to credit bureaus, you can help boost your residents’ credit scores. In fact, according to the DC Housing Authority, residents who use credit reporting services see an average credit score increase of 29 points. Pest control: With on-demand pest control services, you can decrease the amount of time your team spends responding to pest calls, while also delivering faster, better service to residents. Resident rewards program: Resident rewards provides discounts, gift cards, and more to residents who pay on time. It’s a great way to elevate their experience with minimal financial investment. Renters insurance program: By integrating renters insurance compliance into your lease, you can ensure complete coverage for residents. Grow your PM business by improving resident experience In order to thrive as a modern property management company, you need to be laser-focused on delivering a quality resident experience. The best way to do that is by establishing clear measurements, then making business decisions designed to improve those metrics. If you’re looking for a simple way to improve resident experience without adding more work for your team, check out Second Nature’s Resident Benefits Package. Register now for our next RBP workshop to hear from real property managers about the impact the RBP has had on their business.

Calendar icon August 5, 2025

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What to Know About Reusable Tenant Screening Reports

Choosing the right resident is one of the most important things you do as a property manager. Not only can it prevent future headaches, but it can impact length of stay, maintenance alerts, and more. At Second Nature, we’re all about making the resident experience as enjoyable as possible, which is why we recommend reusable tenant screening reports. Not only do consistent screening reports help you process applications more quickly, they also help residents save money and apply more quickly. The result is that you get more quality applications sooner, filling vacancies and reducing turn costs. In this article, we’ll walk through what reusable screening reports are, why they’re good for both residents and property managers, and how you can add them to your workflow to increase compliance and efficiency. What is a reusable tenant screening report? A reusable tenant screening report is a comprehensive screening report that applicants can submit to multiple landlords, eliminating the need for them to repeatedly go through the screening process every time they want to apply for a property. These reports are also sometimes called portable tenant screening reports (PTSRs) because applicants can carry them with them from one property to the next. These reports are created by consumer reporting agencies and are paid for by the applicant directly. They typically include information like a credit report, any eviction history, a criminal background check, and income verification. Once a resident obtains a PTSR, they’re typically valid for 30 days and can be submitted to property managers either directly or via a third-party platform. The best part is, there’s no expense to the property manager or property owner. Why they exist and where they’re gaining traction In today’s real estate landscape, especially in more competitive markets where rentals are in high demand, applicants are typically applying to multiple properties. The process is time-consuming and often expensive, leading applicants to seek out other options. Reusable reports reduce screening costs and time for residents, which can typically range from $15 to $40 per application. That adds up quickly, so it’s easy to see why reusable screening reports are rising in popularity. Components of a tenant screening report Depending on the consumer agency an applicant uses, the exact contents of the report can vary slightly. However, there are some main items that are consistent across almost all screening reports. What to expect in a typical resident screening report Credit report: The applicant’s credit report includes their credit score, any outstanding debts, bankruptcies, and payment history, which a property manager can use to assess financial responsibility. Many PMs look for scores above 650, but this can vary based on market and company policy. Rental history: This section lists all previous addresses, lease dates, reasons for leaving, and management references. This section often includes any eviction records or red flags reported by previous property managers. Criminal background check: Depending on local laws and the screening provider, this may include felony convictions, pending cases, or sex offender registry status. Always refer to your state and local laws to determine what will and won’t be included in a criminal background check. Income verification: This section confirms whether the resident earns enough to cover rent, using pay stubs, employment history, tax returns, or bank statements. Employment details: This portion of the report is intended to verify the applicant’s employment status, including their job title, length of employment, and employer contact information for direct verification. References: Personal and professional references help validate the applicant’s character and responsibility outside of documentation. Other relevant factors: Depending on the specific report, it may include details like pet ownership, smoking history, and other property-specific requirements. Why these components matter Each of these sections is important in helping you find the absolute best resident for your property. They provide a fuller picture of financial stability, reliability, and potential risk, empowering you to make more informed decisions and reduce future costs. Having a highly detailed process also leads to more consistent standards, allowing you to evaluate applicants fairly and maintain compliance with Fair Housing laws. How to avoid tenant screening fraud Some property managers may be hesitant to accept reusable screening reports due to concerns about fraud. They feel confident in their established screening process and don’t want to stray from it. While we’re all about consistent process, there are also plenty of ways to reduce the chance of fraud in portable screening reports. Use additional verification to protect your time and your portfolio Portable tenant screening reports can be helpful, but they’re not foolproof. In order to reduce risk, property managers should review every screening report carefully and look for red flags. Things like inconsistent dates, gaps in rental or employment history, or mismatched addresses can signal possible fraud. Best practices for spotting and avoiding fraud Manually review reports: Be sure to look carefully at employment history, rental timelines, and formatting for inconsistencies. Independently verify key data: Confirm income, employer details, and references directly where possible. Contact previous property managers: Reach out to previous property managers and ask about payment reliability, lease violations, and unit condition at move-out. Layer in other tools: In-person interviews or document requests can reveal red flags not shown on a PTSR. Don’t be afraid to ask for additional documentation if you feel that an applicant’s report isn’t trustworthy or comprehensive. Stay up to date: Tenant screening laws and tools are evolving. Attend webinars or join industry groups to keep your process compliant and effective. What states allow reusable tenant screening reports? Legislation around portable screening reports varies by state, but is continuously expanding. Several states now allow residents to submit reusable reports instead of paying new application fees for each property. Some states allow property managers to accept them, while others require acceptance and don’t allow PMs to charge additional screening fees. These laws aim to lower housing costs, reduce the financial burden of applying, leasing, and moving into a new home, and increase resident mobility. The lifespan of a reusable report may also differ by jurisdiction. Most states that accept these reports define the time limit for validity. Most commonly, reports are valid for 30, 60, or 90 days, but this varies by jurisdiction. As always, we recommend researching laws surrounding screening reports in your state, county, or city, and consulting an attorney if you’re not clear on the specific regulations. Compliance varies by state In most states, property managers must disclose their screening process upfront, including whether or not they accept PTSRs. Some states require written notice in listings, applications, or websites, and might specify the exact language that needs to be present. Another variation by state: in some areas, property managers may be allowed to request a certification that no material changes have occurred since the report was created. For example, they can request verification that the resident hasn’t been evicted, been charged with a crime, or filed for bankruptcy in the last 30, 60, or 90 days. Failure to comply with these rules can result in financial penalties and legal liability, so it’s always worth it to seek legal assistance from an attorney if you aren’t 100% confident in your compliance. Reusable reports don’t replace a fully managed screening system Keep in mind that reusable screening reports are just one tool in your belt. They shouldn’t be the only way that you’re evaluating applicants or making leasing decisions. You still need visibility, protection, and consistency Portable reports offer a lot of convenience, but that comes with tradeoffs. Reports pulled days or weeks earlier may miss new credit or legal issues, so it’s important to request updated documentation for older reports. Because portable reports are based on resident-supplied data, they may lack verification or completeness, especially for income and employment history. Some reports may not be as comprehensive in some areas, like rental history, or might only provide surface-level employment info. Without built-in verification tools, property managers may be left tracking down references manually, adding costly time to their process. Disconnected tools create more work and more risk Portable reports also don’t integrate as well with your lease, payment, or maintenance systems, meaning that you may have to copy or retype information between different platforms. That increases the potential for errors and creates large inefficiencies. It also makes it difficult to track patterns between screening data and later resident behavior, which can make it more challenging to update and improve your screening process. A fully managed system keeps everything connected If you’re looking to up your screening game without creating chaos in your tech stack, look for tools that are fully integrated. You’ll create less back-and-forth, more reliable data, and stronger resident outcomes. Look for solutions that include verified screening, but also consider additional features that will attract high-quality applicants, like credit building and identity protection services. Simplify leasing, but don’t sacrifice oversight In order to help you be successful in today’s market, modern property management tools must support both compliance and the resident experience. Building smarter workflows is great, but they should ultimately drive better outcomes for both your team and your residents. Portable screening reports should always be considered in this context. They’re great for reducing friction and resident expenses during the leasing process, but they don’t always provide the full picture. Leading property managers pair these reusable reports with a fully managed system to deliver consistency, efficiency, and long-term resident satisfaction. Ready to create your Triple Win? If you’re looking to drive resident satisfaction and attract more qualified applicants, look to Second Nature’s Resident Benefits Package. With a full suite of benefits designed to create triple win outcomes for you, your investors, and your residents, the RBP is the perfect tool to elevate your property management company. Request a demo with an expert in your area today.

