What a property manager does for a landlord

A property manager looks after a rental property on the owner's behalf: finding and screening tenants, collecting rent, arranging maintenance, keeping records and making sure the letting follows the law. It is a good fit for owners who live far away, own several units or simply do not want to be on call. Before hiring one, you need to know exactly which duties they take on, what each costs and how they are held to account.

Finding and choosing tenants

• Setting the rent. A manager should base the asking rent on comparable lettings nearby, not a guess, and explain the reasoning.
• Marketing. This covers photographs, listings, viewings and enquiries.
• Screening. Checking identity, employment, references and, where available, rental history. Ask what checks are done and how the decision is made.
• Tenancy agreement. Preparing and signing the contract in line with local rules, and registering it where registration is required.

Money handling

1. Collecting rent on time and chasing late payments.
2. Holding the deposit as the law requires and handling its return or deductions at the end.
3. Paying agreed costs, such as service charges or utilities, from rent received.
4. Sending the owner clear statements showing income, fees and expenses.
5. Transferring the balance to the owner on an agreed schedule.

Ask where tenant and owner money is held, and whether a separate client account is used.

Maintenance and inspections

This is often where the value shows. A good manager arranges routine servicing, responds to repair requests quickly and uses reliable contractors. Ask:

• Is there a spending limit above which the owner must approve work?
• Does the manager add a margin to contractors' invoices?
• How are emergencies handled out of hours?
• How often are inspections made, and will you receive written reports with photographs?
• Is a condition report recorded at move-in and move-out so deposit disputes can be settled with evidence?

Legal and administrative duties

Managers should know the rules on notice periods, rent increases, ending tenancies and tenant rights, and should keep the paperwork in order. They may also deal with renewals, handle disputes and, if needed, support the owner in a tenancy tribunal or court process. They should not offer legal advice beyond their role, so ask what they handle themselves and what they pass to a lawyer.

What it costs and how fees work

Fees vary widely. Typical structures include a percentage of rent collected, a fixed monthly fee, a letting fee for finding a tenant and separate charges for renewals, inspections or legal work. Ask for a written fee schedule and look for extras, such as advertising charges, a fee on every repair or an exit fee if you end the contract. Compare the total yearly cost for a realistic scenario, not just the headline percentage.

The Gulf angle

Property management in the Gulf is shaped by local regulation, and the details differ between countries and even between emirates or cities. Points to check:

• Licensing. Property management firms are typically required to hold a licence from the relevant authority. Verify the firm on the official register, not on its own claims.
• Tenancy registration. Many Gulf jurisdictions require tenancy contracts to be registered or recorded in an official system. Ask who handles this and who pays.
• Rent rules. Some markets limit how and when rent can change, or require specific notice. Confirm what applies to your property.
• Payment practices. Rent may be paid by cheque, transfer or an electronic scheme in instalments. Ask how the manager deals with bounced payments and defaults.
• Service charges and owners' associations. In apartment buildings, the manager may deal with the building's management company. Clarify who pays charges and who communicates with the association.
• Absent owners. If you live abroad, ask how documents are signed, how you will receive funds and how quickly the manager responds to messages.

Questions to ask before hiring

1. What exactly is included in the fee, and what costs extra?
2. How long is the contract, and how can I end it?
3. How many properties does each manager look after?
4. How are vacancies, late rent and disputes handled?
5. Can I see a sample owner statement and inspection report?
6. What insurance does the firm carry?

Staying in control

Hiring a manager does not remove the owner's responsibility. Read the statements, ask about anything unclear, keep your own copy of the tenancy contract and condition report, and review the arrangement each year against the rent achieved and the service received. A good manager gives you clear information, quick answers and few surprises. If you receive neither, consider the contract's exit terms before problems build.