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Forms & Checklists

Managing the Management Company Forms

Search over 250 downloadable forms for residential, retail and commercial properties.

Business Development
Collections Summary
A fundamental necessity to any property manager, the Collections Summary is a rental record of property income, tenant payments, deposits, delinquencies, and balances.

Leasing and Management Proposal for Office Building
This sample proposal addresses a client's request for leasing and management services for two office buildings.  The proposal contains sections such as a proposal letter, property analysis, references, organizational charts, administrative costs, and inspection report.  

Cost-Plus Management Pricing Form
Use this spreadsheet tool to determine the total cost for third-party management. The form takes into account the cost of service for property managers, property management company executives, accountants, and clerical services.

Leasing and Management Proposal for Shopping Center
This sample proposal addresses a client's request for leasing and management services for four shopping centers. The proposal contains sections such as a proposal letter, property analysis, brief history, and business plan.

Lease Proposal - Generic
Customize this general lease proposal for an office building or retail property.  This two-page proposal outlines the terms and conditions for completing a lease, including the base rent, additional charges, option details, security deposit, details of use, commencement date, insurance, utilities, and HVAC.

Resident Response Request
Use this customizable form to survey departing residents. This form helps managers collect a more comprehensive understanding of the property's weaknesses. Print this form and attach a cover letter when sending to your departing residents

General Management
Annual Calendar - HOA
Use this Calendar to help organize your annual maintenance, meetings, goals, expenses, etc. This 13 page document includes a Word page for each month along with bulleted lists to help keep annual planning and events on time.

Community Spirit Resolution - HOA
Use this sample member dispute resolution to help give a disciplined structure to how management handles member disputes. This customizable resolution form gives a reasonable procedure for dealing with conflict that might arise among members.

Annual Meeting Checklist - HOA
Use this sample annual meeting checklist to help you prepare for your next annual meeting. This customizable chart includes sample items that might be covered during an annual meeting. space to write checklist, property manger, date of meeting, and mailing date.

Consent to Action without Board Meeting - HOA
Use this form to document emergency actions by the BOD. This document includes a section to record the action to be taken and a place to record signatures.

Association Accounting Form - HOA
To help ensure the accuracy of information use this sample accounting form to help document and manage assessments and fine charges policies, special assessments, and late fee policies.

Employee Warning Report
Use this warning report to document employee violations. The form includes fields to enter statements, signatures, type of violation, etc. The form can be used as a template and customized to fit each party's needs.

Association Administrative Form - HOA
To help ensure the accuracy of information use this sample administrative form to help document association management set-up information and log contact information for the Board of Directors.

Extra Service Authorization Form - HOA
Use this form to enter data about regular monthly meeting dates, the person requesting the additional meetings, the purpose of the meeting, and authorization information.

Association Common Area Component Checklist - HOA
Use this sample common area component checklist to help you when completing a reserve analysis. This customizable form includes analysis of Pool and Spa - Renewal, Common Area Lighting - Renewal - Common Area Stairs - Maintenance and so much more!

Insurance Deductible Resolution - HOA
Use this sample resolution form to define and designate the responsibilities of each responsible party for insuring each area of the property and paying any deductibles.

Association Maintenance Form - HOA
To help ensure the accuracy of information use this sample maintenance inspection form to help document and manage inspection items, locations, units, violations, and repairs.

Landscape Violation Letter - HOA
Use this customizable letter to inform residents that their unit has violated one of more of the Associations landscaping rules and regulations.

Association Management Pricing - HOA
Use this sample cost accounting form to help you figure out how much it will cost you to provide adequate services to your association. Some of the calculations included in this form are gross costs, community manager's services, accounting services, and overhead and profit.

Letter to New Vendor
Use this customizable letter to inform new vendors of their contract along with information regarding what the association will handle, what information will need to be provided by the vendor, as well as a location to insert contact information.

Association Property Inspection Report - HOA
Use this customizable inspection report for the initial maintenance evaluation of your community.

Management Screening Checklist - HOA
Use this sample management screening checklist of tasks commonly performed by HOA management to help you learn client's goals and objective and identify the services the firm offers.

Association Service Contract Record - HOA
Use this sample service contract form to record outside services requested, frequency, monthly amounts, cancellation provisions, and so much more!