Calendar icon July 31, 2025

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Notice of Non-Renewal of Lease: A Guide for Landlords and Property Managers

Real estate investors and property managers often need to issue a notice of non-renewal of lease when deciding not to extend a rental agreement. When the choice is not to extend a lease, issuing a precise and legally compliant notice is essential. This formal communication allows residents to know that their lease will end on a specified date, helping prevent misunderstandings and disputes. Proper timing and content of a non-renewal notice play a key role in complying with state laws, maintaining positive resident relations, and preparing for a smooth transition between occupants. In this guide, we’ll explain when and how to issue a notice of non-renewal, what details it should contain, common mistakes to avoid, and how it fits into broader property management goals. What is a notice of non-renewal of lease? A notice of non-renewal of lease is a written document sent by the landlord or property manager to the resident informing them that their current lease agreement will not be extended beyond the expiration date. Unlike a notice to vacate or eviction notice, which often requires residents to leave immediately or due to breach of lease, a non-renewal notice simply communicates that the lease will end on a scheduled date. This notice serves as a formal heads-up to residents, giving them time to plan their move and find new housing. It also protects investors by clearly documenting the decision not to renew, reducing the risk of misunderstandings or legal conflicts. When and why to issue a notice of non-renewal Investors and property managers may decide not to renew a lease for a variety of reasons. Some of the most common situations include: The owner plans to sell the property or undertake major renovations that require the unit to be vacant. The resident has repeatedly violated lease terms, possibly via non-payment, property damage, or nuisance complaints. Market conditions have changed, allowing the investor to raise rent significantly by bringing in a new resident under a fresh lease. The owner intends to change the use of the property, such as converting it to a different type of rental or repurposing the space. The resident has indicated they do not wish to renew, and the investor or property manager is formally confirming this decision in writing. Issuing the notice well in advance of the lease expiration date is an important part of the process. Providing residents sufficient time to make alternative housing arrangements helps maintain good relations and reduces last-minute complications. Legal requirements and notice periods Many lease agreements include a specific notice period that property managers must respect. Even when not specified, state or local laws often require a minimum notification time frame. Notice periods for lease non-renewal vary depending on state and sometimes even city regulations. Typically, landlords are required to provide residents with notice between 30 and 90 days before the lease expires. Failing to provide proper notice can lead to legal complications, including challenges from residents or delays in regaining possession of the rental unit. Carefully review both the local landlord-tenant laws and the terms outlined in the lease agreement to understand your obligations. To avoid legal risks, we always recommend consulting with legal counsel or local housing authorities. They can provide guidance specific to your jurisdiction and help confirm that your notice of non-renewal fully complies with all applicable rules. What to include in a notice of non-renewal To establish clarity and professionalism, your notice of non-renewal should include the following elements: Resident’s full name and current address: This ensures the notice is specifically directed to the correct resident. Property address, if different from the resident’s mailing address: Including the rental unit’s address avoids any confusion, especially if the resident has multiple residences. A statement that the lease will not be renewed past its current expiration date: The statement must explicitly inform the resident that the lease agreement will end on the specified date. The exact date when the lease ends and the resident is expected to vacate the property: Providing a precise move-out deadline helps set direct expectations. Any instructions regarding the move-out process: These may include details about returning keys, scheduling a final inspection or move-out walk-through, and cleaning requirements. Information about the security deposit return: Outline how and when the resident can expect their deposit back, including any deductions or inspection timelines. Contact information for questions or further communication: Providing a phone number or email helps residents reach out if they need assistance or clarification. Including all these details helps avoid misunderstandings and makes the transition more efficient for both property managers and residents. Open and straightforward communication upfront reduces potential issues and supports a professional relationship. How do I write a notice of non-renewal of lease? Crafting a legally enforceable notice of non-renewal of lease involves more than a template. Again, you should always consult with a local attorney to ensure you’re meeting the requirements set in your jurisdiction, but here’s what your notice should typically include to avoid disputes, and streamline the resident offboarding process: Legal identification of the resident and property List the resident’s full legal name and the exact rental address. If the mailing address differs from the property, include both. Unambiguous non-renewal language State explicitly that the lease will not be renewed beyond the current expiration date. Avoid vague phrasing like “we may not renew”— clarity is critical. Precise lease termination date Specify