Questions to Ask Before Hiring a Property Manager

Fee transparency is the single biggest differentiator between honest and dishonest property managers. Ask these questions and demand written answers:

1. What is your monthly management fee, and is it charged on collected rent or gross rent?
   This matters because a fee on “gross rent” means you pay even when the property is vacant. ViVi charges 10% of collected rent. Vacant month? You pay nothing.
2. What is the tenant placement fee, and when is it charged?
   ViVi charges 100% of one month's rent, only when a tenant is successfully placed. Some companies charge partial fees even if the tenant falls through.
3. What is the lease renewal fee?
   ViVi charges a flat $250. Some companies charge 25-50% of a month's rent, which on a $2,200 rental is $550-$1,100.
4. Is there a setup or onboarding fee?
   ViVi charges $0. Some companies charge $200-$500 before they manage a single day.
5. Do you mark up maintenance and repair costs?
   This is the most important fee question. Many companies mark up vendor invoices 15-40%. At ViVi, maintenance is coordinated through Best Bay Services, a separate, vetted local home-services company. Repairs are billed at cost — no markup, no kickbacks.
6. Can I see the original vendor invoice for repairs, not just your summary?
   If the answer is anything other than an immediate yes, walk away. ViVi shares the actual vendor invoice for every repair.
7. Are there any fees not listed in the management agreement?
   Ask directly. Get the answer in writing. Then verify against your first three monthly statements.

For a detailed fee comparison, see What Does a Tampa Bay Property Manager Actually Cost?

8. Who handles maintenance — in-house staff or outside vendors?
   Ask whether any vendor is owned by or affiliated with the management company. At ViVi, maintenance is coordinated through Best Bay Services, a separate company. This relationship is fully disclosed.
9. What is the spending authority limit before you contact me?
   Most companies have a threshold (e.g., $300-$500) for emergency repairs without prior owner approval. Know your threshold and make sure it is in writing.
10. How do you handle after-hours emergencies?
    Does the manager respond personally, or does the call go to an answering service? Barrett Henry, with 23+ years of real estate experience, responds to owner and tenant emergencies directly because he lives in the same neighborhoods he manages.
11. Are your vendors licensed and insured?
    Ask for vendor license numbers and verify them on the Florida DBPR website. An uninsured vendor working on your property is a liability you do not want.
12. Can I use my own preferred vendors?
    A good property manager will accommodate owner-preferred vendors while also having their own trusted network as a backup.

13. What are your minimum screening criteria (credit score, income, rental history)?
    A manager who says “we screen thoroughly” without specifics is a red flag. Ask for the exact credit score minimum, income-to-rent ratio, and number of years of rental history required.
14. Do you run criminal background checks and eviction history?
    Both should be standard. Ask how far back they check and whether they comply with HUD fair housing guidelines on criminal history screening.
15. Do you verify employment and income directly with the employer?
    Pay stubs can be fabricated. A thorough screening process includes direct employer verification.
16. How long does it typically take to fill a vacancy?
    ViVi averages under < 21 days to lease. Ask for data, not estimates. Every vacant day costs you money.

17. Who is my point of contact, and will that person change?
    Large companies rotate property managers. You explain your property once, then explain it again to someone new six months later. At ViVi, Barrett is your point of contact from day one through every renewal.
18. How will I receive financial reports, and how often?
    Monthly statements should be the minimum. Real-time owner portal access should be standard in 2026.
19. Do you provide an owner portal with real-time access?
    You should be able to log in at any time and see your current balance, recent transactions, maintenance history, and lease documents.
20. What is your typical response time to owner inquiries?
    Get a specific commitment. “We respond within 24 hours” is different from “we respond within 2 business days.”

21. Who is your Broker of Record, and what is their license number?
    Verify on the Florida DBPR website. ViVi operates under Collective Rental Resource LLC dba ViVi Property Management. Broker of Record: Katie Crider (FL License BK644954).
22. How do you handle evictions, and what are the additional costs?
    Ask whether eviction costs (court filing fees, attorney fees, process server fees) are passed through at cost or marked up. Understand the timeline and your financial exposure.
23. How do you ensure compliance with Florida Statute 83 and fair housing laws?
    A REALTOR with experience in Florida landlord-tenant law will give a specific answer. A manager who is vague about legal compliance is a liability.

24. Is there an early termination fee, and how much is it?
    Some companies charge $500-$2,000 to cancel. ViVi charges $0. A company that earns your business every month does not need to trap you in a contract.
25. What is the required notice period to cancel?
    Standard is 30-60 days written notice. Anything longer than 90 days is unusual and should be questioned.
26. What happens to the security deposit and lease if I terminate the agreement?
    The security deposit should transfer to you or your new manager. The existing lease should be assigned without disruption to the tenant.

Here is where ViVi stands on each category:

• Fees: 10% of collected rent, 100% of one month's rent placement, $250 renewal. No setup fee, no cancellation fee, no technology fee.
• Maintenance: Coordinated through Best Bay Services. Billed at cost. No markup. Original vendor invoices provided for every job.
• Screening: Credit check, criminal background, eviction history, employment verification, income verification, and previous landlord references on every applicant.
• Communication: Barrett Henry is your direct point of contact. One manager, not a rotating team. Owner portal with real-time access to all financials and documents.
• Legal: Licensed under Katie Crider (FL License BK644954). Full compliance with Florida Statute 83 and HUD fair housing guidelines.
• Contract: No early termination fee. 30-day notice to cancel. Security deposit and lease assignment handled at no additional charge.

Not every property manager will answer this way. The ones who cannot should explain why. For a full fee comparison, visit What Does a Property Manager Cost? or read How to Tell If Your Property Manager Is Ripping You Off.