What We Find When We Take Over a Property (and How We Fix the Last Manager's Shortcuts)

When an owner hands us the keys to a property that was managed by another company, the home usually looks fine from the curb. The rent's been coming in, more or less. Nobody's called with an emergency lately.

Then we walk inside.

We've written before about what we find when we take over a professionally managed property: broken communication, messy paperwork, and safety gaps. This time, we want to focus on the other half of the story. Not just what the last manager left behind, but how we fix it. Here's what we typically find.

What do you find when you take over a property from another manager?

Mostly shortcuts. Quick patches that hide a problem instead of fixing it, missing or expired safety detectors, maintenance that's been put off, and paperwork that's incomplete or missing. None of it is usually dramatic on its own. Together, it costs the owner money.

Here are the shortcuts we see most:

Sloppy drywall patches, painted over. A hole gets filled with a smear of compound, sometimes with nothing behind it, and painted to match. It looks fine at a glance. Then it cracks, sinks, or falls out, and the owner pays to fix the same wall twice. Our drywall video this Thursday shows exactly this: a closet-wall patch with no backing, and what it takes to do it right.

Missing or expired smoke and CO detectors. Detectors that were never installed, have dead batteries, or are past their service life. This one isn't cosmetic. It's a safety issue and a legal one.

Deferred maintenance. Furnace filters that haven't been changed, slow leaks under sinks, worn caulk, gutters full of debris. Small things that were cheap to fix six months ago and aren't cheap anymore. We put together a deferred maintenance checklist if you want to check your own property.

No move-in photos or inspection reports. Without them, there's no record of what condition the home was in when the tenant moved in. That makes a fair security deposit decision at move-out much harder.

Handshake lease terms. "The tenant can have a dog, I told him it was fine." "He pays a little late, but we worked it out." If it's not in the lease, it's hard to enforce, and it's a fresh argument every time it comes up.

Missing paperwork and deposit records. Leases without every signature, addendums nobody can find, and security deposit records that don't match what's actually on hand.

What do you check first on a takeover?

Smoke and carbon monoxide detectors, every time. Legal compliance comes first, and a missing detector is the one shortcut that can actually hurt someone.

We've shared the story of a CO detector that probably saved a tenant's life on a property we'd just taken over. That's why detectors come before anything else.

How do you fix the last manager's shortcuts?

We fix them the right way, once. After safety, the goal is simple: the property should be clean, everything should work, and it should show as well as it possibly can. That's what attracts high-quality tenants paying top market rent.

In practice, that means:

Repairs done properly, not just covered up. That bad drywall patch gets cut back, backed, and repaired so it actually lasts. A quick cover-up might save a little today, but the owner ends up paying for it again later.

A full inspection and photo record. We walk every unit and document its condition with photos. That becomes the baseline for every inspection after it, and we inspect every property twice a year.

Paperwork brought up to standard. Leases get reviewed for expiration dates, missing signatures, and terms that need to be written down. Deposit records get reconciled against what was actually handed over.

Open repair requests closed out. It's common for tenants to hand us a list of things they'd already reported to the last manager. We work through that list, and going forward, repairs are handled within seven days.

What does a takeover usually cost an owner?

On average, the properties we take over need about $800 in repairs and cleanup. Some need less, some need more. It depends on what the last manager left behind.

There's no fee to switch to us. Owners keep a $500 reserve per door, and takeover repairs depend on the property's condition. We cover the full switching process, step by step, in How to Switch Property Management Companies.

How do tenants react when management changes?

Usually with relief. A lot of tenants have been waiting a long time for someone to answer the phone.

We respond the same day, usually within an hour, and we get a lot of compliments on communication after a takeover. That matters to you as an owner, too. Tenants who feel heard tend to stay longer, report problems sooner, and take better care of the home.

That early reporting is a big deal. A tenant who's given up on the last manager often stops reporting small problems, and small problems turn into big ones. We wrote about that from the tenant's side in Please Put In the Maintenance Request. After a takeover, getting tenants back in the habit of reporting is one of the most valuable things we do.

Takeover Checklist

If you're thinking about switching managers, or just want to know where your property stands, here's what should be true at the end of a good takeover:

- Smoke and CO detectors are present, working, and within their service life
- Every unit has been inspected and photographed
- Past patch jobs and quick fixes have been repaired properly
- Deferred maintenance has a plan and a timeline
- Open tenant repair requests are closed out
- Every lease is signed, current, and has its terms in writing
- Security deposit records match the funds actually transferred
- Tenants know who to call, how to pay, and how to submit a maintenance request
- The property is clean, everything works, and it's ready to attract a high-quality tenant at top market rent

The Bottom Line

Most shortcuts aren't hiding anything sinister. They're just the path of least resistance, repeated for years. Each one saves the last manager a little time and costs the owner a little more down the road.

Fixing them properly takes more effort up front. It's also what protects the property, keeps good tenants, and supports the rent the home should be earning.

Want to know what your rental should actually be earning? Get a free rental analysis. We manage rentals in Rapid City and the Black Hills, Sturgis, Huron, and Billings.

Frequently Asked Questions

What's the first thing a new property manager should check?
Smoke and carbon monoxide detectors. Safety and legal compliance come before anything cosmetic.

Is there a fee to switch to Blair Allen Property Management?
No. Owners keep a $500 reserve per door, and any takeover repairs depend on the property's condition.

How much do repairs cost after switching property managers?
On our takeovers, repairs and cleanup average about $800. Your property could need more or less.

How often will you inspect my property?
Twice a year, with photos, so each visit can be compared to the last.

Wondering what your last manager left behind?

If it's been a while since anyone really looked, it might be time to find out. Let's talk. Blair Allen Property Management serves owners across South Dakota and Montana.

Chris Twiggs
President, Blair Allen Property Management
📞 605-545-1218
✉️ chris@blairallen.com