(650) 332-8623Free Property Management Templates: Edit in PDF, Word, Excel, or GDocs (Bid, Invoice, Contract + More!)
Need a property management template? Check out and download these free templates in Excel, Word, GDocs, GSheets, and/or PDF formats!
A property manager’s list of responsibilities is long and varied. From ensuring properties are well maintained and handling tenant requests and complaints to collecting rent and supervising contractors on renovation or improvement projects, doing these daily tasks can be exhausting and overwhelming.
As your portfolio grows, so will the scope of your work and the complexity of your property management operations. Thankfully, there are property management templates to help you track your tasks, streamline your workflows, and keep everyone aligned with their roles and responsibilities.
Property management templates provide a standardized and efficient way to manage daily operations. They eliminate time-consuming manual processes and reduce human error. They cover various property management tasks, such as routine inspections, lease agreement preparation, service requests, and more.
Using property management templates can significantly boost productivity, especially if you manage various properties with their own tenants, maintenance demands, and regulatory requirements. Property management templates deliver that much-needed organization by providing tailored, standardized solutions specifically designed to meet the unique challenges of your industry, helping you stay focused and on top of tasks.
By using well-designed property management templates, you can say goodbye to creating proposals, estimates, contracts, and invoices from scratch. Ensure seamless team communication and improve client satisfaction by staying ahead of service requests and maintenance schedules.
Let’s dive deep into the different types of property management templates you can use and how they can improve your workflow. Learn ways to customize them for your specific business needs.
Templates by Type
- Property Management Invoice Templates
- Property Management Proposal Templates
- Property Management Estimate Templates
- Property Management Quote Templates
- Property Management Contract Templates
- Property Management Bid Templates
Property Management Invoice Templates
Eliminate the need to make invoices from scratch. With a ready-made property management invoice template, you can present a professional, consistent format with clear branding and client and property details.
It makes payments faster and more accurate with its easy-to-use format for itemizing services rendered, payment terms, and additional fees.
Because of its standardized charges for tenant management, property maintenance, or rent collection, you can also avoid inaccuracies in tax and total calculations.
How to Get These Templates:
-
PDF
- Click the link
- Click the Download icon in the upper right
-
Microsoft Word (.DOCX) and Excel (.XLSX)
- Click the link
- Open the File menu in the upper right
- Click Download
- Select .docx (Word) or .xlsx (Excel)
-
Google Docs and Sheets:
- Click the link
- You must be logged into a Google Drive account
- Open the File menu in the upper right
- Click Make a Copy
How to Use These Templates:
- User-Friendly Design: It has an editable format and easy-to-read font.
- Clear Branding: Have a clean and professional layout with your business name, logo, and services.
- Client Information: Include details of the tenant/landlord and the property being managed.
- Itemized Services: List the services provided with a clear description for each.
- Payment Terms: Put the invoice and due date and accepted payment methods.
PDF
Word
Google Doc
Excel
Google Sheets
Property Management Proposal Templates
Streamline the process of presenting your property management services to clients with a professional and easily customizable proposal template.
It includes crucial information such as your company background, scope of services, and pricing, helping you maintain consistency and accuracy, even with multiple proposals.
It also allows you to focus on client-specific needs and tailor-fit your services to the requirements of property owners.
How to Get These Templates:
-
PDF
- Click the link
- Click the Download icon in the upper right
-
Microsoft Word (.DOCX) and Excel (.XLSX)
- Click the link
- Open the File menu in the upper right
- Click Download
- Select .docx (Word) or .xlsx (Excel)
-
Google Docs and Sheets:
- Click the link
- You must be logged into a Google Drive account
- Open the File menu in the upper right
- Click Make a Copy
How to Use These Templates:
- Professional Design: Reflect professionalism with a clean and visually appealing layout.
- Executive Summary: Briefly summarize your proposal and how you plan to address a client’s needs.
- Introduction: Provide a short company history and key credentials or experiences.