the date the resident is expected to vacate. This should match the lease end date and fall outside the required notice window (typically 30–90 days in most jurisdictions). Move-out protocols and resident responsibilities Provide expectations around final inspections, key return, cleaning standards, and any outstanding obligations. Security deposit procedures Reference the deposit return timeline, inspection process, and criteria for potential deductions—aligned with state law. Contact for questions or clarifications List a dedicated phone number or email to reduce ambiguity and prevent back-and-forth. Compliance with jurisdictional notice periods Verify and follow your state’s mandatory notice timeframe. Legally valid delivery method with proof Use certified mail, personal service with signed acknowledgment, or another delivery method recognized under your local landlord-tenant code. Document everything Keep a dated copy of the notice, proof of delivery, and any follow-up communications. In the event of a legal challenge, documentation is your best defense. A well-written non-renewal notice protects against lease disputes, ensures timely turnover, and keeps your property’s rent-ready schedule on track. Best practices for delivery and documentation The method you use to deliver a notice of non-renewal can affect its legal validity. Consider these common delivery options: Certified mail with a return receipt requested, which provides proof that the resident received the notice. Personal hand delivery with a signed acknowledgment to confirm the resident physically received the notice. Email delivery, if permitted by the lease and state law, though this method is generally less secure and may not be legally sufficient in all areas. No matter which method you choose, keeping detailed records can be helpful if any disputes arrive. These records should include: Date and method of delivery Copies of the notice sent Any follow-up communications with the resident Maintaining professionalism helps preserve positive resident relations, even when delivering difficult news. For example, consider also writing a move-out letter to confirm key dates and information while thanking the resident for their time at your property. Common mistakes to avoid Issuing a notice of non-renewal requires attention to detail to avoid legal complications or resident misunderstandings. Here are some frequent errors landlords and property managers should avoid: Missing or misunderstanding the required notice period: Failing to give residents the full legally mandated or contractually agreed-upon time can lead to delays in regaining possession. Always double-check state laws and your lease terms. Using vague or confusing language: The notice should directly state that the lease will not be renewed, specify the lease end date, and outline what the resident needs to do next. Ambiguity can cause unnecessary confusion and tension. Failing to document delivery and receipt: Without proof that the resident received the notice, enforcing the non-renewal may become challenging. Make sure to keep records of how and when you sent the notice and any resident acknowledgments. Not providing contact information for resident questions: Including a phone number or email allows residents to seek clarification, which can prevent misunderstandings and build goodwill. Ignoring reasonable resident requests: Sometimes residents may ask for clarification or a brief extension. While you are not required to agree, responding promptly and fairly can help maintain a professional relationship and avoid escalation. Avoiding these pitfalls creates a better transition at lease end and reduces the risk of costly issues or unintended vacancies. Proper documentation protects both landlords and residents. Simplify resident communications with Second Nature Properly issuing a notice of non-renewal of lease is an important part of successful property management. It helps maintain legal compliance, reduces misunderstandings, and prepares both landlords and residents for a trouble-free transition. If you want to simplify lease communications and streamline resident touchpoints, consider how Second Nature’s platform can help. Our Resident Benefits Package is designed to simplify these tasks and enhance the resident experience with tools designed to improve communication and make lease management easier for property teams. Request a free demo today to discover how Second Nature can streamline your lease management and support your property operations. FAQ Can a landlord choose not to renew a lease? Yes. An investor or property manager can choose not to renew a lease, as long as they comply with the notice period and local landlord-tenant laws. This decision must be communicated in writing through a formal notice of non-renewal of lease and delivered before the lease expires. Is a notice of non-renewal of lease the same as an eviction notice? No. A notice of non-renewal of lease simply informs the resident that their lease will end on a specific date. It does not accuse the resident of wrongdoing or require immediate removal like an eviction notice does. How much notice does a landlord have to give if they’re not renewing a lease? Notice periods vary by state, but most require between 30 and 90 days before the lease end date. Check both your lease agreement and local laws to determine the exact timeframe for delivering a lease non-renewal notice. Does a notice of non-renewal have to be in writing? Yes. A written notice of non-renewal of lease is required in nearly all jurisdictions. It protects both parties and serves as legal documentation in case of disputes. What happens if a landlord doesn’t send a notice of non-renewal? If no notice is given, the lease may automatically convert to a month-to-month tenancy, or the property owner may lose the right to terminate the lease on the intended date. This could delay turnover and complicate plans to raise rent, sell, or renovate.

