Our Houston Rental Onboarding Checklist

Switching property managers can feel like flying blind if the handoff is not clear. You want your documents, keys, deposits, and tenant communications handled with care so there are no surprises. This guide gives you a simple checklist and a first 30 days plan tailored to Houston and Harris County, so you know exactly what to send and what we do on day one. Let’s dive in.

What to gather now

Start by organizing a clean digital lease file for each home or unit and, if you prefer, a physical packet. Focus on these items:

• Lease and addenda: Current executed lease plus all addenda, including pet, lead-based paint, parking, and utilities.
• Tenant details: Best contact info and emergency contact for each household.
• Move-in condition: Move-in and move-out reports, photos, and any condition checklists.
• Security deposit ledger: Deposit amount collected, date, and any itemized deductions from prior move-outs.
• Rent roll and history: Ledger of payments, late fees, and any NSF events.
• Active notices: Late notices, notices to vacate, and any legal filings.
• Lease expirations: Renewal options and any special clauses.
• Tenant-provided items: Proof of renter’s insurance and pet registrations.
• Open maintenance: Active work orders and quotes.
• Vendors and warranties: Vendor list with contracts, certificates, appliance warranties, and manuals.
• Access and alarms: Alarm company info, codes, remotes, gate clickers, and garage controls.
• HOA documents: Deed restrictions, ACC rules, contacts, and any violation history.
• Insurance: Property, casualty, and flood declarations with agent contacts.
• Mortgage and tax: Lender/servicer info and Harris County property tax account details.
• Permits and projects: Any recent permits and project files.
• Court matters: Eviction or forcible detainer case files if a case is open.

Pro tip: Use clear file names and a simple index so each lease file can be reviewed quickly.

Keys and access

Treat keys like inventory. A clean transfer prevents lockouts and security gaps.

• Create a key log: List every key by type and quantity. Include front and back doors, mailbox, garage, padlocks, master keys, and HOA gate remotes.
• Transfer process: Hand keys to the manager directly or use a certified courier. The manager logs receipt and stores them in a locked safe or electronic system with sign-out controls.
• Occupied units: Do not change locks without coordinating with tenants and following the lease and local law. Unapproved lock changes on occupied homes can be treated as an illegal lockout.
• Vacant units: Rekey on turnover, document new keys, and update the inventory.
• Smart access: If you use smart locks, provide current codes and the change protocol. Change codes on turnover and limit who can view codes.
• Security practices: Maintain a master key log, limit staff access, require vendor sign-in, and transfer alarm codes securely. Avoid sending codes in plain text email.

Notify tenants early

Tenants need a clear handoff so rent and maintenance do not fall through the cracks.

• What to include: New manager’s name and company, mailing and physical addresses, phone and email, how to pay rent, when new payment methods go live, how to submit maintenance, what counts as an emergency, and where deposit accounting will be maintained. If vendor schedules or access procedures will change, include that too.
• How to deliver: Send written notice by mail, with certified mail or hand-delivery if you want proof. Email tenants as well if they previously agreed to electronic notices. Using more than one method helps ensure delivery.
• When to deliver: Send as soon as the management change is effective. Follow up with a reminder when the online portal or payment method switches. Give tenants at least one full rent cycle to adjust.
• Security deposits: Transfer the deposit funds and ledger to the new manager and document receipt. Texas has statutory timelines for returning deposits after a tenancy ends. Confirm current requirements and follow them carefully.
• Rent policy: Keep the current lease terms in place, including grace periods and late fees, unless the lease allows a change and the law permits it. For unpaid rent, follow the required Texas notice and Harris County court procedures if an eviction becomes necessary.

Maintenance and approvals

Set clear thresholds so urgent items move fast and routine items stay on budget.

• Emergency repairs: Unsafe conditions, major water intrusion, electrical hazards, fire damage, and essential system failures in extreme weather. Manager responds immediately, and you can allow pre-authorization for emergency spending or unlimited authorization for life and safety issues. Define this in the management agreement.
• Urgent repairs: Issues like a broken hot water heater or major appliance failure, typically resolved within 24 to 72 hours.
• Routine repairs: Minor plumbing, painting, landscaping, and similar items scheduled per your policy.

Recommended owner authorization caps used in practice:

• No pre-approval needed up to 250 to 500 dollars for small items.
• Manager seeks approval above 500 to 1,500 dollars based on your comfort and property value.
• For capital improvements, set a higher approval threshold, commonly 2,000 to 5,000 dollars.

Vendor onboarding best practices:

• Collect certificates of insurance and W-9s before work when possible.
• Keep a preferred vendor list for faster response and quality control.
• Confirm or transition recurring services like lawn, pool, and pest contracts.
• Decide if maintenance costs are paid from a reserve account or via monthly approvals. Remote owners often prefer an operating reserve for speed.
• Expect same-day or next-business-day summaries for emergency repairs and weekly maintenance reports during the first month.

Houston note: Weather and flood events are a reality. Agree on emergency protocols for storms, boarded windows, and flood mitigation. Confirm when permits or specific contractor licensing are required in Houston or Harris County.

Your first 30 days

Here is a simple week-by-week view of what happens after you sign the management agreement and transfer keys and documents.