- Scope of Services: Give a comprehensive list and explanation of your services, and customizations, if any.
- Property Assessment: Detail how inspections, evaluations, and improvement plans will be conducted.
Property Management Estimate Templates
Take advantage of a standardized format simplifying the process of providing professional estimates for your property management services.
Communicate clearly with potential clients by breaking down your services into categories, such as management, maintenance, and repairs, and itemizing the costs for each service.
Save time on manual calculations and reduce the risk of errors while streamlining the client approval process.
How to Get These Templates:
-
PDF
- Click the link
- Click the Download icon in the upper right
-
Microsoft Word (.DOCX) and Excel (.XLSX)
- Click the link
- Open the File menu in the upper right
- Click Download
- Select .docx (Word) or .xlsx (Excel)
-
Google Docs and Sheets:
- Click the link
- You must be logged into a Google Drive account
- Open the File menu in the upper right
- Click Make a Copy
How to Use These Templates:
- Consistent Design: Impress clients with a visually appealing layout.
- Client Information: Give a custom estimate with client and property details.
- Service Descriptions: Itemize services with descriptions and frequency.
- Scope of Work: Define the inclusions, exclusions, and optional services.
- Payment Terms: Outline the payment terms, payment methods, and terms and conditions.
Property Management Quote Templates
Provide easy-to-understand and detailed quotes using a pre-formatted template with a list of your property management services, terms, and fees.
You can save time by simply filling in the required fields and sections and customizing the quote according to the client’s needs.
A professional quotation outlining the scope of work and explaining the payment terms will help clients decide faster and secure your services.
How to Get These Templates:
-
PDF
- Click the link
- Click the Download icon in the upper right
-
Microsoft Word (.DOCX) and Excel (.XLSX)
- Click the link
- Open the File menu in the upper right
- Click Download
- Select .docx (Word) or .xlsx (Excel)
-
Google Docs and Sheets:
- Click the link
- You must be logged into a Google Drive account
- Open the File menu in the upper right
- Click Make a Copy
How to Use These Templates:
- Professional Branding: Show your company name and logo in a professional design.
- Editable Layout: It’s easy to edit and share online for approvals and signatures
- Detailed Service List: Give detailed service descriptions and how often they will be done.
- Cost Breakdown: Provide costs for each service and any additional charges.
- Quote Validity: Add the expiration date to ensure relevant pricing.
Property Management Contract Templates
Provide a clear and structured agreement outlining duties, responsibilities, services, fees, and legal obligations. Ensure the property manager and the property owner are aligned on expectations. Prevent disputes and misunderstandings with a property management contract.
With the Property Management Contract Template, you can standardize your terms, pricing and payment structure, and legal clauses. Save time, stay organized, reduce inaccuracies, and ensure legal compliance by customizing this contract template for your property management service.
How to Get These Templates:
-
PDF
- Click the link
- Click the Download icon in the upper right
-
Microsoft Word (.DOCX) and Excel (.XLSX)
- Click the link
- Open the File menu in the upper right
- Click Download
- Select .docx (Word) or .xlsx (Excel)
-
Google Docs and Sheets:
- Click the link
- You must be logged into a Google Drive account
- Open the File menu in the upper right
- Click Make a Copy
How to Use These Templates:
- Professional Formatting: Have clearly defined sections with company branding.
- Parties Involved: Define both parties’ responsibilities and specify the property to be managed.
- Scope of Work: Outline the services to be provided and the frequency of services.
- Payment Terms: Define the pricing structure, management fees, payment terms, and additional costs.
- Maintenance and Repairs: State who is responsible for repairs. Include emergency protocols and maintenance standards.
Click to download template
Property Management Bid Templates
Track income, expenses, and financial forecasts with an organized and well-formatted Property Management Bid Template. It simplifies financial planning by helping with cash flow monitoring and fund allocation for maintenance and repairs.
