April 8, 2025
Questions To Ask a Property Management Company
Choosing the right property management company can make or break your real estate investment. Whether you own a single commercial property or a portfolio of mixed-use assets, entrusting your investment to a professional team requires due diligence. At CIP Texas, we manage properties as if they were our own—strategically, proactively, and with the long-term health of your asset in mind.
To help you make an informed decision, here are the top 10 questions we recommend asking any property management company before you sign on the dotted line.
1. What Services Do You Offer?
Not all property management companies offer the same scope of services. Some only handle tenant communication, while others manage everything from building maintenance to lease negotiations.
Here at CIP Texas, we offer full-spectrum asset management. Our services include:
- Tenant relations and lease enforcement
- Property inspections and maintenance coordination
- Strategic planning and risk mitigation
- Financial reporting and budgeting
- Value-add improvements and capital project oversight
Our goal is to simplify ownership while maximizing the long-term value of your investment.
2. How Do You Handle Tenant Screening?
Reliable tenants are the cornerstone of a successful property. You’ll want to know how the management company screens for quality tenants and mitigates risk.
CIP uses a meticulous screening process that includes:
- Credit and background checks
- Employment and income verification
- Rental history and references
- Legal compliance with Fair Housing laws
We don’t just fill vacancies—we place the right tenants who align with your property’s long-term goals.
3. What Is Your Fee Structure?
Every management company charges differently. Some may offer low monthly fees but tack on hidden costs later. Understanding the full cost structure is key to avoiding unpleasant surprises.
At CIP transparency is a core principle. We provide a straightforward fee schedule that clearly outlines:
- Management fees
- Leasing or renewal commissions
- Maintenance coordination charges
- Any performance-based bonuses
You’ll always know what you’re paying for—and why it matters.
4. How Do You Manage Maintenance and Repairs?
Maintenance isn’t just about fixing things when they break; it’s about preserving and enhancing your asset. A solid maintenance plan keeps tenants happy and prevents small problems from becoming expensive headaches.
We take a proactive maintenance approach, coordinating with trusted vendors and inspecting properties regularly. We also provide you with detailed reporting, so you’re always in the loop. From HVAC systems to parking lot repairs, we manage the details so you don’t have to.
5. How Often Do You Inspect the Property?
If you’re not regularly seeing updates on your property’s condition, that’s a red flag. Consistent property assessments are vital for preserving long-term value.
At CIP we conduct scheduled on-site inspections and provide a detailed analysis of each visit. We assess:
- Physical condition and deferred maintenance
- Code compliance and safety
- Tenant adherence to lease terms
- Opportunities for improvement and cost savings
This helps us identify and address issues early—before they affect performance or value.
6. How Do You Handle Rent Collection and Late Payments?
A reliable income stream is the backbone of your investment. How a property manager handles rent collection and late payments directly impacts your bottom line.
It is best to use modern systems to streamline rent collection and enforce lease agreements. This process should include:
- Automated billing and reminders
- Prompt follow-ups for late payments
- Coordination of legal action when necessary
This helps reduce delinquencies while maintaining positive tenant relationships.
7. What Is Your Vacancy Rate, and How Do You Market Vacant Properties?
Vacancy rates speak volumes about how effective a management company is at leasing. You’ll also want to know how they market and fill those vacancies.
Our team uses a combination of:
- Digital listings on high-traffic commercial platforms
- Broker relationships and tenant rep networks
- Local advertising and signage
- Competitive market analysis to set the right rental rates
Our goal? Keep your property fully occupied with tenants that support your long-term investment strategy.
8. How Do You Ensure Legal Compliance?
Property owners face a minefield of legal obligations—zoning, leasing laws, ADA compliance, and more. Your management company should act as a shield, not a liability.
We stay on top of federal, state, and local regulations to ensure your property remains fully compliant. Our team has deep knowledge of Texas commercial real estate law and works closely with legal professionals when needed to protect your investment.
9. Can You Provide References from Current Clients?
Don’t just take a company’s word for it—ask to hear from their clients. Reviews and referrals provide insight into reliability, responsiveness, and overall performance.
We are proud of our strong relationships with clients who have trusted us to manage millions of square feet across the state. Upon request, we’re happy to connect you with long-term partners who can share their experience.
10. How Will You Communicate With Me?
Communication is often what separates a good management company from a great one. Ask how often you’ll receive updates and who your main point of contact will be.
At CIP Texas, we provide:
- Monthly performance reports
- On-demand access to financials and leasing activity
- A dedicated property manager who knows your property inside and out
- Prompt responses to calls and emails
We believe communication should be clear, proactive, and aligned with your preferences—because you're the owner, and you deserve to know what’s happening with your investment.
Final Thoughts
Selecting the right property management partner is one of the most important decisions you'll make as an owner. It impacts your cash flow, your peace of mind, and the long-term value of your asset.
We don’t just manage properties—we protect and grow your investment with the care and strategy it deserves. If you're ready to level up your property management experience, let’s talk.
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