Week 0: Takeover day

• Confirm receipt of keys, leases, deposit ledgers, and rent roll.
• Send introductory management-change notices to tenants by mail and email as appropriate.
• Activate the rent portal if used and share login instructions.
• Verify insurance declarations, HOA contacts, mortgage servicer details, and utility account owners.
• Secure property files in the digital system.

Week 1: Setup and inspection

• Complete a walk-through on vacant homes or an exterior check on occupied homes, with photos and timestamped notes.
• Verify utility setup for owner-paid accounts like lawn, pool, or trash.
• Transfer deposit funds into the accounting system and reconcile the ledger.
• Triage open maintenance issues into emergency, urgent, or routine.

Week 2: Rent roll and vendors

• Complete tenant introductions by phone or on-site, confirm contacts, and review maintenance reporting and payment methods.
• Reconcile the rent roll, including balances, upcoming renewals, and any pending notices or open cases.
• Onboard current vendors or issue vendor change notices and collect certificates and contracts.
• Finalize your maintenance authorization cap and emergency policy.

Week 3 to 4: Stabilize and report

• Resolve emergency and urgent repairs and present estimates for work above your cap.
• Update HOA accounts so notices and ACC requests route to the manager.
• Verify alarm monitoring contacts and escalation protocols.
• Set accounting processes, owner portal access if offered, monthly statement timing, and tax document workflow.
• Confirm recurring service schedules and complete vendor transitions.
• Deliver your 30-day onboarding report with rent roll snapshot, maintenance summary, tenant issues, outstanding approvals, and next steps.
• Schedule an onboarding review call to align on renewals and pricing strategy for any vacancies.

Deliverables at 30 days:

• Complete digital files for each unit, key inventory log, owner accounting access, and a prioritized list of recommended capital repairs with timing guidance.

Decisions to set upfront

Put these choices in writing so your manager can act quickly and within your guardrails.

• Maintenance authorization cap for routine work and your emergency policy.
• Vendors you want to keep versus vendors you want the manager to replace.
• Rent payment methods, grace period, and late fee policy as allowed by the lease and law.
• Pet policy and deposit handling.
• Renewal strategy for leases expiring soon, including rent increases or incentives.
• Direction on open legal matters such as an active eviction.
• Insurance expectations, including vendor minimums and whether you carry flood insurance.
• Whether the manager can coordinate utility transfers and cutoffs on your behalf.

Houston checks to verify

Local rules and processes can change. Build these checks into onboarding.

• Flood risk: Many parts of Houston and Harris County have flood exposure. Verify flood zones and whether you need coverage through the National Flood Insurance Program.
• Permits and licensing: Some repairs require permits. Confirm current rules with the City of Houston Permitting Center or Harris County offices.
• HOA compliance: Update the HOA with manager contact details so ACC correspondence goes to the right place. Follow deed restrictions for exterior work and vendor access.
• Eviction process: Forcible detainer cases run through the justice courts. Procedures and fees are local. Work with counsel or experienced process servers familiar with Harris County.
• Utilities: Confirm who holds each account for trash, water, sewer, and other services, and manage transfers as needed.

For legal questions or disputes, consult an attorney and confirm current Texas and local requirements before acting.

Downloadable checklist

To make the handoff simple, use our one-page, fillable PDF labeled “Houston Rental Onboarding Checklist — Jennifer’s Team (fillable).” It includes:

• Header: Property address, owner name, manager name, onboarding date.
• Section A: Documents to deliver with checkboxes.
• Section B: Keys and access inventory with signature lines.
• Section C: Tenant notifications with date, method, and copy saved.
• Section D: Maintenance and vendor setup, authorization caps, and emergency contacts.
• Section E: Utilities, HOA, insurance, and mortgage updates with target dates.
• Section F: First 30 days timeline with checkboxes for milestones.
• Section G: Owner decisions, thresholds, policies, and contact preferences.
• Signatures: Owner and manager sign and date on receipt.

Ask for the fillable checklist during your onboarding call, and we will send it right away.

Book your onboarding call

We recommend a 30-minute onboarding call to review document transfer, maintenance authorization, tenant communications, and your first 30 days plan. Please have your documents checklist ready and pre-select your maintenance authorization cap. If you have an open legal matter or special vendor contracts, gather those files so we can map next steps.

Ready to switch with confidence? Request a personalized consultation with Neema Property Management & Consulting LLC, and we will get your onboarding scheduled.

FAQs

Do tenants need to approve a new manager in Houston?

• Generally no. Your management agreement is between you and the manager. Notify tenants of the change and follow any consent or assignment terms in the lease.

How are security deposits handled during transfer?

• Transfer the exact deposit funds and a detailed ledger to the new manager and document receipt. Follow Texas timelines for post-tenancy deposit returns and itemized deductions.

Can locks be changed right after takeover?

• For vacant homes yes. For occupied homes, coordinate with tenants and follow the lease and local law to avoid an illegal lockout.

What if an eviction case is already in progress?

• Provide the manager with filings and status. Decide whether to continue or negotiate next steps. Follow Harris County justice court procedures and work with counsel as needed.

Are there Houston registration or inspections I should know about?

• Requirements can vary by area and can change. Check with the City of Houston, Harris County, and any applicable municipality or HOA during onboarding to confirm current rules.