New Account Document and Financial Checklist - HOA
Use this sample new account document and financial checklist to help with the transition between management companies. This customizable checklist to mark off documents requested as the previous management company submits them. This checklist will help you keep track of documents received and follow up on any outstanding or missing items.

Association Transition Checklist - HOA
To help ensure the accuracy of information use this sample maintenance inspection form to help document and manage inspection items, locations, units, violations, and repairs.

Preventive Maintenance Checklist - HOA
Forms Use this preventive maintenance checklist to describe the building's or grounds area's condition by category (e.g. sidewalks, siding, drainage, etc), location, condition, and actions taken/required.

Association Transition Procedures Memo - HOA
Use this sample transition procedures memo to help with the changeover between management companies. This customizable memo includes tasks to complete 30 and 60 days prior to the management transition (i.e. Financial, Management, and Operational).

Property Profile Form - HOA
Use this form to catalog your property’s information. This 9 page document includes sections on: Utilities & Fuel information, Building & Site information, Compliance and other Compliance issues, General Building information, Security Systems, a Miscellaneous section and a Service Contracts & Vendor Summary table.

Board of Directors Meeting Minutes - HOA
Use this form to log information about a BOD meeting that was held. This document includes places and information about when the meeting was held and where, as well as information about what was resolved within the meeting.

Reasonable Accommodation Request Forms - HOA
Use this sample reasonable accommodations request form when a member requests additional accommodations due to a disability.

Board of Directors Orientation Agenda - HOA
Use this form to guide your Board of Directors Orientation. This 18 page document includes: duties and responsibilities of owners associations, responsibilities and duties of officers and directors, and a sample association – directors fiduciary responsibility resolution.

Rental Transaction Checklist
This rental transaction checklist details the procedures to follow to ensure that each prospective resident receives consistent and identical treatment, and it includes the types of documentation you should have.

Board of Directors Welcome Letter - HOA
Use this generalized welcome letter to welcome new board of directors and inform them of their, responsibilities.

Request Records Form - HOA
Use this form to document the requestor’s contact information, the records being requested, and a disclaimer and signature section.

Budget Cover Letter - HOA
Use this customizable cover letter to inform owners of yearly budget changes to the property.

Risk Evaluation Checklist - HOA
Use this customizable evaluation to best identify risks at a property. The risk evaluation checklist is custom tailored for CID including a checklist of 29 questions and room for additional hazards or comments.

Calculating Property Square Footage
Form Use this customizble spreadsheet template to determine the per square foot numbers for an entire property and for each tenant for their base rents, CAM, insurance, and taxes based upon their square footage and base rent.

Take Over Checklist - HOA
Use this customizable committee application when managing a CID. The document includes information general Association management set-up information and board of directors contact information.

Committee Applications - HOA
Use this customizable committee application when managing a CID. The document includes information about property approval, space to include project description, exterior finish materials and colors, landscape plans, other project details, and ACC recommendations.

Unit Exterior and Common Area Inspection Report - HOA
Use this customizable form to report on the major components of the property. This form includes: building exterior and interior items (e.g. grounds, brick and stone, stair halls, elevators, etc.). With this form you can document character and condition, needs, and estimated expenses involved.

Committee Goals Worksheet - HOA
Use this goal worksheet to plan committee goals, plan of action, deadlines, and project budget expenses. The form includes fields to enter data for the goal, plan of action, deadlines, and project expenses.

Vendor Letter - HOA
Use this customizable letter to inform new vendors of their contract along with information regarding what the association will handle, what information will need to be provided by the vendor, as well as a location to insert contact information.

Committee Meeting Report Form - HOA
Use this form to track meetings and presentations. This form includes fields to enter data for the meeting time and location, the presentation, and presentation completion dates. There is also a field to enter data about the presentation, whether it's been resolved and committee recommendations.

Work-Order - HOA
Use this customizable work-order form to indicate what maintenance work is to be done, when it should be completed, and who will do the work. After completing the work-order form, you can use it as the maintenance record of the response to the service request.

Community Association Survey - HOA
Want to survey your community membership? Use the sample association survey to get feedback from your community members. This customizable survey includes 8 questions that will help you get valuable feedback and learn what they think about the community.

