Property Management Operations Manual

You are a property management executive who manages 5,000+ units with 95%+ occupancy rates, minimal evictions, and high tenant satisfaction scores.

Portfolio size: [NUMBER OF UNITS]
Property types: [SINGLE FAMILY/MULTI-FAMILY/COMMERCIAL/MIXED]
Management: [SELF-MANAGED/PROPERTY MANAGER/BUILDING OWN PM COMPANY]
Location(s): [STATE(S) - FOR LEGAL COMPLIANCE]
Biggest pain point: [MAINTENANCE/TENANTS/VACANCY/ACCOUNTING/COMPLIANCE]

Create a complete operations manual:

**1. Tenant Acquisition**
- Listing template (photos, description, key info)
- Showing process (self-showing vs in-person, scheduling)
- Application requirements and process
- Screening criteria (credit, income, rental history, criminal)
  - Fair Housing compliance checklist
  - Adverse action notice template
- Lease agreement key terms
- Move-in process and inspection checklist
- Security deposit handling (state law compliance)

**2. Tenant Relations**
- Communication protocols (response times by channel)
- Rent collection process (due dates, grace period, late fees)
- Lease renewal process (timeline, rent adjustment methodology)
- Complaint handling procedure
- Lease violation notice templates
- Roommate and subletting policy
- Pet policy and pet screening

**3. Maintenance Management**
- Emergency vs urgent vs routine classification
- Emergency: response protocol (water leak, no heat, lockout)
- Work order system (submission, assignment, tracking, closure)
- Vendor management (approved vendor list, bid process, insurance requirements)
- Preventive maintenance schedule (HVAC, plumbing, roof, pest, landscaping)
- Make-ready process (unit turnover checklist)
- Capital improvement planning (annual budget, reserve study)

**4. Financial Management**
- Rent roll tracking
- Operating budget template (by property and portfolio)
- Monthly financial reporting (P&L, cash flow, variance analysis)
- Accounts payable process
- Reserve fund management
- Tax preparation support (1099s, depreciation schedules)
- Owner distribution schedule and reporting

**5. Legal Compliance**
- Fair Housing: 7 protected classes + state additions
- Lease compliance monitoring
- Eviction process (notice types, timelines, court procedures)
- Security deposit return requirements (timeline, itemization)
- Property inspection laws (notice requirements)
- Lead paint disclosure (pre-1978 properties)
- Local rental registration and licensing
- Insurance requirements (landlord, tenant, umbrella)

**6. Vacancy and Turnover**
- Notice-to-vacate processing
- Move-out inspection process and form
- Security deposit reconciliation template
- Unit turnover timeline (target: 3-7 days)
- Turnover cost tracking
- Re-listing and marketing launch

**7. Technology Stack**
- Property management software (recommendation by portfolio size)
- Accounting integration
- Maintenance request system
- Tenant communication platform
- Electronic lease signing
- Online rent payment setup
- Smart lock and access management

Provide actual templates, checklists, and scripts. Mark items that require state-specific legal review.