Calendar icon July 29, 2025

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How to Do a Property Management Market Analysis (And Why It Matters)

Whether you’re just starting to grow your property management business or you’re well established as a leader in your market, it’s important to understand where you measure up in comparison to other PMCs in your area. Knowing the competition will help you better understand where you need to improve, what your differentiators are, and how you can win more business and delight more residents. That’s where a property management market analysis comes in. In this post, we’ll cover what a market analysis is, why it’s so important for property management leaders, and how to conduct an analysis of your local market. What is a property management market analysis? A market analysis is a comprehensive look at the many factors that play into your property management strategy and how they compare to the other companies in your market. A market analysis is materially different from a rental comp analysis or a general real estate market forecast. Unlike a real estate forecast, this analysis is specific to the day-to-day operations of your business and how you approach property management. Rather than focusing primarily on pricing, you’re also looking at service offerings, marketing, branding, and more. Your market analysis will definitely help you evaluate rental rates, but it will also help you make better decisions about your complete service package, spot risk, and differentiate your business. Why market analysis matters for property managers A well-conducted market analysis is invaluable to your business. At the end of the day, it helps you avoid guesswork and make data-backed decisions. Let’s look at some of the biggest benefits of a detailed analysis: Support planning and feasibility decisions The market data gained from your analysis will help you evaluate future business opportunities, like expansion into a new location, new service offerings, or even the prospect of acquiring other businesses nearby. It also helps you better plan for investments in property upgrades, staffing, or tech, and reduce the risk associated with those expenses. Understand what renters and owners want Your research will also help uncover local expectations among renters around amenities, service responsiveness, and pricing. There are plenty of research firms looking at these trends nationwide, but because every market is different, it’s important to also look at your local area. You should be analyzing demographic information like age, income, and household size to better tailor your offerings. A married couple with two kids is going to have very different needs and expectations than a group of college students, for example. Identify hot or emerging markets Part of your analysis should also include looking for areas of change. Population growth, job creation, and new housing developments will often indicate areas with changing demand. That will allow you to enter underserved areas before they become saturated by your competitors. It’s a great way to gain a strategic advantage when you’re either expanding your company or shifting focus. Strengthen your position as a trusted advisor Market insights also help you give your investors clear, data-backed recommendations. You’ll be better equipped to answer tough questions about pricing, upgrades, and property positioning using the information you’ve gathered through your market research. Plus, if you’re working to attract investors who are currently self-managing, your analysis can help prove out the value of hiring a good property manager—and why your competitors fall short. Navigate changing conditions with confidence Real estate markets are always in motion, so your strategy should be, too. Ongoing research and analysis can help you pivot when market dynamics shift, especially when you see changes in demand and vacancy rates. What to include in a property management market analysis A useful market analysis goes beyond just looking at rent prices. If you want to gain true insight into your market, here are some additional pieces of information you need to be digging into: Demographic data Things like age and income, along with a breakdown of what percent of people rent vs. own in your target neighborhoods will help you better evaluate the opportunities in front of you. You can use publicly available tools like the U.S. Census and data from your local chamber of commerce to understand many of these dynamics. Rental market trends You should always be evaluating median rent prices and vacancy rates in your area, but you should also be looking at increases in rent over time, as well as the overall growth in number of renters locally. These factors all contribute to whether it’s a renter-friendly or owner-friendly market, which will help you determine rent prices, marketing investments, and more. Property types and volume Make sure to look at what types of properties dominate your market. Is it primarily single family homes, small multifamily, or apartment complexes? Maybe it’s a mix of all three. What’s the average square footage of available rental properties? How many bedrooms and bathrooms do they have? Competitor landscape One of the most important parts of your analysis will be examining your competitor landscape. How do you stack up compared to other property managers in your area? Start by researching who those other companies are, as well as what they include in their service packages, especially if they have multiple tiers or optional add-on services. See what you can find on their pricing, as well as their core value proposition and pitch messaging. Service demand gaps Part of the competitor analysis is also to determine whether there are gaps that no one in your market is currently serving. For example, there may be demand for high-end properties, more pet-friendly units, or even short-term rentals that’s currently going unmet. Property-level details Make sure that you have a comprehensive understanding of the amenities and services available around your properties. You should understand local transportation options, walkability, school quality, and more, which all impact resident satisfaction and shape how your properties stack up against others. How to do a local property management market analysis When you approach a market analysis, you have to analyze the data you uncover through the lens of your business goals. Determine what it is that you’re trying to achieve, and then make sure you’re getting the information you need to inform that goal. Here are some steps to building an effective market analysis: Choose your geographic area Of course, you want to start with your existing coverage area, but you should also analyze areas that you’re looking to grow into. Start with neighborhoods you currently serve, but make sure to research expansion opportunities thoroughly in order to inform your growth strategy. Choose your approach: demand-based vs. supply-based A demand-based analysis focuses on resident expectations, like amenities, pricing, and location. You’re basically looking at what the customers in your market demand. A supply-based analysis consists of looking at other properties or management companies in your area and how they’re positioned. You’re looking at what’s currently being supplied in your area. Running both types of analysis can be extremely valuable because it shows you very clearly where the current players in the market are failing to meet expectations, and what gaps you might want to fill with your company. It provides a clearer picture of where your offering stands in comparison, and where you should focus on improving. Pull demographic and economic data When it’s time to start compiling data, it’s helpful to start with data that’s already publicly available. For