Legal Compliance
Code and Local Law Compliance Summary
Stay on track and keep a summary of local and code law compliances. From elevator inspections to antenna permits, this form helps managers keep a listing of actions that have taken place and those that need to be done.

Management Take-Over & Termination
Commercial Property Management Account Termination Checklist
This five page checklist assigns and dates procedures for terminating a property management account. Responsibilities and procedures include, but are not limited to, accounting functions, tenant duties, and personnel.

Residential Property Management Account Take-Over Checklist
Use this in-depth checklist to help administer taking over a residential property management account. This seven page document includes procedures such as administrative and financial accounts, building and vendor information, and legal and regulatory compliance status.

Management Assumption Checklist Existing Building
This seven page checklist outlines duties for managers taking over an existing property. The checklist covers categories such as corporate administration, property transition, and operations.

Residential Property Management Account Termination Checklist
Keep on track of terminating a residential property management account with this termination checklist. This comprehensive list helps control processes such as reviewing site management and personnel, conducting a final disposition, and forwarding any other responsibilities to the new ownership. 

Property Takeover Financial Documentation Checklist
These comprehensive checklist aides in financial procedures associated with taking over a property.  Some of the operations included in the form are rent rolls, general ledgers, leases, and deposits.

Tenant Estoppel Certificate
Use this tenant estoppel certificate to ensure that certain facts pertaining to the tenant's lease with its landlord are true. This certificate gives assurance to the purchaser of a property or lender that the lease is in full force and effect, that a certain amount of rent and security deposit have been pre-paid, and that the landlord is not in default of any landlord obligations under the lease.

Property Transition Requirements Checklist - HOA
Use this checklist to help administer property transitions. This three page document includes transition requirements on Telephone, Finance, Maintenance, Administration, BOD, Sales, etc.

Turnover of Apartment Community Checklist
Use this checklist to help administer turnover of a residential property to a new management company. This two page document includes procedures such as turning over administrative and financial accounts and building/vendor information, and ensuring that all affected parties are notified.

Resident Employee Employment Agreement
Customize this template agreement for an employee residing on the employment grounds. This agreement outlines occupancy terms and conditions such as surrender or termination.

Tenant Communications
10 Days Past Due Letter
Take the first step towards collecting late rent with this template letter. Inform and remind tenants of their lease default, and offer a contact number to call should they have any questions or concerns.

Notification Letter - Noncompliance - LIHTC
Use this customizable noncompliance letter to notify tenants of physical inspections conducted and informing them they are able to view a copy of the inspection report.

Acceptance Letter
Use this template acceptance letter to notify an applicant of approved rental. Inform a new tenant of information such as address, rent amount, and important local services and providers.

Notification Letter - Critical Violations - LIHTC
Use this customizable noncompliance letter to notify tenants of critical violation(s) based on physical inspections conducted and repairs that need to be corrected within a selected time frame.

Clubhouse Reservation Agreement
Use a reservation agreement when tenants want to use the clubhouse for a party or a reception. This form documents the information, costs, and regulations of reserving a clubhouse. It also records the physical condition of the room and any damages that may have incurred during usage.


Office Building Field Research Worksheet
To ensure the consistency of a comparison grid it is a good idea to complete a field research worksheet for each building. This customizable worksheet includes space to identify buildings (building type, size, location, etc.), ownership and management, and contact personnel.

Commercial Property Management Account Take-Over Checklist
This ten page document provides an in-depth checklist for assigning take-over responsibilities for a commercial property management account.

Office Building Notification Letter
To ensure the consistency of a comparison grid it is a good idea to complete a field research worksheet for each building. This customizable worksheet includes space to identify buildings (building type, size, location, etc.), ownership and management, and contact personnel.

Crime Alert
Alert residents of a recent crime committed in the community with this template letter. Inform tenants of the incidence and suspect descriptions as reported by the police.  Also ask residents to refer to their security guidelines for their personal safety. 

Owner/Tenant Registration Form - HOA
Use this registration form to log general information about the tenant and the owner. This form also includes an emergency contact information section and a rental agent section.

Customer Survey Questionnaire
To keep up with ever changing population, evolving tastes, and new competition, it is important to survey your shopping center customer. Use this customizable survey to probe customers on advertising and promotions, leasing and tenant mix, management and operations, frequency of shopping and the competition.

