How to screen and show tenants property while out of state?

Question

Without a property manager how do you screen and show tenants while out of state with a full time job? Also how do you get the property prepared while in between tenants ? What systems do you use to manage this while across the country?

Drew Sygit · Answer

So, let's analyze your inquiry with brutally transparent reality.

You're a newbie, so you don't know what you don't know.

You want to self-manage a property in another state, where you can't just drive over to meet contractors, prospective tenants, or your tenants once they move in.

You don't even know how to screen applicants, but want to self-manage from OOS?

Instead of asking what you have in this post, why don't you start a new post asking what the experts here on BP think your chances of succeeding will be?

Jimmy Lieu · Answer

Hey Juan, this is a super common challenge with long-distance investing, especially when you’re juggling a full-time job, but it’s very doable once you build a simple system and a small local team. For screening, most people use online tools like Zillow Rental Manager or Avail to handle applications, background checks, and credit reports so you’re not manually doing it, then you can pre-screen tenants with a quick phone call before approving showings. For showings, a lot of out-of-state investors either use a local leasing agent for a flat fee or set up self-showings with lockboxes or smart locks so prospects can view the property on their own schedule. Between tenants, having 2–3 reliable local vendors is key—a handyman, cleaner, and maybe a contractor—and you can coordinate everything remotely using apps like Trello or Slack to track progress, share photos, and stay organized. Some people also pay their handyman a small monthly retainer just to be “on call,” which helps a lot. The biggest thing is building that boots-on-the-ground team early, because once that’s in place, managing from across the country becomes way more about systems than being physically present.

Robin Blessett · Answer

A lot of good systems mentioned here—you can definitely manage this remotely with the right setup. One thing I’d add:

Even if you’re out of state and new, don’t skip building relationships with your local team.

Your vendors (maintenance, cleaning, handyman) will make or break your operation. A quick in-person visit—even once—goes a long way in setting expectations and accountability.

Same with tenants. If possible, being present at least once helps establish a stronger relationship from the start.

Putting systems in place help you manage remotely. Relationships are what keeps things running.

Mohammed Rahman · Answer

Not having a property manager can work, but only if you have good systems and reliable people in place. A lot of investors start this way and just outsource the parts they can’t or don’t want to handle.

For showings, you’ve got two main options. You can hire a local, investor‑friendly agent just for leasing, and they’ll handle showings and talk to prospects. Or you can use self‑guided showings with a lockbox or smart lock, but make sure you pre‑screen before giving anyone access.

Between tenants, having a small local team makes everything smoother. At minimum, you want a cleaner and a handyman or contractor you trust. When someone gives notice, you already know who’s handling the turnover, which helps you move fast and avoid long vacancies.

During the lease, set clear expectations for maintenance. Give tenants one simple way to submit requests, then send your local vendor. It also helps to define what counts as urgent so you’re not getting middle‑of‑the‑night calls for small issues.

A lot of investors basically build a “lite” version of a property manager: an agent for leasing, a contractor for repairs, a cleaner for turnovers, and software to keep everything organized. It works as long as you set it up intentionally and stay on top of it.

Cliff H. · Answer

If you're just starting out, outsource it. There's a ton of land mines in the screening process alone that can cost you. Once you know your way around you can build local systems. It took me a few years, but eventually I was able to improve upon the traditional in-person showings works month leading fee with my own fully automated system.

Michelle Pepe · Answer

To follow up - if you don't want to retain property management. I know some that will charge a fee to help you rent the place, even if you don't retain them afterwards.

How to screen and show tenants property while out of state?

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