example, Census Reporter contains a wealth of demographic data, and tools like Rentometer offer great local rent data. Depending on your market, there are likely other local financial reports available, either from your city or county government, local nonprofits, or even for-profit research firms. Analyze your competition Competitor data can take a bit more digging. Start by looking at their company websites, but also search for their listings on popular listing services like Zillow. Make note of their branding and language, what services they offer, and what fees they’re charging. You should also record what kind of marketing you see from them, especially whether they’re purchasing Google Ads, social media sponsored posts, or even ads in the local paper. Survey or interview owners (if possible) You should also be leveraging your own network of owners to gain additional insights. Consider sending short surveys to your investor clients to learn what they want most from a property manager. If you record your investor calls with a tool like Gong, you can also search transcripts or recordings of previous calls to gain insights into what they’re looking for. Assess the regulatory environment Local laws and regulations directly affect your ability to operate and grow. That makes this a critical step for every market analysis, especially if you’re looking to expand. Broadening your service area to a new city or county often comes with a whole new set of regulations, so make sure you fully understand what you’re signing up for before jumping in. Use online reviews and listing platforms Online review sites and listing platforms can provide plenty of insight, not just into how your competitors are performing, but also what renters in your area are looking for. Look at the most common complaints or points of praise and make sure that your business is excelling in those areas. Google, Yelp, and Facebook may seem like the most obvious places to look, but don’t forget about forum sites like Reddit. Sites like Apartments.com, Redfin, and Zillow also reveal how properties are being marketed, what features are being emphasized, and what prices other property managers are asking. How to do a rent comparison A rent comparison helps you understand what local renters are paying and what they expect for that price. Many businesses run comps every 30-90 days in order to make sure their properties are priced competitively but fairly. Gather average rent data for comparable properties in your area Start by determining how wide you want your analysis to be. You’ll typically want to focus on properties that are similar in size, condition, and amenities in order to get the most accurate picture. Check listings across the major trusted listing sites, but also check local classifieds. Look beyond base rent Rent isn’t the only expense that residents pay each month, so it shouldn’t be the only piece of your price analysis. Make sure that you’re digging into factors like utilities (and whether or not they’re included), parking, pet fees (one-time or monthly), and amenity access when comparing rent prices. Look for other lease-enrolled services like Resident Benefits Packages, too. These added costs can influence how residents perceive overall affordability and what they’re willing to pay for base rent. Consider seasonal variations It’s important to run rental comps frequently because of seasonal fluctuation. Depending on your market, you may see larger or smaller seasonality. For example, if you’re in an area with a lot of students, demand is going to be higher in August and September than in April or May. Other factors are more consistent across geographies, like a decrease in demand around the December holidays. Make sure that you’re adjusting your pricing to match peak vs. off-season demand. Account for property improvements Make sure that you’re considering the property’s current condition when evaluating pricing. If you’ve renovated or upgraded things like appliances, flooring, or amenities, make sure you’re factoring that in. Even small things like higher quality finishes can justify premium rent prices and attract more qualified residents who are willing to pay a bit more. Stay flexible and responsive Remember, the market changes constantly, and so should your pricing. Revisit comps regularly and be open to adjustments, even if it means decreasing prices. Demand, competition, and resident feedback are just a few of the factors you should be keeping tabs on. Use rent comparison tools wisely Tools like Rentometer can offer valuable insights into prices, but remember that they’re only one piece of the puzzle. Be sure to pair them with real-time feedback from showings and applications to fine-tune your pricing strategy. Turn insights into action: What to do with your analysis Raw information is all well and good, but you need to be deliberate about how you turn it into an actionable business strategy. Adjust your pricing and services Compare your rental rates to local averages, factoring in amenities, property condition, and service quality. Make sure that you’re using rent comparison data to identify opportunities to raise rates responsibly. When you list your properties, make sure to highlight premium offerings like Resident Benefit Packages or renters insurance, which can improve resident satisfaction and justify higher rent. Remember, the goal is to remain competitive but fair, and make sure you’re doing your fiduciary duty to your clients. Improve your marketing messaging The insights you gather should all inform how you present your company to the market. Tailor listings, website copy, and outreach to reflect what local renters care about most, and emphasize features your analysis shows are in high demand—like location, pet policies, or energy efficiency. When pitching yourself to prospective clients, position your services clearly against the competition. Don’t be afraid to brag a bit if you have stronger owner reporting or better resident perks. Explore underserved niches Demographic and demand data can help you spot market gaps between what residents want and what you and your competitors are delivering today. Look for emerging neighborhoods or underrepresented segments, especially those with a growing population of renters, to capture growth before your competitors. Benchmark against similar companies Be sure to look at yourself in comparison to other PMCs serving the same areas that you are. Compare occupancy rates, pricing, and resident retention rates to see where you stack up and how you can improve. This can also help inform your service offerings, staffing priorities, and pricing. Create better owner reports that drive decisions All of this data is music to your investors’ ears. Tailor your owner reports to the needs of your different investor personas, like growth-focused investors, passive landlords, or institutional clients. Be sure to focus on the metrics that matter most, like vacancy rates, rent collection, maintenance turnaround times, and retention rates. How Resident Benefit Packages give you a competitive edge Once you have a more comprehensive understanding of your market, you can start to use value-added offerings like air filter delivery, credit reporting, and pest services to stand out. These can help improve resident satisfaction and retention while also decreasing the workload on your team. For example, according to AppFolio’s 2025 Renter Preferences Report, 71% of surveyed renters said that lease-attached resident services would be important to them when evaluating a new rental home, but only 42% reported having those services available to them. That’s a big opportunity to fill the gap and set your company apart. If you want to see how a Resident Benefits Package can help you support next-level service, schedule a call with a local expert today.

