Ask about the license, the money, the screening, the repairs, the inspections and the exit, in that order, and judge every answer on whether it is specific and in writing. A manager who answers with documents is showing you how the company runs. A manager who answers with reassurance is showing you how the company sells.
The full list of fifteen questions is on this site already. This article does something different: it pairs the questions that matter most with what a good answer sounds like and what a weak one sounds like, because owners often ask the right question and do not realize they received a poor answer.
The license and who is accountable
Ask: "Who holds the broker's license for this company, and how involved are they in day-to-day management?" In Texas, the broker is responsible for the trust account, the leases and the agents. If the broker is a name on a wall in another city, the person answerable for your money is not in the building.
A good answer names the broker, says how often they review files or statements, and tells you whether you can reach them. A weak answer is "we are fully licensed" with no name attached. Follow up with: "If I had a serious problem, who would I escalate to?" The answer should be a person, not a department.
The money: fees, trust account and timing
Ask three things. "Can I have every fee in writing before I see the agreement?" "Where are my rent and the tenant's deposit held?" "On what day each month is rent paid to me, and what happens if the tenant pays late?"
A good answer to the first is a one-page fee schedule handed to you in the meeting, including leasing, renewal, inspection, maintenance markup, setup and termination charges, with a confirmed zero where the company does not charge one. A good answer to the second is "a trust account, separate from the company's operating funds," without hesitation. A good answer to the third is a date and a rule.
Weak answers sound like "our fees are competitive," "we hold it securely," and "usually around the middle of the month." None of those can be checked later. Our pricing page shows what a complete written fee list looks like, so you have a comparison point, and the first consultation guide lists the other documents to ask for at the same meeting.
Screening: the question that protects you from the worst year
Ask: "What are your written screening criteria, and can I see them?" Then: "Who makes the final decision on an applicant?" A bad placement is the most expensive mistake in this business, and it usually traces back to screening done from instinct.
A good answer is a document listing the income requirement relative to rent, how credit and rental history are evaluated, how evictions and criminal history are considered within fair housing rules, and how each adult applicant is verified. The manager should also explain that the criteria are applied to every applicant the same way, which protects you as much as the applicant. A weak answer is "we run a full background check" with nothing to read. The tenant screening service page describes what a written process covers.
Repairs and inspections: approvals, vendors and photos
Ask: "What is my approval limit for repairs, and what happens above it?" "Do you mark up vendor invoices, and will I see the original invoice?" "How often is the house inspected, and what do I receive afterward?"
Good answers: a dollar limit you set in the agreement, with anything above it sent to you with an estimate, except for true emergencies; a yes or no on markups, stated plainly; and an inspection schedule with a sample photo report you can look at now. Weak answers: "we use our judgment," "we pass through costs at a fair rate," and "we check on the property regularly." The word "regularly" in an inspection answer almost always means there is no schedule.
The exit: how you leave if it does not work
Ask: "How long is the agreement, what notice do I give to end it, and what does it cost to leave?" Also ask: "Does the agreement renew automatically?" and "If I sell the house, am I required to list it with you?"
A good answer describes a notice period you can live with, a termination fee that is either zero or a fixed amount you can see, and no obligation to sell through the company. A weak answer is "nobody ever leaves" or a termination clause tied to the months remaining. You are not planning to leave. You are checking whether the company has made leaving painful, because that tells you how confident it is in its own service.
An example: two companies, the same question
Say you ask both companies what happens when the tenant pays late. Company A says: "Rent is due on the first, late after the grace period in the lease, and a late fee posts automatically. If rent is still unpaid at the point the lease and Texas law allow, a notice to vacate goes out in the required form and you are told the same day. You can see the ledger in the portal." Company B says: "We stay on top of late payers, don't worry."
Both answered. Only one told you anything. The example is illustrative, but the pattern is exactly what you will hear, and it is the clearest test I know for separating process from salesmanship. Write both answers down during the meeting and compare them that evening.
How Perpetual handles this
Every question above has a documented answer at Perpetual Property Management, and we would rather you ask than assume. I hold the broker's license and I am involved in the files. Owner funds and deposits are held in a trust account. Every fee is listed in a written quote before the agreement is sent. Screening criteria are written and applied to every applicant the same way. Repairs above your written approval limit come to you with an estimate, and you see the invoice. Inspections are scheduled and documented with photos in the owner portal.
We manage houses in Keller, North Richland Hills, Fort Worth and the surrounding area, so the vendor names and the comparable leases we quote are real and local. If you want to run this list against us, set up a conversation and bring the questions. Specific answers are the point.
The takeaway: Ask about the license, the money, the screening, the repairs and the exit, and judge each answer by whether it comes with a document you can read rather than a reassurance you have to trust.
Questions owners ask
How many property managers should I interview before choosing one?
Two or three is usually enough, provided you ask each one the same questions and compare the written answers. Interviewing more than that tends to blur the differences rather than sharpen them. If the first two give you complete fee schedules, written screening criteria and sample reports, you have what you need to decide. If neither does, keep going.
Should I ask a property manager for references from other owners?
Yes, and the way the company responds is part of the answer. A good company will ask an existing owner for permission and connect you within a few days. Ask the reference about a specific event, such as a vacancy, a repair or a late-paying tenant, rather than whether they are happy in general. A flat refusal to provide any reference is worth noting.
What should I ask a property manager about the lease they use?
Ask whether the lease is a current Texas form, who prepares and signs it, and whether you can read it before your first tenant does. Ask how late fees, pets, repairs and early termination are handled in it. A good manager will hand you a sample lease and the addenda that go with it. Reading it takes an evening and tells you more about the company than most of the interview.
Is it rude to ask a property manager about their mistakes or complaints?
No, and it is one of the more revealing questions. Ask what the company's most common owner complaint is and how it handles it, or about a placement that went wrong and what changed afterward. A company with experience will have an honest story. A company that claims it has never had a problem is either new or not being straight with you.
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