Ready to Rent Out Your Property? Start with the Right Manager.
Whether you call them a property manager, rental agent, or leasing agent — finding the right one to manage your investment property is one of the most important decisions you'll make as a landlord. The wrong choice can cost you time, money, and serious stress.
Compare Property Managers in Your Area — Free
See property management fees, services, reviews from landlords, and local rental market expertise side by side — no obligation.
Why the Right Questions Matter
Choosing a property manager can feel daunting, especially if you've never rented out a property before. Most agencies will send a business development manager or agency principal to meet with you first — someone whose job is to win your business, not necessarily the person who will actually manage your property day-to-day.
Asking the right open-ended questions during the interview process is the best way to cut through the sales pitch and get a genuine picture of the service you'll receive. Here are the 10 essential questions to ask before you sign.
10 Questions to Ask Prospective Property Managers
1. Are You the Property Manager Who Will Actually Look After My Property?
This is the single most important question on the list. The person presenting to you may be a business development manager or agency principal — not the individual who will be managing your property daily.
Before committing to any agency, arrange to meet the actual property manager who will be handling your rental. When you do, ask:
- How many years have you been working in property management?
- How long have you been with your current agency?
- How can you demonstrate your knowledge of the current rental market in my area?
High staff turnover is a well-known challenge in property management. You want confidence that you'll be dealing with the same experienced person in six months' time. Look for a senior property manager with demonstrated longevity in their role.
2. How Many Properties Do You — and the Agency — Currently Manage?
Portfolio size is a direct indicator of service quality. As a general rule, a property manager should not be handling more than approximately 120 properties. If an agency manages 450 properties on its rent roll, it should have at least three to four dedicated property managers to maintain a quality service.
An overloaded rental agent is less likely to give your property the attention it deserves — which can translate to longer vacancy periods, missed maintenance issues, and poor tenant selection.
3. What Percentage of Your Tenants Are Currently in Arrears, and What Is Your Policy?
A good rental agency will have a clear, documented policy for handling rent arrears. Make sure to ask:
- How often will rental payments be deposited into my account? (Weekly, fortnightly, or monthly?)
- How is rent collected from the tenant?
- Do you enforce late fees?
- What are the lease agreement options — fixed term (6 or 12 months) or periodic?
- What is the debt collection procedure if a tenant falls significantly behind?
The property manager should be prepared to represent you at a tenancy tribunal if required. This procedure should be outlined clearly in your management contract.
4. What Happens If My Property Needs Urgent Maintenance?
Most property management agencies maintain a list of preferred contractors for emergency repairs. Ask how they handle urgent situations:
- Is there a pre-approved financial limit for emergency repairs without needing your authorisation?
- Do they coordinate quotes for non-urgent maintenance work?
- Can they pay property bills on your behalf if required?
- At what point will they contact you regarding a maintenance request?
Understanding this process upfront avoids unwanted surprises and ensures your property is protected.
5. How Will You Market My Rental Property and Attract Quality Tenants?
A proactive marketing strategy is essential to minimise vacancy periods. A good property manager should:
- List the property on major platforms such as realestate.com.au and domain.com.au (only licensed agents and property managers have access to these portals)
- Place a professional For Lease sign at the property
- Send an email to their existing tenant database
- Advertise within their agency network
Critically, your property manager should attend every inspection personally — not hand out keys to prospective tenants to inspect independently. Ask specifically:
- Do you attend every inspection, or do you hand out keys?
- Are you available for inspections six days a week, including weekends and after business hours?
Many prospective tenants work during business hours and can only inspect in evenings or on weekends. A quality rental agent will accommodate this.
6. How Do You Screen Prospective Tenants?
Tenant selection is one of the most consequential decisions in property management. The screening process should include:
- Credit worthiness checks via a central tenancy database subscription
- Review of past rental history
- Employment verification and income assessment
- Reference checks from previous landlords or agents
Ask the property manager to walk you through their screening procedure in detail. You should be provided with the application form and all supporting documentation so you can make the final call on who rents your investment property.