Calendar icon July 24, 2025

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How to Grow a Property Management Company: 8 Tips for Success

Scaling a property management business is not easy. Especially in highly competitive markets, real estate investors are trying to shop on price, services, and convenience. Meanwhile, you’re trying to make sure you’re selecting the right clients and maintaining a high enough profit margin to sustain your business. That leaves a lot of PMs unsure of exactly how to grow a property management company in a healthy way with a long-term vision. Many property managers think of growth purely in terms of their go-to-market strategy and acquiring more doors, but in reality, sustainable growth is heavily dependent on internal efforts. You need to be hiring the right staff, ensuring the best resident experience, and building out razor-sharp processes to support it all. In this article, we’ll walk you through eight key tips for growing your property management company in a way that sets you up for long-term success. 8 Ways to grow a property management company Growth isn’t just a single aspect of your business; it’s a culmination of all your different efforts. It requires you to market yourself well and find the right clients, but it also incorporates your staff and hiring standards, your company’s reputation, and your mindset as a leader. 1. Be selective Especially in the early stages of expansion, it can be tempting to take a grow-at-all-costs approach. You want to say yes to every single potential client and add as many doors as possible to your portfolio. The problem with that is the long-term impact; when you have clients who don’t fit your company or your system, they end up draining resources from your team. They take more energy and investment to maintain than is sustainable for a growing business. Instead, try to be selective about the investors you’re bringing onboard. Start to get specific about the types of owners you want to work with. For example, do you want to work with dedicated investors or accidental landlords? Single-family properties or multi-family buildings? What about owners who also have commercial or multi-use properties? Once you’ve got the basic parameters in place, aim to document the standards that investors must meet in order to work with you. Do they have sufficient cash reserves? Do they have the mindset of a buy-and-hold investor? Are they aligned with your vision for how you’ll manage their property? When you have a portfolio full of properties and owners that work within your system, you’ll be able to focus less energy on catering to them and spend more time growing your business. 2. Think like an owner Another key step in building a strong business is thinking like an owner. As you build out your service package, make sure you’re really putting yourselves in the shoes of the owner. What services are going to provide the most value to them? What are the property tasks that they most want taken off their plates? There are some basic items that you’ve probably already considered: Rent collection Property maintenance Leasing Evictions Inspections Cleaning But beyond that, think about some more value-adding services that might not come standard with all property managers: Tax document preparation Renters insurance management Large-scale renovations Pest control Any value-adding services that you can include in your service package can help you stand out from the competition and win more deals with new investors. 3. Connect with absentee owners Absentee owners are a great source for new client leads. These are people who own a home or homes that they don’t occupy. While that’s not a guarantee that they’re renting out the property, it’s certainly a good possibility. By targeting absentee owners with your messaging and outreach, you can be much more specific and spend a whole lot less money than just sending mailers out to all homeowners in your area. Identifying absentee owners is actually a simpler process than you’d expect. Because property ownership and taxes are all public record, you can pull a list of property owners and their residential addresses, and then compare to see who owns property that they don’t live in. It takes a little bit of time investment, but it can save you money down the line. 4. Market locally Everyone knows the three most important factors in real estate: location, location, location. Make sure that you’re doing as much as you can to position yourself as a local business working with the local community. For example, make sure that your Google Business page (and any similar listings like Yelp or Facebook) clearly list your company address accurately. This will help capture anyone searching for local property management services. You can also work on optimizing your website for local searches. When local property investors are looking for managers, they’ll often search Google for terms like “property managers near me,” “local property management companies” or “property management in Miami”. You want to make sure your website is optimized to capture these searches. You can also set up Google ads so that your company is displayed right at the top of the results when people run these searches. SEO is free while Google Ads cost money, but some balance of the two is often the most productive way to capture new leads. 5. Find the best talent While hiring staff members may seem somewhat separate from business growth, they’re actually deeply intertwined. First off, having the right people on your team is going to better position you to both acquire and retain clients. If you don’t have the right staff there to support your clients through the sales, onboarding, and retention process, you’re going to struggle to grow. Second, as you do grow, you’re going to need to continue adding staff to support those new doors. You want to make sure you have a robust hiring methodology in place so that you can identify great talent and bring them into your team quickly. 6. Build your reputation In a service-focused industry like property management, your reputation is your life blood. You need to make sure you’re actively managing that reputation in order to keep your company’s go-to-market strategy healthy and thriving. The first pillar of a great reputation is simply delivering exceptional service. You’re going to be known for the service that you deliver one way or another, so you should be doing everything in your power to make sure that it’s top-tier. Whether that means going above and beyond, hiring the right vendors, or answering the phone during off hours, it’s going to impact how your customers perceive you. The second pillar of reputation is asking happy customers and residents for reviews. Online reviews across Yelp, Google, Facebook and more can help potential customers better understand where you’re meeting and exceeding customer expectations. One of the first things potential clients will do when they discover your company is look for reviews, so make sure there are high-quality, positive comments there to read. 7. Keep all work in scope Another key to scaling your business is maintaining firm boundaries. If you want a company that can grow effectively, you need to maintain a clear scope of work and have conviction in the work you do and don’t do. Catering to each owner’s individual needs and requests can cause your team to get bogged down and decrease efficiency throughout the organization. When you stick to the scope of work that you agreed to and don’t make exceptions for individual clients, it supports scalability and helps weed out owners who are a poor fit. 8. Evaluate the competition One final element that’s vital to growing a business is gaining a comprehensive understanding of the competitive landscape. Analyzing your competitors will help you identify ways for your company to stand out. Take the time to put together battlecards or talking points on your competition. Look through their website, their service offering, and any public reviews to see where you can position yourself as the better option. Adding services like a Resident Benefits Package can help you differentiate yourself even more. With benefits like a filter delivery service that protects HVAC systems, or resident rewards that incentivize on-time payments, an RBP can help tip the scales in conversations with owners. Grow your business with Second Nature Second Nature’s goal is to make renting easier for residents, owners, and property managers alike. Our RBP drives resident retention, saves time traditionally spent on pest control and insurance management, and sets your company up for long-term success. If you want to learn more about how an RBP could set your business apart, schedule a demo with a member of our team today.

Calendar icon July 8, 2025

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How to Write a Property Management Proposal

