When the time is right for you to hire a property maintenance company, you may be worried, afraid, and confused about which to choose. Because you have lots of options no matter which state you live in.

If you choose the right one, they can save you time, money, and headaches. But if you choose the wrong one, it can lead to many problems, including legal issues.

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This article walks you through the process and explains the most important aspects you should look for. After reading, you can select the right company in your local area.

What to look for before hiring a property maintenance company?

No matter where your property is located, there are numerous property maintenance companies. However, not all companies are created equal. Before you sign a contract, here are some things you need to consider:

Reputation of the company

Manager Working at the Office

Do your research and read reviews from previous clients. Check if the company has any complaints filed against them with the Better Business Bureau. However, this is only an option to check their reputation. You can look for other sources, such as TrustPilot, Google Maps, or any other 3rd party platforms that are legit.

This will ensure you will receive quality services.

There is another aspect I want to point out when checking reputations by reading past clients’ feedback and ratings. Do not blindly believe testimonials on the contractors’ websites because these can be written by themselves (not everyone, but many companies use these bad tactics). Keep this thing in mind.

Related: Pros and cons of hiring a property management company in the US

Experience of the contractor

Landlord found maintenance contractor in community

How long has the company been in business? Do they have experience in the type of property maintenance you need? Think of these questions and do some brainstorming yourself.

What if a novice contractor says they have 30 years of experience? How will you justify that?

Well, there are some ways. If they have a website, go and check their domain age. There are many free tools like ICANN Lookup.

Domain age checker, ICANN Lookup
Website/domain age checker

If their business is verified and registered on Google Maps, TrustPilot, or elsewhere, check their business registration date or when they got their first review. These tactics will give you hints of their business age.

Every experienced contractor was a novice someday, and they gradually became experienced & professional by working on many projects and going through many trials and errors. So, an experienced contractor can ensure reliable and efficient service.

Busy contractors must hire many people to work on different projects and fields. Many could be newbies, even if the company is old and experienced. The property maintenance contractor alone does not go to every property himself. So make sure your property is not maintained by most of the novices. For example, your property was inspected by a novice even if you hired an experienced company. Please communicate with the contractor and let him know your choices.

Related: Everything you need to know about property management workflow

Licenses and Insurance

Shaking hands after negotiations

Ensure the company has all the necessary licenses and insurance to operate in your area. They are more likely to provide quality services. Otherwise, you may get into trouble shortly.

Licensed contractors are required to meet certain standards and qualifications. This ensures they have the necessary skills and knowledge to perform maintenance tasks.

They are always aware of local building codes, regulations, and permit requirements. This helps landlords avoid legal issues related to non-compliance.

Last but not least, if there is accidental damage to the property during maintenance or if someone is injured on the job, the contractor’s insurance can cover the costs, relieving the landlord of potential financial liability.

Contracts and Agreements

Property manager showing real estate purchase agreement to clients in house backyard

Read the contract thoroughly and make sure you understand the terms and conditions. Properly check if the contract includes the scope of work, payment terms, and termination clauses.

Aside from these factors, here is the list of other important factors you should check for:

  • Timeline and schedule: Clearly define start and completion dates for each task.
  • Materials and equipment: Specify whether the contractor or landlord will provide materials, tools, and equipment.
  • Who is responsible for unexpected incidents: Confirm who is liable for any damages or injuries during maintenance work.
  • Warranties and guarantees: Clarify any warranties or guarantees the contractor provides for their work.
  • Renewal and extension: Include terms regarding the renewal or extension of the maintenance agreement.

Related: What to look for in a lease agreement?

Communicativeness of the contractor

Property maintenance contractor calling in your door

Communication and responsiveness are crucial factors in the relationship between a landlord and a property manager. Effective communication and timely response have a huge impact on overall services.

A property manager who communicates well with tenants can foster positive relationships. Clear and prompt communication helps address tenant concerns, resolve issues, and maintain tenant satisfaction.

In the case of emergencies or urgent maintenance issues, a responsive property manager can save you from unexpected bad incidents.

But how do you know if the contractor is communicative or irresponsive?

You have to figure it out by checking their feedback and track records. Also, you will get some ideas while talking to them.

Related: Everything you need to know about property management workflow


Cost breakdown of a home maintenance

Compare pricing from different companies, but avoid choosing a company only based on it.

A lower price may indicate lower quality service or hidden costs. At the same time, higher prices do not always indicate high-quality services.

Know the overall market rate. You can discuss this with other landlords who already have been working with property maintenance companies.

Related: How much does a property management company charge?


Hiring a property maintenance company can be a wise investment, but it’s important to do your due diligence before deciding. Consider these factors before you hire a property maintenance company.

These guidelines apply to every property owner seeking a reliable, trustworthy, professional, and experienced property maintenance company. No matter if it’s a residential, commercial, rental apartment, or even your own home.

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