A property manager needs a map of the rules that apply to each building: federal housing protections, state landlord-tenant law, local ordinances, housing-program requirements and the lease. Start with the property’s address, ownership, building age, tenancy type and funding—not a generic national lease template.
Confirm management authority and money handling
Check whether the work requires a broker or property-management license, who may sign for the owner, and which staff may handle client money. Keep the management agreement and delegated authority current.
Maintain separate records for owner funds, resident balances and security deposits. Reconcile the applicable bank account and ledgers; a deposit held for a resident is not operating income. California DRE’s October 2026 guidance, for example, explains trust-account designation, beneficiary records and reconciliation duties for covered brokers.
1. Landlord-tenant rules
Build a property-specific reference for rent increases, required notices, renewal or just-cause protection, entry, repairs, utilities and permitted fees. Record the rule’s scope and effective date, then connect it to the lease or staff procedure it affects. State law and city rules may differ within the same portfolio.
2. Termination and eviction
Confirm a legally permitted basis before issuing a termination notice. Verify required wording, cure opportunities, deadline counting and service, then use the court process if possession is contested. Do not treat a notice deadline as permission to change locks or disconnect utilities. Utah Courts expressly separates notice, lawsuit and eviction order stages.
3. Security deposits
Check collection caps, required accounts or interest, receipts, transfer rules, permitted deductions, inspection rights and return deadlines. Preserve move-in condition records, move-out photos and supporting invoices. Distinguish ordinary wear and existing damage from new resident-caused damage; follow the required itemization rather than relying on a lease clause alone.
4. Fair housing
The federal Fair Housing Act prohibits covered housing discrimination based on race, color, religion, sex, national origin, familial status and disability. State or local laws may add protections. Apply consistent advertising, screening, fees and enforcement policies, and provide a process for reasonable accommodation requests. Staff should know where to escalate a request without demanding unnecessary medical details.
5. Leases and required disclosures
Use a current lease for the jurisdiction and property type. Spell out rent, allowed fees, deposits, maintenance reporting, entry, renewal and any selected addenda. A signed clause does not make a prohibited charge or waiver enforceable. Retain the version each resident actually signed.
For most housing built before 1978, EPA identifies lead-hazard information and disclosure duties before a prospective tenant becomes obligated under a lease. Check exemptions and the prescribed documents; a general “building safety” clause is not a substitute.
6. Habitability, safety and building requirements
Identify required fire and life-safety inspections, occupancy permits, applicable accessibility rules and maintenance duties. Keep inspection dates, repair reports, contractor credentials and completion evidence together. Route urgent safety reports to a responsible person immediately rather than leaving them in the routine work-order queue.
Turn the rules into usable records
Maintain a short property file showing the applicable rules, required forms, responsible staff member and next deadline. Review it when a law changes, ownership changes, a lease template changes or a new property enters the portfolio. That gives staff a concrete reference at the moment a leasing, repair or money-handling decision arises.
Keep building your property playbook
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