Having a strong property management proposal at the ready is key to closing deals and bringing on new clients. But what many property managers don’t consider is that the proposal goes far beyond that. In many ways, it sets the tone for how your whole professional relationship will be conducted. A well-structured, carefully crafted proposal sets clear expectations for your client-to-be, illustrates your company’s professionalism, and builds trust in your ability to execute. That’s why we’ve put together this property management proposal template that you can use to take your pitch to the next level. What is a property management proposal? A property management proposal is a document used in the sales process to outline the key terms of the property management agreement, your management fees, the contract duration, insurance provisions, obligations, termination conditions, and more. It’s a simple, straightforward way to give your potential client all the details they need to make the decision to hire you. A strong proposal document is essential for every property management company looking to expand their portfolio. It’s a key tool in the sales cycle when trying to close deals with new investors, and can also be useful if you’re looking at acquiring or being acquired by another management company. For many single-family property management companies, the proposal also includes information on why clients should hire professional management services in general, rather than trying to self-manage. What to include in a property management proposal A property management proposal should include all of the information that a potential client needs to make an informed decision. That includes information about your company, your team, your policies, and the contractual agreement you’re entering into. Here are some of the key areas you should be sure to include: Cover letter or proposal introduction Your proposal should open with a short, friendly cover letter introducing yourself and your company. This section should summarize the purpose of the proposal and outline its contents, while also highlighting key value that you provide or differentiators for your company. Just like a cover letter you write when applying for a job, this section should highlight why you feel you’re a particularly good fit for this client. We recommend customizing at least part of the cover letter for the specific investor you’re pitching to, highlighting why their company in particular would benefit from your services. About your company This section should highlight the key points about your company, but don’t write too much here. The client isn’t interested in knowing every single detail of your history, but you should convey some key points that will help build trust: Who you are How large your portfolio is today How long you’ve been in business Your mission statement Your company’s core values Meet the team This is your opportunity to call out key staff, especially those that this client will be working closely with. Add headshots to make it feel personal, and include short bios and job titles. Where applicable, include certifications that your team has and the length of their industry experience. Your approach to property management This section is sometimes folded into the section about your company, but it doesn’t hurt to call it out separately, especially if you have a unique process, mindset, or methodology. Write a few sentences about how you manage properties, like your approach to communication, your commitment to transparency, or how you leverage technology. This not only helps differentiate you from your competitors, but also establishes what the client should expect from you moving forward. Scope of services This section gets a little bit more technical, and typically includes a comprehensive list of services that your company will provide: Marketing properties Resident screening Leasing Preventative maintenance Responsive maintenance Rent collection Customer service (including availability hours and whether you have a 24/7 service line) Renters insurance management Make it very clear to the client what you offer (and what you don’t). Budget and pricing breakdown Next you’ll want to outline your expense structure, including whether you charge a flat management fee, a percentage-based fee, or a combination of the two. Include standard fees and optional add-ons that you offer. If you have multiple plan tiers, this is the place to outline them, including a personalized recommendation for the client based on their property or properties. Legal and insurance Now it’s time to get deeper into the details. This section is where you want to outline your approach to compliance and how you stay on top of landlord/tenant laws. Include details on how you mitigate risk and liability, and how that benefits property owners. This is also a great area to highlight your property insurance and renters insurance requirements, with a focus on how you enforce compliance. Property portfolio You always want to tell great customer stories in your proposal. Be sure to showcase two or three properties that you currently manage, especially if they’ve undergone significant transformation or you’ve increased the property value well. Try to curate this section to match the portfolio of the prospective client. For example, if they own a mix of residential and commercial properties, or a mix of multi-family and single-family homes, make sure the proposal is representative of that. You should also include overall statistics about the number of properties you manage, what geographies you serve, and what types of properties they are. Client references or testimonials Be sure to highlight current clients who are happy with you, especially if they’re willing to serve as references. This should go without saying, but always make sure you have explicit permission before listing someone as a reference or having a prospective client contact them. This section can also include testimonial quotes, online reviews, or links to case studies. If you have video case studies, include screenshots with a link to watch the full video. If you’re delivering your proposal as a website or slide deck, you may even be able to embed video clips directly in the proposal. Optional add-ons that can set you apart Remember, the whole purpose of the proposal is to try to close the deal with a new client, so don’t hold back if you have unique value propositions that differentiate you. Include a dedicated section on unique services that investors may not find elsewhere. Sustainability initiatives If your company takes a sustainable approach to property management, be sure to describe it. You may use eco-friendly vendors for maintenance, landscaping, or pest control. You may also offer green upgrades like smart thermostats or clean energy utility providers. Include those here to stand out. Resident benefits packages Resident benefits packages are a great way to stand out. If you offer an RBP like Second Nature’s, outline the various benefits that are included. Be sure to focus on how these add value for the property owner, including increasing resident satisfaction and retention. Make sure that the client understands the impacts of the experience economy and why it’s important to deliver the best possible resident experience as a property manager. Tips for making your property management proposal stand out If your prospective client is doing their due diligence, they’re probably receiving proposals from multiple PMCs. You need a clean, well-constructed proposal that’s going to stand out from the crowd. Use a clean, easy-to-scan layout Use bullet points, white space, and clear headings that can help the reader quickly navigate and understand the content. Where relevant, consider adding imagery, charts, and graphs to highlight key points. Tailor every proposal You want your proposal to be anything but generic. If a client feels that you’re just handing them the same proposal you give to everyone, they’re going to be less than impressed. Make sure that the proposal you’re putting in front of them is customized to their company, property type, and pain points so that they feel personally catered to. Keep it short, but substantial Don’t overwhelm your clients with too much information. Include enough to inform them without becoming burdensome. We typically find four to six pages to be the right length for most property owners to digest. Offer a next step Make sure that your proposal ends with a clear call to action. Depending on where in the sales process you are, this might be to: Schedule a call Sign the agreement Request more information Schedule a time to visit the property You can also follow up on your proposal with a courteous, professional email. Your goal is to keep the conversation going without making the investor feel like you’re demanding a response. Give them an opportunity to ask questions while also reinforcing your value. Make your proposal work harder with Second Nature Remember, a professional, detailed property management proposal will help you win better clients and grow your business. Want to enhance your company’s offering? Second Nature’s Resident Benefits Package can help you deliver more value to owners and residents alike while also growing your business. Join our upcoming RBP Workshop to learn more about RBPs and hear from actual property managers about how they’ve worked with clients to implement new benefits.

