Issue 005 - PropertyManagement.com Weekly Newsletter
You didn't lose them overnight.
There was no angry email. No big mistake. No obvious failure.
But one day…
The contract wasn't renewed. The calls stopped coming. The portfolio vanished.
What happened?
The Drift
It started with a delayed renewal.
Then a maintenance issue that took too long.
A rent recommendation report that felt generic.
A vague sense of "I could do better elsewhere."
When you're running 200+ units, these things don't scream. They whisper.
Why This 'Quiet Quit' Is So Common
🎯 PMs are execution-first: You're wired to fix problems - not proactively prove your value.
📉 Owners forget the good, focus on the recent: If it's been 6 months since you saved them money, they're not thinking about it.
💣 Operational drift compounds: Tiny misses across leasing, maintenance, communication? They add up fast.
Owner Retention ≠ Status Quo
It's not just about avoiding screwups. It's about reaffirming your value.
Here's a simple framework to audit your risk:
These KPIs are a great start. Make them your own, and own it!
🧰 What to Do This Quarter
- Run a Retention Audit Pick 5 of your oldest clients. When was the last time they heard from you with good news?
- Send a "Value Recap" Email Show the wins: rent collected %, on-time maintenance stats, renewal rate. Make it visual. Show, don't just tell.
- Install a Risk Scorecard Have your team tag owners who go 90+ days with no check-in or deliverable. These are churn risks - even if they're quiet.
Final Word
Losing a client isn't always loud. But keeping one should be.
Because in property management, retention is earned - not assumed.
And if you don't keep reminding them why they chose you…
Someone else will.
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🛠️ The $250K Preventative Maintenance Play Most PMs Overlook
Most PMs treat maintenance as a cost center. But what if it could drive recurring revenue, owner loyalty, and portfolio growth - all at once?
That's exactly what we've seen by turning preventative maintenance into a structured, high-margin service. Here's the play:
The Offer
Spring + Fall Preventative Visits 💰 $495 per visit (charged to owner)
🛠️ Includes:
- Gutter cleaning
- Dryer duct clearing
- Smoke detector testing + battery replacement
- Water heater flush
- AC coil clean
- Visual inspection + report
Average cost per job? Just $80–$100 in labor.
High margin. Easy to systematize. And extremely valuable in the owner's eyes.
The Delivery
The trick isn't just doing the work. It's proving the value.
📸 Use tools like Zinspector or CompanyCam to document every service and send a clean report to the owner. When they see the before/after photos and checklist? They feel your professionalism - and your worth.
The Opt-In Model:
You've got two options here:
- Assume enrollment (auto-opt-in with opt-out option) → We saw 80% participation
- Pitch and convert manually → Expect 20–40% opt-in
Either way, you're adding a high-margin, owner-friendly service that aligns incentives across the board.
The Impact
With 500 doors and 80% participation, this program alone added $250,000 to our bottom line. But here's the kicker: It also gave us two trusted owner touchpoints per year - a natural way to show our value and increase retention.
And that's the part no one talks about.
Final Word:
Preventative maintenance isn't just good for the property. It's good for your business model.
It's recurring. It's scalable. And if you pitch it right, it might just be the reason an owner chooses you over the next PM they interview.
Peace of mind sells. You just have to package it that way.
🔦 Featured Property Manager of the Week: Allegiant Management Group
📍 Kissimmee, FL ⭐️ TrueMatch™ Score: 88.35 (Exceptional Tier) 🏆 Highest Score in Orlando & Kissimmee market
Allegiant Management Group is a trusted property management company based in Kissimmee, Florida, specializing in long-term residential rentals across Central Florida. Founded in 2012, the firm is known for its transparent pricing, tech-driven operations, and commitment to "Quality Service & Peace of Mind." With over 75 years of combined experience, Allegiant manages a wide range of properties for landlords and investors, from single-family homes to multi-family units.
Their recent TrueMatch™ Verification earned them an Exceptional rating - placing them among the highest-performing firms in the nation and setting the standard for A and B-class property care in Kissimmee, FL.
Why They're Leading the Pack:
- Top-tier renewal rates signal strong tenant satisfaction and low turnover friction
- Consistently positive testimonials highlight reliable service and owner trust
- Clear pricing and policies make it easy for owners to engage without surprises
- Modern tech stack drives operational efficiency, scalability, and data transparency
👉 See Why Allegiant Management Group is #1
Closing Thoughts
Before you dive back into your day, here's what's worth remembering this week:
- Retention doesn't come from solving problems - it comes from proving you're still the best option. Don't wait for the renewal to communicate your value.
- Preventative maintenance is more than upkeep - it's a business model. Use photo reports and structured touchpoints to show owners you're actively protecting their assets.
- Your performance data is more powerful than any pitch. Turn your TrueMatch™ Score and client KPIs into talking points that win trust - and keep it.
Keep managing like an operator, not just a vendor.
You've got the tools. Now make them work for you.
See you next week.
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