A practical, Florida-focused manual for Property Managers, Landlords, and Asset Owners

Managing rental property isn’t just about collecting rent—it’s about protecting an investment, complying with Florida law, maintaining strong tenant relationships, and preventing issues before they start. Below is the guide I personally follow and teach, built around clarity, structure, and consistent execution.

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1. Know the Law First (Florida-Specific Essentials)

You cannot manage effectively if you don’t know the rules of the game. In Florida, the foundation of all property-management decisions comes from:

• Florida Statute Chapter 83 (Landlord–Tenant Act)
• Florida Statute 718 (Condominiums) & 720 (HOAs)
• Florida Building Code
• Licensure Laws (FS 475 for real estate licensees)

Core Legal Responsibilities Every Manager Must Master

• Security deposits – FS 83.49 outlines strict timelines (15 days to return / 30 to claim).
• Notices – 7-day cures, 7-day unconditional quits, 3-day pay-or-vacate notices, inspection notice requirements.
• Habitability & repairs – Maintain property to Florida building and housing standards. You must respond to maintenance requests quickly and keep documented proof.
• Fair Housing compliance – Zero exceptions. No discrimination, steering, or inconsistent application of criteria.
• Written agreements – Every expectation must be in writing to avoid legal ambiguity.

When in doubt, default to: “What does FS 83 require, and can I prove compliance?”

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2. Create Clear, Consistent Systems

The best property managers don’t operate on memory. They operate on systems.

Critical Systems to Build

• Tenant screening system (income ratio, background checks, rental history, credit, consistency with Fair Housing)
• Maintenance system (vendors, response times, lifecycle planning, emergency protocols)
• Inspection schedule (move-in, quarterly/semi-annual, move-out—all documented)
• Communication protocols (response time standards, templates, automated reminders)
• Rent collection workflow (clear late fees, grace period, enforcement consistency)
• Recordkeeping (photos, receipts, timestamps, emails, tenant logs, vendor logs)

Your success is tied directly to how well your systems protect you when something goes wrong.

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3. Tenant Relations: Professional, Respectful, and Documented

In Florida, tenants have rights, but they also have responsibilities. The best managers create a relationship that is:

Firm, Fair, and Fully Documented

• Set expectations before move-in
  Walk them through the lease, fees, how to request maintenance, and how inspections work.
• Communicate like a professional
  No emotions, no assumptions. Clear, respectful, written.
• Respect their privacy
  Give proper notice (24 hours minimum is standard practice, though FS 83 does not specify it—case law favors reasonable notice).
• Treat all tenants the same
  Same rules, same procedures. Inconsistent enforcement is the fastest path to legal trouble.

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4. Maintenance: The Backbone of Effective Management

Well-maintained properties attract better tenants, reduce turnover, and avoid legal issues.

Your Maintenance Responsibilities Under Florida Law

You must ensure the property is:

• Structurally sound
• Weather-protected
• Equipped with functioning systems (AC, plumbing, electrical)
• Safe and code-compliant

Best Practices

• Respond to urgent issues within 24 hours
• Non-urgent repairs within 72 hours
• Always document the tenant request, your response, vendor invoices, and completion photos
• Don’t delay AC repairs—Florida considers cooling an essential service

Deferred maintenance is more expensive. Preventative maintenance is cheaper than litigation.

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5. Inspections: Thorough but Respectful

Florida allows routine inspections as long as notice is provided and the purpose is legitimate.

Inspection Schedule I Recommend

• Move-in inspection (detailed photos + walkthrough checklist)
• 60- to 90-day new-tenant check
• Quarterly or semi-annual inspections
• Annual major systems inspection
• Move-out inspection

Key Rules

• Provide reasonable written notice
• Never enter unannounced unless in an emergency
• Use standardized checklists
• Document everything with timestamped photos

Inspections should feel routine, not punitive.

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6. Financial Management: Accuracy, Transparency, Protection

An effective property manager treats their clients’ money like a regulated asset—because it is.

Your Responsibility

• Collect rent on time and enforce late fees consistently
• Keep accurate books (QuickBooks, AppFolio, Buildium, or similar)
• Reconcile accounts monthly
• Maintain reserves for capital needs
• Provide owners with clean reports

Security Deposits

Handled according to FS 83.49:

• Must be held in a Florida bank
• Must provide written notice within 30 days of receipt
• Must follow exact return/claim timelines

One mistake with deposits can cost you triple damages.

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7. Risk Management: Protect Yourself and Your Client

Good managers always think 3 steps ahead.

Risk-Reduction Strategies

• Use proper vendor contracts
• Keep certificates of insurance
• Implement safety inspections (handrails, smoke detectors, GFCI outlets)
• Avoid verbal promises
• Use written communication templates
• Keep digital backups of every file

If it isn’t documented, it didn’t happen.

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8. Leasing: Fill Vacancies With Quality, Not Speed

Vacant units lose money, but bad tenants cost far more.

Smart Leasing Approach

• Use strong marketing photos
• Clear listing descriptions
• Pre-screen before showings
• Enforce rental criteria uniformly
• Require complete applications
• Verify income, employment, and prior tenancy
• Review criminal background within Fair Housing guidelines

Good tenants are found through firm standards—not luck.

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9. Move-Ins & Move-Outs: The Bookends That Protect You

Move-In

• Provide a complete inspection report
• Have tenant sign each page
• Review the lease and expectations
• Collect all fees up front

Move-Out

• Document the condition immediately
• Compare to move-in photos
• Apply FS 83.49 deposit rules precisely
• Send itemized deductions when applicable

This is where professional documentation saves you from disputes.

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10. Continuous Improvement

Effective property management isn’t “set and forget.” It evolves.

What You Should Track

• Maintenance costs
• Turnover frequency
• Tenant satisfaction
• Vendor performance
• Rent collection trends
• Inspection scores
• Legal compliance changes

The best managers constantly refine their systems.

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Conclusion

Effective property management in Florida is simple—but not easy. It requires structure, strong communication, legal compliance, and consistent execution. When you combine Florida Statute knowledge with professional systems, respectful tenant relations, and preventative maintenance, you create a management style that protects your properties, your reputation, and your long-term cash flow.