7. How Many Routine Inspections Do You Carry Out, and What Do They Include?
Routine inspection frequency is governed by state legislation, but you want to ensure your property manager is conducting the maximum number allowed. Ask:
- What is the legislated inspection frequency in my state?
- What does your inspection report include, and will I receive a copy?
- Is there an additional cost for inspections, or is it included in the management fee?
- Do you outsource inspections (including entry and exit reports) to a third party?
Outsourcing inspections to a third party is an emerging trend that typically disadvantages landlords — the person inspecting your property has no relationship with your tenant and limited accountability for the outcome.
Also ask about communication more broadly: monthly statements, email updates, rent reviews, lease renewals, and advance notice of vacating tenants should all be standard.
8. What Are All the Fees Involved in Property Management?
Unlike the one-off costs of selling, property management involves ongoing fees. The three core fees to clarify are:
Additional costs may include routine inspection fees, lease renewal fees, and maintenance coordination charges. Always confirm:
- Whether all fees include GST
- What the management fee specifically covers (advertising, inspections, reports, maintenance coordination?)
- Whether fees are negotiable
Avoid selecting a property manager purely on the lowest fee — lower fees often reflect lower service levels, which can result in poor tenant selection, extended vacancy periods, and higher costs in the long run.
9. What Is Your Estimate of the Weekly Rental Potential for My Property — and How Did You Arrive at That Figure?
Any estimate needs to be backed by comparable data. When your prospective property manager provides a rental appraisal or rent valuation, follow up immediately with: "What are you basing this on?"
The answer should reference:
- Recent rental prices achieved for comparable properties in your suburb
- Current vacancy rates in the area
- Data from both their agency and competing agencies
A strong rental appraisal demonstrates genuine local market knowledge — and gives you confidence in the figure you'll take to market.
10. What Differentiates You from Other Property Management Agencies?
Property management is a comprehensive service — not simply rent collection. A quality property manager should be actively working to maximise your rental yield, minimise vacancy periods, and protect the condition of your asset.
This final question gives your prospective manager the opportunity to articulate their unique value. Listen for specifics: technology platforms, landlord portals, proactive rent review processes, tenant retention strategies, and genuine testimonials or references from current landlords.
Find and Compare Property Managers in Your Area
FAQs: Choosing the Right Property Manager
What Is the Difference Between a Property Manager, Rental Agent, and Leasing Agent?
These terms are often used interchangeably in Australia, but here's what each typically means:
When renting out your property, you want someone who handles the full scope — not just the leasing component. Always clarify what the service includes before signing a management agreement.
How Do I Choose the Right Property Manager?
Use the 10 questions above as your interview framework. Beyond the answers themselves, pay attention to responsiveness (did they return your call or email promptly?), local knowledge, and whether you're speaking to the person who will actually manage your property. Reading verified landlord reviews on platforms like LocalAgentFinder is also a reliable way to validate an agency's reputation.
Where Can I Find Trustworthy Property Manager Reviews?
Google Business Profile reviews are generally the most reliable. For investment property owners specifically, LocalAgentFinder allows you to compare property manager reviews from verified landlords alongside fees, services, and local expertise.
Read Property Manager Reviews on LocalAgentFinder
Can I Ask to Speak to a Property Manager's Current Landlords?
Yes — and you should. A confident, reputable property manager will have a list of references and be willing to connect you with a current landlord who can speak to their experience. If they hesitate, that tells you something.
What Qualities Should I Look For in a Property Manager?
- Strong, prompt communication skills
- Genuine knowledge of the local rental market
- Transparent fee structure with no hidden costs
- Documented processes for arrears, maintenance, and inspections
- Positive reviews from current landlords
- Longevity with their current agency
What Should I Look For in a Property Management Contract?
The vast majority of agencies offer a management contract that can be cancelled with reasonable notice. Avoid any agency that presents an inescapable or lock-in contract. Have an attorney review the contract before you sign, and ensure the fee structure, service inclusions, and termination conditions are clearly stated.
How Do I Find the Best Property Manager for My Investment Property?
Compare property managers in your area on LocalAgentFinder — see their fees, management approach, landlord reviews, and local market performance side by side.