What are the most important SOPs?

Question

Beginner LTR investor.

I think I have a good handle on screening tenants, but what about everything else?

what have you guys learned that really makes a difference in running the business smoothly?

what are the biggest time consuming tasks that you have? How have you managed these tasks?

anyone willing to share their written SOPs?

Jim Godwin · Answer

Having a long list of deeply vetted contractors is one of the most important things, then a good software like Buildium, if you plan to build it up and manage yourself. It's a close 2nd. Then I'd have a really good Real estate attorney on my team that specialises in evictions and tenant issues.

Your most time-consuming tasks will be answering tenant calls, facilitating maintenance requests, screening/placing tenants, contracting, and rent collection.

Id start with the contractors though, they will save your sanity

Elealeh Fulmaran · Answer

Love it. Here’s the backbone that keeps LTRs smooth and your time protected.

Core SOPs to copy

• Leasing flow

• Prequal script: income, pets, move-in date, red flags noted in CRM.
• Showing checklist: lights on, scent, lead feature highlighted.
• App-to-lease in 24–48 hrs: if approved, send lease, utilities, move-in funds, renter’s insurance, keys.
• Listing refresh: new cover photo, price check, first-line incentive every 7 days till filled.

• Rent collection and late process

• Due 1st, late 5th, notice by 10th. PM documents contact attempts and sets a payment-plan option before filing. Track patterns, not one-offs .

• Maintenance triage

• Life-safety and habitability = immediate.
• Nuisance items batched into one visit to save trip fees; set boundaries for light bulbs, loose handles, squeaky doors .
• HVAC filters and tune-ups on cadence with photo proof; replace only when failure or at turn unless risk dictates .

• Turn standard

• Scope template: paint touch-up, flooring repair, caulk, deep clean, locks rekey, curb appeal.
• Do big upgrades at vacancy, not with tenants in place, unless safety or leakage forces it .

• PM accountability

• Expectations doc: response times, approval limits, photo receipts, monthly owner update.
• Calendar check-ins: delinquency on the 6th, vacancy every Friday, turns twice weekly until listed .

Biggest time sinks and how to cut them

• Back-and-forth on minor work orders: batch and set thresholds; teach PM what’s urgent vs optional .
• Chasing updates: standardize touchpoints and require proof-in-photos for work done .
• Overpricing vacancies: use ranges, listen to PM’s on-the-ground read, and choose speed over squeezing the last bit on your first units .

Quick wins when inquiries slow

• Photo order: lead with the best exterior at golden hour, then kitchen, bath, best room.
• Price bracket tweak: drop to just under a common search filter and add a move-in credit line in the first sentence.
• First 5 photos tell the whole story: light, clean, and your three sell points up front.

Your next move

• Pick one property. In 30 minutes: rewrite your PM expectations email, set the three recurring check-ins, and relaunch the listing with a new cover photo and bracket-adjusted price. Which address are you starting with?

Peter Mckernan · Answer

I believe it is SOPs for screen tenants, that could make or break the rental. Also, you need to not only write the SOP but make sure you team follows them as Chris stated as well. I believe the second biggest challenge is turn times on repairs etc. That is another issue too where some people take weeks to get something done when it should be done in a matter of 2-5 days. This creates more turn and more frequent turn on the property for tenants in and out.

Kenneth Garrett · Answer

@Vladimir Lukyanov

I think it depends on your LTR strategy.  I always rehabbed my units (BRRRR Strategy).  The constant repairs will eat you alive and the time it takes.  Repairs are inevitable, but getting ahead of them greatly reduces that.  By BRRRR’g, the major items are replaced or repaired and greatly reduces your time and cost.  A great handyman will help in the minor repairs.  I generally get very few calls from my tenants compared to other landlords.  The old saying “Pay me now or pay me later” is so true.

Mike Dymski · Answer

reliable affordable contractors - period

Chris Seveney · Answer

The hard part is not putting together SOP's as we all do things a little differently. The key is actually following your SOP's - thats where many fail and make the big mistakes.

Parris Taylor · Answer

You’ve already nailed screening. That’s defense! Which I think is always the best place to start. Biggest thing I learned is you should operate like a system - like handling repairs through triage (tenant-fixable, urgent, cosmetic).

Biggest time drains: Unclear maintenance, inconsistent communication, and manual reminders. Once you standardize those, everything else becomes passive oversight.

My simple SOPs: Rent collection: Tenants to set recurring ACH for payday., Repairs: Log every request, tag it by type (e.g., tenant-fixable, urgent (heat, water, safety), and cosmetic (batch monthly), respond using the right vendor list. Communication: One text thread per tenant. Retention: Reward six months of on-time payments with a $10 card. Humans protect streaks.Hope this helps!

Dan H. · Answer

In addition to following the SOPS, the SOPs need maintenance.   Tools change, vendors change, new techniques are discovered, etc.

Most of our SOPs are not hand off ready.  An uninformed party is unlikely to follow many of our SOPs without questions.

We recently had someone perform a unit inspection using our SOP.   I know to check shutoff valves the water should be turned off.   That detail was not in our SOP and the shutoff valve crumbled when tested.   I was in the sierras getting communication via a satellite communicator.  In addition, the inspector initially communicated it as an emergency so I thought it was a far worse emergency.  Our inspection SOP is getting details added to a lot of the items.

There is a big difference of SOPs written for those that know what they are doing than a SOP that is written to be followed by someone with minimal domain experience.

I am unsure we have any SOP that are complete with details that would permit someone with no domain experience to follow it without questions.  I say this even though my rent survey SOP is many pages long (my guess from memory is 20 pages but lots of pictures).   It also is not what I consider complete/finished (like many of our SOPs).

What are the most important SOPs?

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