Aside from streamlining expense tracking, it reduces the risk of errors by automating calculations and simplifying actual and projected cost comparisons.
As a result, property managers benefit from increased transparency, better decision-making, and more effective budget adjustments.
How to Get These Templates:
-
PDF
- Click the link
- Click the Download icon in the upper right
-
Microsoft Word (.DOCX) and Excel (.XLSX)
- Click the link
- Open the File menu in the upper right
- Click Download
- Select .docx (Word) or .xlsx (Excel)
-
Google Docs and Sheets:
- Click the link
- You must be logged into a Google Drive account
- Open the File menu in the upper right
- Click Make a Copy
How to Use These Templates:
- Simple Layout: It has a clean and well-organized layout that’s easy to read
- Customization Option: Adjust for different property types or multiple property budgets.
- Financial Sections: Include rental income, operating expenses, and cash flow summaries.
- Improvements and Repairs: Include a budget for regular maintenance and planned improvements.
- Easy Sharing: Share the budget with your client via Google Docs or Excel.
Looking for an easier way to handle property management recordkeeping? Try Workyard!
See how it works
What are Property Management Templates?
Property management templates are pre-designed documents that help property managers and landlords streamline their operations, improve communication, and maintain organization across various tasks related to managing properties.
These templates cover a wide range of functions, from financial management to tenant relations, and ensure nothing is overlooked and that all necessary processes are standardized and efficient.
They save time by providing a ready-to-use format for everyday tasks and documents, reducing the need to create them from scratch.
Moreover, they ensure all communications and documents maintain a uniform appearance and tone, which is essential for branding and professionalism. Clear and professional templates also enhance communication with tenants and property owners, fostering better relationships and understanding.
Good Examples of Property Management Template Use
A property manager is responsible for one or multiple properties. They communicate with property owners and tenants, coordinate and oversee inspections, repairs, and improvements, and handle the financials.
Organization is critical to the job, so using the right tools makes all the difference. One helpful tool is a property management template, which simplifies various tasks, from proposals to invoices. Here are more examples of using these templates in your property management workflow.
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Formalizing Relationship of Property Manager and Owner: Use the property management agreement template to outline the responsibilities and define the rights of both parties. It ensures clear duties, fee structures, and rent collection processes.
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Tracking Property Management Tasks: Use the checklist template when creating a customized checklist of tasks, like monthly inspections, maintenance, repairs, and tenant communications.
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Documenting Property Conditions: Inspect properties’ move-in and move-out conditions using a structured document like a property management checklist template. Move-in and move-out inspection reports help facilitate quick assessments and accurate deductions from security deposits if any damages occur.
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Creating Detailed Budgets: Prepare detailed budgets for utilities, maintenance, repairs, and other administrative costs. You can also forecast monthly and annual expenses and set aside funds for different repairs.
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Billing Property Owners: Send a monthly invoice with an itemized list of services performed, such as property inspections, rent collection, repair coordination, and other additional tasks.
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Bidding on a New Commercial Property: When submitting bids or sending proposals, outline your scope of services, benefits, and pricing models and highlight your experiences managing similar commercial properties.
A Step-by-Step Guide to Using Property Management Templates
Whether managing one property or an entire portfolio, property management templates can reduce the chaos of maintenance schedules, tenant requests, rent collection, and more.
In this step-by-step guide, we’ll show you how to effectively use our property management templates so you can save time, be more efficient, and ensure nothing falls through the cracks.
Step 1: Choose the Best Template for Your Specific Property Management Task
Use Case Examples:
- Property Management Invoice Template: Use an invoice template to list services rendered or tasks performed, ensuring timely payments and transparency of services.
- Property Management Proposal Template: Best for outlining services and benefits, pricing structure, and monthly fees to boost your chance of closing the deal.
- Property Management Estimate Template: This template is ideal for estimating labor, materials, and potential additional expenses when performing maintenance or repair work on properties.
- Property Management Quote Template: Best for breaking down costs and fees and providing a detailed list of services.