Preference Questionnaire
Use this questionnaire to ask tenants and prospects their preferences towards their housing needs. This questionnaire will help gain a better understanding of what tenants and prospects want by asking the number of bedrooms and bathrooms desired, as well as ranking a list of amenities in order from most important to least important.

Electronic Notice Form - HOA
Use this electronic notice form with owners to indicate agreement on accepting notices and information electronically rather than a hard copy form.

Pro Forma
Use this customizable pro forma draft to prepare the financial analysis of a proposed development. This easy to edit document permits analysis of the cost to develop a shopping center, projections of income and calculation of NOI and ROI.

Eviction Notice
This form is an 10-day eviction notice that can be used as a template and customized to fit each party's specific needs.

Proof of Service
This form is a proof of service that is applicable to serving a 3-day notice to a commercial tenant

Final Notice: Noise Infraction
Use this third and final notice to inform tenants they have been sent warnings concerning excessive noise violation. This customizable letter informs tenants they will need to vacate the apartment by "X" date and a pre-move inspection will take place on "X" date.

Resident Survey
Use this form to survey residents about their satisfaction. This one page survey asks residents about the staff's performance, living conditions within the apartment and common grounds, the responsiveness of maintenance staff, whether or not you'd recommend the complex to a friend, and so forth.

First Notice: Noise Infraction
Use this first letter of notice to inform tenants about lease violations (i.e. noise infraction) and lease provisions.

Rules and Regulations
Customize this comprehensive list to document property rules and regulations for a tenant's agreement and signature. Outline rules such as number or occupants and damage responsibility. 

Five Day Demand Notice
Template letter for initial contact with tenants who are five days late with a rent payment and the amount that they owe.

Sales Volume Report
Use this customizable spreadsheet to record each tenant's sales report on a cumulative sales volume report. This easy to edit sales report is a helpful tool when comparing tenant's month-to-month sales over a period of five years.

Hazardous Weather Alert
Warn residents of hazardous weather conditions with this template alert form.  Customize the letter for regional weather patterns and emergencies. 

Second Notice: Noise Infraction
Use this second letter of notice to inform tenants about a second noise complaint. This customizable letter informs tenants about the community "quiet hours" and consequences of not following the lease provisions. The letter also informs tenants if they do not comply a third and final notice will be sent, informing them to vacate the premises.

Medical Center - Emergency Information Survey
Use this customizable questionnaire to survey medical office building tenants' about their needs during an emergency, as well as request their work schedule. This 2 page document includes a memo for emergency procedures and internal plans, a 10 question survey, and a chart to document tenant schedules.

Severely Past Due Letter
Contact a tenant severely past due on rent with this template letter. The letter formerly states the lease article in default and requests immediate payment.

New Account Check List
Use this customizable takeover check list to help the transfer of specific information and records to an appropriate administrative system.

Swimming Pool Rules and Regulations
Customize these rules and regulations to ensure safe use of the swimming pool by all members of the property.

Notice of Denial
Notify a prospect that their rental application has been denied based on their credit report or other information with this denial letter. The form lists principal reasons for credit denial or other action taken concerning credit. It also includes a statement informing the applicant of their rights according to the Fair Credit Reporting Act to dispute the accuracy of any information the consumer reporting agency reported

Tenant Survey - Version 1
Encourage resident feedback with a tenant survey. This survey allows tenants to comment on management, thus helping managers to evaluate their team.

Notice of Rental Rate Change
Notify residents that their total monthly rent, including amenities, will be increased with this notice of rental rate change letter. The form includes fields to input the new monthly rent, anticipated six-month lease renewal rate, and the anticipated 12-month lease renewal rate.

Tenant Survey - Version 2
Give tenants the option to rate their satisfaction levels for a variety of building items and services. The survey provides for appearance, safety, and management evaluations.

Notice of Returned Check
Notify a tenant of a returned check with this template letter.  The notice outlines the details of the return, including information such as check number, date and amount. This form also outlines any resulting charges or fees. 

Tenant's Sales Report
Use this customizable sales report to unify tenant's monthly sales reports, collected on a quarterly basis.