Calendar icon July 1, 2025

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Creating a Property Management Monthly Report to Owner Template

The relationship between property manager and investor can be a delicate one. Property owners want to know what’s going on with their investments, but property managers often work with enough clients that it’s not practical to field phone calls and email from each and every owner asking for details and updates. That’s where having a property management monthly report to owner template comes in. Providing a standardized monthly report to each of your investor clients is vitally important, not only because it saves time you’d otherwise spend answering phone calls, but also because it helps set expectations with clients. By templatizing your reporting, you’ll have more time to put into other areas of your business, while also creating happier, more confident clients. So what exactly needs to be in a monthly owner report? Let’s take a look. Key sections of a property management monthly report to owner template Property owners often have high expectations when they trust you with their assets. Your goal with a monthly report is to provide all the information they need to feel confident in your services and help them be successful in their real estate investment business. Here are some of the key elements you should consider including: Income and expense statement The income and expenses statement is a comprehensive financial report that details total income for the month, as well as monthly expenses. Both income and expenses should be broken out so that the owner can clearly understand the sources of each. For example, income might be broken down into: Rent Services Fees Amenities Expenses may be broken down into: Maintenance Utilities Property taxes Insurance This section of the report should help your owners better understand the cash flow of their property, as well as its profitability. Owner statement The owner statement should summarize owner payouts, property income, and reserve funds. This is different from the income and expense statement because it includes more information on the owner’s overall financial position and their reserve funds. Typically, that means it includes a beginning balance and end balance. It will also compare current reserve funds to any reserve targets that you’ve set with the client. For clients with multiple properties under management, the owner statement typically includes a breakdown for each property, as well as a summary page that consolidates them. Account ledger The account ledger, also sometimes referred to as the rent ledger or income ledger, shows a detailed record of all financial transactions related to the property. This is typically more detailed than the income and expense statement, and provides details for each and every transaction, including: Transaction date Amount of the transaction Category of the transaction Running total of the balance for each property Most property accounting softwares can export account ledger reports in a matter of seconds, making this one of the easier parts of a monthly report to generate. Occupancy and tenant turnover Your occupancy and turnover report should include: Current occupancy rates: the portion of units rented vs the portion vacant Resident turnover: how many leases have ended or been renewed Turnover time: how long it takes to fill a vacant unit Insights into leasing performance and stability Turnovers and occupancy are two of the biggest concerns for owners, who lose out on potential income for every day that a unit sits empty. Use this section to show how well your company handles vacancies and how quickly you can fill them in order to help prove value to your clients. Property description and condition The property description and condition section should highlight any significant changes, issues, or updates. For example, if you’ve recently performed maintenance, this section can highlight whether there have been any continuing problems or whether the issue is fully resolved. You can also include a summary of any recent inspection reports in this section. The goal here is to reinforce the property status and help your clients track the condition of their assets over time. Maintenance and repairs The maintenance and repairs section should highlight any completed work orders, as well as pending maintenance issues, along with a timeline of when they’ll be addressed. This section is particularly useful for helping owners better understand not just the condition of the property, but also the amount of work that goes into keeping it stabilized. Even seemingly small maintenance items should go on this list, because it also helps identify what items are recurring and might need further attention in the future. Monthly property management report best practices Now that you know what kind of information should be included in your monthly report to owners, let’s look at a few best practices you should be following. Use a standardized report format You should always use a standardized template for your reports, both month-to-month and across owners. By standardizing the process, it makes it much easier for your team to quickly assemble reports in a repeatable manner, rather than changing things up every month. Customizing reports for each individual client is one of the fastest ways to create complications and delays, so resist the urge to accommodate every single owner request in their reports. Establish a reporting cadence Make sure that you’re consistent with how often you’re sending these reports to your owners. It will help them better know what to expect, and it will also allow you and your owners to compare reports period over period. Having a fair comparison, rather than comparing apples to oranges, can help identify trends and adjust your behavior accordingly. Many property management companies send out owner reports monthly. If you’re just getting started, you can also consider quarterly or bi-monthly reports, and then work your way up to a monthly cadence as you build that muscle. Illustrate data with charts and graphs No one wants to try to make sense of a report that’s packed full of numbers but no visuals. Visualizing your data, especially occupancy rates, income breakdowns, and expense breakdowns, can help your owners more quickly understand where things stand, even just at a glance. Charts and graphs don’t only help your investors, they also help your staff. When a single property manager is responsible for tens or hundreds of doors, it’s important for them to be able to scan a large number of documents and look for any outliers, red flags, or items that need attention. Common mistakes in property management owner reports Building owner reports can seem pretty straightforward when you have the right tools at hand, but be wary of a few potential pitfalls and mistakes property managers often make. Financial mistakes One of the most consequential mistakes you can make is overlooking financial errors. With so many different tasks to handle, people do make mistakes inputting numbers. Monthly reporting is a great time to take a second look, see if anything doesn’t pass the eye test, and dig deeper to make any necessary corrections. Some key financial errors that are often made in reporting include: Failing to track an expense or income stream properly Failing to account for delayed rent collection Inaccurately recording owner payouts Failing to compare actuals to budgets or forecasts Some of these errors happen during the reporting process and can be quickly corrected, while others happen in your property accounting software and will need to be addressed there before you run reports. Communication and documentation issues The other major area where we see a lot of property managers slip up is in documenting and communicating data clearly. For many, owner reports are disorganized, unclear, vague, or difficult to read. For example, property condition, which is less cut and dry than something like a balance sheet, needs to be described clearly and specifically so that owners know exactly what is going on. Don’t describe the condition of a home as “aging,” “dated,” or “dingy.” Instead, be very specific about what items need to be updated, like carpeting, fixtures, or appliances. Outline clear recommendations like maintenance, cleaning, or updates. Reports also need to be comprehensive, meaning that they need to include as much available data as possible. Omitting data, even if unintentionally, can paint an inaccurate picture of the situation with a property, which can in turn create panic or tension with an owner. Finally, don’t forget to listen to and incorporate owner feedback where possible. As we outlined earlier, trying to customize reports for each individual owner can be a slippery slope that ends up taking up far too much time. That said, there are ways to collect feedback from multiple owners and incorporate the most popular suggestions in your template. Survey owners on how useful they find their reports and what you can add or remove to make them more effective. When you do make changes, make them for all owners, not just those who spoke up in their survey responses. Save more time with Second Nature If you’re looking to streamline your operations and save time, templated reporting isn’t the only way. Second Nature’s Resident Benefits Package can also save property management companies time and overhead by automating administrative tasks like pest control and renters insurance tracking Ready to learn how? Join our next RBP Workshop to hear from real property managers.

Calendar icon June 24, 2025

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