- Property Management Contract Template: Most useful for ensuring legal protection and clarity regarding rent collection, maintenance and repair services, renewal options, and dispute resolution.
- Property Management Budget Template: Best for monitoring expenses such as utilities, repairs, insurance, and projected rent income.
- Property Management Agreement Template: Perfect for outlining the property manager and property owner’s duties and responsibilities in a legally binding document.
- Property Management Checklist Template: Useful for ensuring all areas, safety features, and utilities are in working order and for scheduling rent collection and necessary repairs.
Action: Choose the best property management template for the scope of your work and the job timelines you must follow.
Step 2: Modify the Template According to Your Needs
Use Case Examples:
- Property Management Invoice Template: Add your branding, client information, invoice date and number, services provided, pricing details, payment terms, and property type customizations.
- Property Management Proposal Template: Provide a cover page and include an executive summary, scope of services, pricing structure, performance guarantees, client testimonials, case studies, and service package customizations.
- Property Management Estimate Template: Include client and property details, a breakdown of services, cost estimates, payment schedules, contingency plans for unforeseen expenses, and other relevant custom fields.
- Property Management Quote Template: Prepare a formal quote for property management services detailing client-specific information, service categories, cost details, validity period, and other relevant details.
- Property Management Contract Template: Enter the specific details of the parties involved, services to be provided, fees and payment terms, contract terms, and legal clauses. Include a space for signatures.
- Property Management Budget Template: Adjust the template with the property information, income sources, and expense categories. You can also include a section for projected and actual expenses, reserve funds, and other financial metrics.
- Property Management Agreement Template: Customize it with client and property details, scope of work, management fees, agreement duration, termination conditions, liability clauses, and legal requirements.
- Property Management Checklist Template: Tailor the checklist with your task categories, schedules, and responsibility assignments. Add a section for notes and other specific requirements.
Action: Adjust the templates according to the property type, duration or frequency, and the specific services.
Step 3: Track and Save Your Templates
Use a clear file name for your templates, including the template type, client or property name, and date, for easy identification and retrieval.
Save the versions of your property management templates whenever you customize, update, or modify client or property names, dates, version controls, and payment and agreement terms over time.
Step 4: Review and Finalize the Document
Review your document for accuracy and completeness before sending it to the client. Ensure the client and property information are correct and updated, and all costs and services are included, itemized, and clearly described.
For contracts, ensure all clauses comply with local laws and are legally binding.
Step 5: Share or Send the Updated Document
Send the documents to clients via email in Google Docs or Excel format to ensure you secure the required signatures or receive payments as soon as possible. Store your documents in a central location for easy access and sharing with teams and clients.
Your Next Steps After Using Property Management Templates
Take control of your workflows by choosing the template that meets your specific needs, whether creating proposals, invoicing, or managing everyday property management tasks.
Customize these templates to ensure they are tailored to each property, then integrate them into your regular operations for efficiency and consistency. By using these templates, you’ll save time, reduce errors, and create a professional system that impresses clients.
Ready to make the most of your property management templates? Here’s what we recommend doing next after reading this article…
Download Your Free Property Management Templates: Use the templates to improve organization and accuracy in your property management services.
Evaluate Your Property Management Needs: Consider whether a more sophisticated tool might better suit your needs as your portfolio grows.
While property management templates help organize tasks, track expenses, and maintain clear communication, they have their limitations. You still have to update and customize them manually, so they may not always offer the most dynamic solution.
This is where Workyard can be a powerful complement to your traditional property management tools.
With its GPS-powered time tracking, automatic job costing, drag-and-drop scheduling, easy job tracking, built-in labor compliance, and accounting software integrations, you can streamline various aspects of property management better than a template can.
Try Workyard today and see how easy it is to gain complete control of your workflows. Sign up now for a free trial and experience the difference!
Looking for an easier way to handle property management recordkeeping? Try Workyard!
See how it works