November 12, 2023
Last Updated
It’s important to provide a new property manager introduction letter to tenants when there is a changing of the guard.
This could be due to the sale of a rental property, a landlord shifting the management of their portfolio, or a landlord shifting away from self-management.
Whatever the reason is, it’s important to notify tenants to reduce any issues in communication moving forward.
The New Property Manager Letter Should Include:
- Notify the tenant that there’s been a change of property management
- Explain any shifts in communications (through a portal, text, email etc)
- Proper contact details of the main property management contact
- How to pay rent and submit maintenance requests
- Express expectations moving forward
Here we will share a few sample letters you can use to notify your tenants of this change.
New Property Manager Introduction Letter to Tenants
- Google Doc copy of the New Property Manager Introduction letter
- Word doc copy of the New Property Manager letter
Either link above will download you a copy of the new property manager letter.
This template comes courtesy from Andrew Schultz, one of our clients that runs a high volume of tenant background checks through our company.
If you manage 50 or more units we can provide you a custom quote to make sure you’re not overpaying on tenant background checks for property managers.
You may also copy and past the letter below if you prefer.
CHANGE OF MANAGEMENT NOTICE
PLEASE READ THIS LETTER COMPLETELY. ACTION FROM YOU IS REQUIRED.
Dear Tenant,
Recently, the owner of the property has opted to change management companies to COMPANY NAME. As such, COMPANY NAME will now be handling all aspects of your tenancy, such as rent collection, maintenance, leasing, and other details. This letter is to inform you that this change is EFFECTIVE IMMEDIATELY and explain the changes you should expect, as well as the actions you need to take to ensure your continued tenancy.
1. Please contact our office at (###) ###-#### immediately. We need to obtain important information from you regarding your tenancy, such as outstanding maintenance issues.
2. Beginning immediately, rent payments are to be made to our company. This includes your current rent and any rent you owe from previous months.
3. Your lease is still valid and enforced. This includes late fees, utility payments, and other tenant requirements.
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Online Payments: |
Mailing A Payment: |
7-11 Locations: |
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We are able to accept check payments as well as credit and debit card payments online! There is no charge for using a check, however, there is a processing charge for using a credit or debit card. This service needs to be set up prior to you making a payment. Please call for more information. |
Please mail a check or money order, made out to COMPANY NAME, to our office: COMPANY NAME Attn: Property Management Office ADDRESS LINE 1 ** Please do not mail cash!! ** |
Using a service called PayNearMe, we are able to accept rent payments at any 7-11 location nationwide! This service needs to be set up prior to you making a payment. There is a fee for this service. Please call for more information. |
We strive to make the transition from one manager to another as easy on the tenant as possible. However, there are a lot of changes that take place in a very short period of time. Any additional questions you have can be answered by our office at (###) ###-#### or by email at name@email.com.
Thank You,
PM Company Name
You can use this letter to notify your tenants of the change. It’s a good idea to have them call in order to establish any important information.
What’s the Best Way to Notify Tenants of Staff Changes?
There are several ways that landlords and property managers can notify tenants of staff changes. Depending on how large the organization is may make some of these ideas less effective, while smaller organizations may not need to do quite as much. Here are 5 tips on the best ways you can notify tenants about a change in staff.
- Write an official letter, using your business letterhead, to tenants and mail them or deliver them door to door. The letter should outline the changes in the office and should provide a start date for the new person. It’s also helpful to reiterate what the new person’s duties are so that tenants understand how they fit into the business.
- Post a notice on your business website or social media. If someone is leaving the office, wish them well in their next job. Then you can welcome the new person and share the news with tenants. A photo can be helpful for tenants to identify a new staff member, especially if that person will be on site a lot, like a maintenance person or a leasing agent.
- Create an article and put it in the tenant newsletter, if you have one. Again, a photo and short introduction should help tenants get to know the new staff member better.
- If you only manage a few properties and have a small number of tenants, you could make phone calls and leave a message for the tenants. This message should be short and to the point, stating that the new staff member will begin on a certain date and what their duties are. Always invite tenants to call you with any questions about the staff change.
- No matter which way or ways that you communicate the change of staff to tenants, be positive and upbeat. Your professionalism and excitement about the new addition will help them adjust to the change, especially if you are losing a long-time or well-liked employee.
It’s not very professional to make a staff change without notifying your tenants, especially for positions that deal with the tenants frequently. Communicating about a change in staff is a good way to help your tenants feel like they are renting from a professional who has their best interests in mind. The best landlords know that good customer service is one of the easiest ways to ensure that good tenants stick around, and communicating about a change of staff shows tenants that you have everything under control.