property-management-intake-assessment

Intake & Initial Assessment — Property Management

Run a structured intake and initial assessment for landlords, tenants and leaseholders in managed properties and management offices. The deliverable is a completed intake record and initial assessment summary. This skill is written for a property manager working with landlords, tenants and leaseholders in managed properties and management offices.

When to use

• You are a property manager preparing, delivering or reviewing this part of your work in managed properties and management offices.
• You need a defensible, repeatable approach that produces a completed intake record and initial assessment summary.
• A colleague, auditor or client asks how this was done and what evidence supports it.

Key Concepts

Term	Meaning
Service charge	leaseholders' contribution to shared building costs
Arrears	rent or charges unpaid after the due date
Section notice	a formal legal notice used in property matters in some jurisdictions

Workflow

1. Step 1 - Confirm identity, consent and the reason for referral or engagement, and open the record that will hold tenancy agreements
2. Step 2 - Gather history and current circumstances from landlords, tenants and leaseholders, using the standard intake structure for managed properties and management offices
3. Step 3 - Record baseline observations and measurements relevant to rent collection rates, noting anything that changes the priority of the case
4. Step 4 - Flag immediate concerns — especially safety certificates expired — and escalate or fast-track anything urgent before proceeding
5. Step 5 - Summarise findings for landlords, tenants and leaseholders in plain language, agree the next step, and file the intake section of tenancy agreements

Profession-Specific Components

Component	Details for Property Management
Core documentation	tenancy agreements; inspection reports; maintenance requests; service charge accounts
Core tools & equipment	property management systems; contractor networks; payment platforms; communication apps
People involved	landlords, tenants and leaseholders; the property manager; colleagues and other services in managed properties and management offices
Primary record	tenancy agreements — keep it current, dated and attributable

Output Format

Context: [Situation in managed properties and management offices] | Objective: [What this must achieve] | Audience: [landlords, tenants and leaseholders and other stakeholders]

The finished output is a completed intake record and initial assessment summary, structured as:

1. Summary of position and evidence
2. Detail, following the workflow above
3. Decisions, actions, owners and dates
4. Review point and escalation route

Action Plan

1. Immediate: Confirm scope, consent and the evidence available in tenancy agreements.
2. Short-term: Complete the workflow steps and record outcomes against rent collection rates.
3. Medium-term: Review results, close actions, and update local procedures in managed properties and management offices.

Success Metrics

Metric	Target	Method
rent collection rates	Agree a local target and track the trend	Measured from tenancy agreements and reviewed on a set cycle
repair completion times	Agree a local target and track the trend	Measured from tenancy agreements and reviewed on a set cycle
tenant satisfaction	Agree a local target and track the trend	Measured from tenancy agreements and reviewed on a set cycle
compliance certificate currency	Agree a local target and track the trend	Measured from tenancy agreements and reviewed on a set cycle

Guardrails & Quality Checks

• Never let this happen: safety certificates expired.
• Never let this happen: deposit disputes.
• Never let this happen: unresponsive repairs.
• Work only within the competence and authority of a property manager; escalate or refer anything beyond it.
• Record facts and observations, not speculation, and keep records confidential to managed properties and management offices's rules.
• Verify names, dates, figures and measurements twice before anything is issued or signed off.
• Use only real, verified information from the case in hand — never invent results, credentials or evidence.

Example (illustrative)

A property manager in managed properties and management offices applies this workflow for landlords, tenants and leaseholders: they open tenancy agreements, work through the five steps using property management systems, and close by recording the outcome against rent collection rates and agreeing the next review date. (Illustrative example only — replace with the real details of the case in hand.)