What to Look for Before Hiring a Property Manager
IPM Editorial Team · Published 2026-10-14 · Reviewed 2026-10-14
Before hiring a manager, ask them to explain the operation rather than only the projected revenue. You need to know how guests are supported, expenses are approved and records are shared. A useful comparison makes responsibilities visible. Treat an income projection as an assumption-based model, not a promise.
Ask for the actual scope
Request a written list of tasks included and excluded. Find out who handles cleaning, supplies, repairs, pricing and after-hours questions. Distinguish coordination from the separately paid vendor work. If a proposal says “full service,” ask what that means for your property rather than accepting the phrase as proof that every owner responsibility has been transferred.
Examine communication coverage
Ask who answers urgent guest issues, how messages are monitored and what happens when the usual person is unavailable. Request an explanation of escalation, not private guest screenshots. A manager should be able to describe the process without disclosing another owner’s confidential information. Clarify which updates you receive immediately and which belong in routine reporting.
Understand the expense process
Agree spending thresholds, emergency authority and vendor approvals. Ask how invoices are shown and whether the manager receives any disclosed supplier compensation. Clarify how reserves are funded and who owns purchased items. Do not judge the fee without understanding these details, because an inexpensive percentage can leave substantial coordination and administration with you.
Check reporting and access
Ask for an anonymized sample statement or a clearly labeled fictional example. You should be able to follow gross revenue, deductions and payout. Discuss platform account ownership, role-based access and how records are returned when you leave. Never send Airbnb passwords by email; use supported invitations or an appropriate separately coordinated secure access process.
Verify suitability locally
Confirm the property can be operated under the applicable rules and obtain qualified advice about permits, insurance and any manager licensing requirements. The fact that a company manages elsewhere does not establish what is allowed in your jurisdiction. Owners retain independent registration and tax obligations. Ask how the manager supports documentation without assuming they take on every legal duty.
Plan the review and exit
Agree how service quality will be reviewed and how an unresolved issue is handled. Read renewal, notice, termination and future-reservation terms with an appropriate adviser where needed. Check current IPM service pages if comparing our scopes, but rely on the signed agreement for your engagement. Good decisions come from transparent operations, not a persuasive income promise.
The practical takeaway
Choose a manager who can show how the work is controlled and documented. Clear answers before signing reduce avoidable disagreements later.
Sources
- Hostaway: Vacation Rental Management Guide · 2026-10-14