What authority should I give my property manager?
Give a property manager the authority they need for routine work and keep decisions with lasting cost for yourself. A practical split: let them handle ordinary repairs under a dollar limit and routine tenant communication, and require your approval for lease terms outside your standard, rent changes, evictions, large repairs and anything you would not want to learn about afterward.
Why limits matter
An agreement usually names the manager as your agent for the property. The wider the wording, the more the manager can do in your name. Many owners never read the section, then discover it after a decision they would have made differently.
Limits do not signal distrust. They make the work faster, because the manager knows exactly where to act and where to ask.
This is general information, not legal or tax advice. Your agreement and your state's rules decide what applies; ask a local attorney or your tax preparer about your situation.
A starting point for the split
| Decision | Manager alone | Ask the owner first |
|---|---|---|
| Routine repair under your set limit | Yes | Above the limit |
| Emergency repair (leak, no heat, safety) | Yes, report within a day | Not needed if defined in writing |
| Sign a lease on your standard terms | Yes | Any change to the standard |
| Change rent at renewal | Within a range you set | Outside the range |
| Send a late or default notice | Yes if your rule says so | If it changes your rule |
| Start an eviction | No | Always |
| Hire a new vendor for a large job | No | Yes, with a quote |
| Allow a pet or a new occupant outside your policy | No | Yes |
Example a made-up owner sets a $400 repair limit, a rent range of up to 4 percent at renewal and an always-ask rule for evictions. A $350 garbage disposal repair is done at once. A $1,900 roof patch waits for a quote and a yes.
Put it in writing
- Add the limits to the agreement or a signed owner instruction sheet.
- Define "emergency" so there is no argument later.
- State how you want to be asked (email, text) and how fast you will answer.
- Ask for a monthly list of decisions the manager made on your behalf.
- Review the limits after six months and adjust.
How to review the authority you gave
Once a quarter, read the list of decisions your manager made for you and ask whether you would have decided the same way.
If you were surprised by a decision, tighten the limit that covers it. If you were never asked about anything and are happy, you may be able to loosen one.
Make sure the authority matches the agreement. A verbal promise to ask first is easy to forget; a signed limit is not.
Keep a short written log of any exception you grant, such as a one-time higher repair limit, so it does not turn into a habit.
Remember that legal steps such as notices and evictions follow your state's rules, and a wrong step can cost more than the delay of asking.
Putting it into practice
A last point is communication. Authority works best with a rhythm: a short monthly summary of decisions made, a clear way to flag something urgent and a named person to call. Without that, even good limits drift. Agree on the rhythm when you agree on the limits, and write both into the same page so you can find them later.
If your property is far away, keep the limits tighter at the start and loosen them as you build trust. Most owners find that three or four months of clear reports tell them more about a manager than any interview did.
How DoorKeeping fits
If you run your own units, DoorKeeping works the same way: anything involving money or a legal step waits for your one-tap approval. DoorKeeping is not a property manager and does not change what a manager owes you. It is software for owners who manage their own units, at $2 per unit per month with every feature included. DoorKeeping never holds your money and sends a payment only when you approve it.
Sources
- Florida Statutes section 475.01, definitions (broker), read Oct 31, 2026
- Texas Occupations Code section 1101.002, definitions (broker), read Oct 31, 2026
Questions
- Should a manager be able to start an eviction without asking?
- Many owners require approval first. Put your choice in the agreement.
- What counts as an emergency?
- Define it in writing, such as leaks, no heat or safety hazards, so the manager can act at once.
- Can I change the limits later?
- Yes, by amending the agreement or a signed instruction sheet.