General information, not legal advice. This template is a starting point. Laws differ by state and city, so have a licensed attorney review your final document before you use it.
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The short version
- Tell tenants the date management changes and that their lease, rent and deposit stay the same.
- Give the new ways to pay rent and request repairs, with the first date each one applies.
- Remind tenants to cancel old automatic payments so they are not charged twice.
- Introduce the team by name and role.
What this letter is
When an owner hires a new property management company, tenants need to know who is now in charge of their home and how day to day things like rent and repairs will work. A property manager introduction letter answers that in one page, reassures tenants that their lease is unchanged and moves everyone onto the new payment and request channels without gaps.
When to send it
Two to three weeks before the takeover date if possible, and no later than the first rent due date under new management. Send a short reminder a few days before the switch.
How to use the template
- Confirm the start date and the first rent payment the new manager will collect.
- Confirm who holds the security deposits and where.
- Fill in the new payment, repair and notice details.
- Add the team table with names, roles and contacts.
- Send it with a request to confirm contact details and open repair issues.
What to include
- The owner’s name, the management company and the start date.
- A statement that the lease, rent and deposit stay the same.
- How to pay rent and from which date.
- How to request repairs and the emergency number.
- The new notice address and office hours.
- Deposit details and the team’s contacts.
Tips
- Collect the handover file first: leases, ledgers, deposits, open work orders and keys.
- Start with open repairs. Fixing what the old manager left behind earns trust quickly.
- Make the first month easy by helping tenants set up the new payment method.
Common mistakes
- Old autopay left running, which creates double payments and refunds.
- No word from the owner, which makes tenants suspicious of a payment change.
- Lost history. Get the ledger and open balances before the switch, not after.
Managing for owners in TenantLoop
In TenantLoop, tenants get their own portal to pay rent and send repair requests with photos, and owners see their properties and statements in the owner portal. Work orders keep each request, its vendor and its bill together, so the history you take over stays in one place from day one.
What is in the template
A letter that tells tenants a new property management company has taken over: the start date, what changes and what does not, how to pay rent and request repairs, and who to contact.
- What stays the same
- What changes
- Your security deposit
- Your management team
Read the whole property manager introduction letter template
Get the file
Free, no sign up. Fill it in by hand or edit the Word file.
General template, not legal advice. Have an attorney in your state review before use.
Filling it in, and what to watch for.
Who should sign the letter?
The new manager, and ideally the owner too, or send a short note from the owner confirming the change. Tenants are more confident paying a new company when the owner confirms it.
Does a new manager change the lease?
No. The manager acts for the owner, and the existing lease continues. Any changes wait for renewal.
Should the new manager inspect the units?
A walkthrough of each unit in the first few weeks is good practice. It records condition, catches deferred repairs and introduces the team. Give the notice the lease and law require before entering.