Property Management Intake Form
A new rental property that starts under management without anyone confirming whether it's occupied, what the lease terms are, or where rent proceeds should actually get deposited, isn't onboarded, it's a property nobody double-checked. Collect what the office actually needs before you take over managing someone's rental.
Right now, a new property comes on under management through a phone call and a signed agreement, and half the details, is there a current tenant, when does the lease end, where does rent get deposited, get figured out over the following two weeks through a string of emails. Sometimes the first rent check collected has nowhere to go because nobody confirmed the owner's payment details before it came in.
Typeform's property management intake form collects property details, address, unit count, type, current occupancy and lease status, owner payment information for rent disbursement, insurance details, and preferred maintenance vendors or contacts. Conditional logic routes to different questions depending on occupancy, existing lease terms and tenant contact for an occupied unit, marketing and showing preferences for a vacant one. A signature question captures sign-off on the management agreement itself, and a file upload handles the current lease or insurance certificate in the same submission.
Every new property lands in one record instead of scattered across a signed PDF, a phone call's worth of notes, and an email with a scanned lease attached. Connect it to your property management software through Zapier, and a completed intake can create the property record and kick off rent disbursement setup automatically, instead of someone re-entering it by hand a week after management technically started.
A property management intake form is the form a property management company uses to collect everything it needs when it takes on a new rental property, property details, current lease and occupancy status, owner payment information, and a signed management agreement, in one submission instead of pieced together after the fact.
Because "as things come up" usually means finding out there's no rent disbursement information on file the same week the first rent check arrives, or realizing nobody confirmed the current lease's end date until a tenant asks about renewal. Collecting it upfront means the office already has an answer instead of scrambling for one.
Cover what the office will actually need in the first month of managing the property:
- Property details, address, unit count, property type
- Owner contact and payment or banking information for rent disbursement
- Current occupancy and lease status
- Insurance information
- Preferred maintenance vendors or emergency contacts
- A signed management agreement
An occupied property needs the existing lease terms and tenant contact information carried over accurately, since that tenant's arrangement doesn't change just because management does. A vacant property needs marketing and showing preferences instead, since the first order of business is finding a tenant, not managing an existing one.
Not on its own. The form collects the owner's existing insurance information and a signed management agreement, but it doesn't verify that coverage is adequate or confirm the agreement meets your state's specific licensing and disclosure requirements, which vary significantly by state for property management. Worth confirming coverage with the owner's insurer and reviewing your management agreement against your state's requirements separately, rather than treating a completed intake as covering either.
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