new property manager letter

When a rental property owner decides to hire a property management firm to take care of his tenants and property, informing the renters of the change is an important part of a smooth transition process.

A new management introduction letter will be necessary whether an investor hires a property management company for the first time or if an owner decides to change property managers.

Introducing the new management keeps your renters involved in the transition process and also gives them vital information like how to pay rent and submit maintenance requests.   

The New Property Manager Introduction Letter should:

  • Introduce the New Management Company
  • Identify a person in charge to contact regarding the property
  • Provide contact information, including email and phone number
  • Explain how to pay rent and when it will be due
  • Tell them how to submit maintenance requests

You should also reassure your tenants that their current lease agreement will be upheld.

It’s a good idea to check with your state laws to see if there are any official or legal steps you need to take to inform the current tenant about the change in management.

The introduction letter can come from the owner of the property or from the new management company.  This letter should be formal and clearly explain any changes that require the renter’s attention.

Your new management introduction letter will serve as an official record of notification if any issues regarding missed rent or unreported maintenance requests pop up; your renter won’t be able to claim he didn’t know he had to mail the check to a new address or call a new number for maintenance.  

Example New Property Manager Introduction Letter

PM Properties
121 Berry Lane
Greypeaks, TA 97555

7 July 2020

Frances Rex
15 Squirrely Drive
Greypeaks, TA 97555

Dear Ms. Rex:

I would like to take the time to introduce myself as the new Property Manager of [enter address]. Your current lease and payment terms will remain in effect. However, all payments, maintenance requests, and correspondence needs to be sent to the address listed at the top of this letter.

If you have questions or concerns regarding your property, rent, or have a maintenance request please contact your site manager, Sarah Gill:

Sarah Gill, PM Properties Site Manager
Phone: (919)779-1945

Regarding Rent Payments

Starting May 1, 2017, please address rent checks to the [Enter Management Company’s Name] and send them to the address above on or before the 1st of every month. Please refer to your lease agreement regarding late rent payments and grace periods.

Regarding Maintenance Requests

Please email maintenance requests to Sarah Gill at If it is a maintenance emergency please call (919)779-1945 immediately.

If you have any questions regarding your property, lease, or about PM Properties, feel free to reach out to Sarah.

We look forward to providing you with exceptional management, including prompt maintenance service, as well as maintaining a safe and enjoyable place to live.

PM Properties Team

An introduction letter is an excellent way to introduce the new management to your tenants and make the transition process smooth for them.

*This article was updated in July 2020

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