Services for rental property owners
Owners need to know what is happening at the property and which decisions require their attention. A workable management relationship starts with a complete property file, defined authority and an agreed way to review the money moving through the rental.
Lauren Douglas · Kolibri Realty · Bell County
Build a complete handover file
If the property is occupied, gather the executed lease, amendments, deposit records and the resident's ledger. Include unpaid balances, pending requests and promises made by you or a previous manager. Missing records can turn a routine transition into a disagreement about what someone was told.
For a vacant property, provide keys and access instructions, the available service history and any work already authorized. Confirm who can make decisions for the ownership entity. Association documents, insurance details and equipment warranties belong in the file too.
- List the appliances and other items included with the rental.
- Identify utility accounts that need to stay active during vacancy.
- Disclose open insurance claims and unresolved repair concerns.
- Provide current contact details and a backup decision-maker.
Understand the property account
The rent charged, the amount collected and the amount available for distribution are different figures. Review them separately. An owner statement should make it possible to connect income and expenses with the property ledger and supporting records.
Ask how a reserve is funded and replenished, how invoices are approved, and when statements and distributions are issued. TREC prohibits a broker from mixing client funds with the broker's own money. Confirm how deposits and other client funds will be held under your arrangement.
When comparing performance, look beyond a single month. A large repair or a turnover can explain a short-term change. Keep major replacements visible in your planning so an apparently strong month does not become the whole basis for an ownership decision.
Plan for decisions and eventual transitions
Set the choices you want brought to you, including major repairs, changes to lease terms and renewal recommendations. Record how an urgent decision will be handled while you are away. A preferred contractor or warranty provider needs to be identified before a problem occurs.
Management should also have a clear ending process. Read the notice requirements, fees, transfer duties and timing for final accounting. If you intend to sell, discuss the existing tenancy and access arrangements early so leasing and sale plans do not conflict.
Local information & sources
Checked September 23, 2026. Confirm current requirements for your property with the relevant authority.
Common questions
Can I transfer from another manager?
A transfer can be considered after reviewing the current agreement and property records. Confirm your notice obligations and arrange the lease, deposit, funds and access handover before telling residents to use new payment details.
Will I have an owner portal?
Confirm the reporting and document-access tools in your proposal. Ask how you will receive statements, invoices and important notices, and how to retrieve records when the management arrangement ends.
Can Kolibri help if I live elsewhere?
Explain where you live and how you prefer to handle approvals. A remote-owner plan needs reliable contacts, access instructions and clear authority for work that cannot wait for your next visit.