Typing a new property manager letter.

 

Are you a new property manager at a multifamily building? If so, writing an introduction letter is vital to ensure a successful transition between changing management. Whether you need to write a letter introducing yourself as a new property manager or you’re writing a letter announcing management under a new company, we’ve got you covered.

Read on to learn how to write a new property manager introduction letter and discover five key tips for new property managers.

In this post, we cover:

 

How do you announce a new property manager?

A new property manager announcement letter to tenants usually comes from the property owner or the new management company. It’s often a result of the owner switching management companies or following the sale of a property.

Announcing a new property manager involves sending an email or a physical letter to residents informing them of new management and subsequent changes they can expect.

With new management comes changing operational procedures. So, a new property manager announcement letter should include the new property manager’s contact information, along with any updates to the building’s operations.

 

Learn how to use social media to market your property:

 

How do I write a new management letter?

The main objective of writing a new management letter is to introduce yourself to current residents. A new property manager’s letter should be professional in tone because it’s your opportunity to make a great first impression with residents.

Be transparent about any changes to the leasing process, rent collection process, and other operations. That way, residents will be informed about where and how to pay rent, how to submit maintenance requests, and more.

 

Tips for writing a new management letter:

  • Be professional. A new property manager introduction letter should strike the balance between friendly and formal. A great announcement letter should seek to foster a positive relationship with residents while also updating them about any changes in the management process.
  • Include relevant information. This includes the start date of the new property management company, rent due dates, and your contact information so that residents can follow up with you about any questions or concerns.
  • Establish an open line of communication. It’s natural for residents to have questions following new management, so be available to address any concerns or inquiries promptly.

 

New property manager typing an announcement.

 

What should a new property manager introduction letter include?

A new property manager letter should formally introduce the new manager and set expectations for residents.

For this reason, a new property manager announcement should contain any operational changes including:

  • Your contact information. Include your email and phone number so that residents know how to reach you. The letter should also have the new property management company’s physical and mailing address, along with its website.
  • Where to send rent payments. The rent collection process often changes when there’s new management. So, inform residents about any changes in rent costs and when rent is due. Also, include the proper address or online portal for sending rent payments.
  • Updated maintenance procedures. Update residents about any changes with submitting maintenance requests. If these procedures haven’t changed, then remind residents of the proper maintenance request process. You may also wish to conduct a routine check-in for all units as part of your first duties as a new property manager, so be sure to include this information in the email if that’s the case.
  • Lease terms. A new property manager announcement letter should always remind residents that the terms of their lease agreement will remain the same.

 

Top 5 tips for new property managers

  1. Maintain open communication
  2. Stay organized
  3. Streamline redundant tasks
  4. Conduct routine property inspections
  5. Commit to growth

 

1. Maintain open communication

Being communicative with both residents and staff is one of the hallmarks of a great property manager. A property manager is a liaison between residents and the building owner. So, it’s important that residents and owners alike are in the know about any changing operational procedures.

What’s more, a property manager is often the first point of contact for residents, so make sure that all tenant inquiries and concerns are addressed promptly.

 

Showing a document to residents.

 

2. Stay organized

Property managers must stay on top of daily tasks. Managing a property requires excellent time management skills and juggling several responsibilities at once. So, make sure that you’re fulfilling your role and all your necessary duties by staying organized.

Training staff appropriately is also a great way to stay organized and ensure smooth operations.

What’s more, a new property manager should ensure that all of the appropriate documents from the old management company are updated.

This includes:

  • Updating old lease agreements with the name of the new property manager
  • Notifying vendors
  • Transferring residents’ security deposits to the new management company

This will help ensure a smooth transition between management companies.

 

3. Streamline redundant tasks

Knowing where to streamline repetitive tasks is an essential aspect of being a successful property manager.

For example, manually checking in visitors and signing for deliveries can take a lot of time that can be better spent focusing on other duties. So, consider investing in proptech to streamline these redundant processes and save time. This will also make residents happy due to the added convenience of seamless visitor management.

 

Learn how ButterflyMX works:

 

4. Conduct routine property inspections

Stay on top of maintenance and routine inspections to preserve the value of the property and avoid any unnecessary long-term damage to the units and amenity spaces. Inspections should be carried out quarterly to ensure that the building stays in optimal condition.

What’s more, properties with an integrated access control solution can conduct virtual inspections. This empowers property owners and managers to conduct inspections remotely– eliminating the need for them to be onsite during this process.

 

5. Commit to growth

Have a long-term strategy for boosting NOI by looking out for growth opportunities. A property manager should never be complicit since the real estate industry is constantly changing. So, stay on top of emerging multifamily trends and develop forward-thinking marketing strategies to boost the value of the building, sign leases faster, and retain residents longer.

 

New property manager talking to residents.

 

Takeaways

  • A new property manager announcement letter should always update residents about any changes in the rent collection process, rent due dates, how to submit maintenance requests, and remind them that their leasing terms will remain unchanged.
  • Establishing an open line of communication is paramount for new property managers to foster a positive relationship with current residents.
  • Collect any necessary documentation from the previous management company and inform vendors about the change in management to ensure a smooth transition.
  • The best property managers streamline redundant tasks by investing in proptech where needed.

 

Download our free new property manager letter template.

Author

Tiara Sutton

I’m an Atlanta-based writer who enjoys exploring the ways that tech benefits residents & tenants of multifamily & commercial properties.

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