Property Management
for Investors.
This guide covers the day-to-day work of running an investment property: screening tenants, writing leases, handling maintenance, collecting rent, and filling vacancies. It also walks through the decision to self-manage or hire a professional property manager, with Pennsylvania basics covered at a high level.
Disclaimer: This is educational information, not legal advice. Pennsylvania landlord-tenant law is detailed and varies by municipality. For the specifics that apply to your property, consult a qualified real estate attorney and review the full Pennsylvania Landlord-Tenant Law guide.
Tenant Screening Done Right
Good tenants are the foundation of a low-stress rental. The goal of screening is to be thorough, consistent, and fair with every applicant. Start with a written application that asks for the same information from everyone, then verify what you can:
- Income and employment verification
- Credit history as permitted by law
- Rental history, including prior landlords
- Personal references and a conversation with each applicant
- Background checks where allowed under federal, state, and local rules
Fair housing matters at every step. Apply the same criteria, in the same order, to every applicant, and keep records of your decisions. Federal and Pennsylvania fair housing laws protect tenants from discrimination based on race, color, religion, national origin, sex, disability, and familial status, and additional protections may apply at the state and local level. See the Fair Housing in Pennsylvania guide for a full overview.
Leases That Protect Everyone
A written lease turns expectations into terms both sides can rely on. A solid Pennsylvania lease should spell out:
- Rent amount, due date, and how rent is paid
- The lease term, including renewal and notice-to-vacate terms
- Security deposit amount and the rules for its return
- Who pays for which utilities
- Maintenance and repair responsibilities for both sides
- House rules on pets, smoking, noise, and use of the property
- Late fees and any other charges, kept reasonable and spelled out
Walk the property with new tenants at move-in, complete a condition checklist with photos, and have both parties sign it. The move-in record is the best defense in a security deposit dispute at move-out.
Maintenance and Repairs
Routine and Preventative
Scheduled service keeps small issues from becoming big bills: heating and cooling service, gutter cleaning, plumbing checks, and seasonal inspections. A simple calendar makes this manageable.
Emergencies
Have a response plan before something breaks: a list of trusted vendors, clearly posted tenant emergency numbers, and a policy for what counts as an emergency. Health and safety issues come first, every time.
Document every request and every repair. A written record helps you spot patterns, budget for the future, and respond quickly when a question comes up later. Keep receipts and notes organized by property and by unit.
Communicating with Tenants
Most landlord-tenant conflict comes from unclear communication. Keep it simple and consistent:
- Give tenants one clear way to reach you for routine requests and another for emergencies
- Put important notices in writing, and keep copies
- Respond to maintenance requests quickly, even when the fix takes longer
- Be respectful and professional in every interaction; it sets the tone for the relationship
- Respect privacy and Pennsylvania's rules on notice before entering a unit
Rent Collection
Rent is the engine of your investment, so collect it like a business. Put the due date, grace period, and late fee in the lease, offer convenient payment methods, and enforce your policies consistently with every tenant.
When a payment is late, act early and in writing. A short, professional reminder often resolves a first-time miss. If the problem continues, follow Pennsylvania's legal process for nonpayment rather than improvising; self-help like changing locks or shutting off utilities is illegal and can create bigger problems than the unpaid rent.
Know the process before you need it. Pennsylvania has a formal eviction path through its court system, spelled out step by step in the landlord-tenant law guide. Understand the basics now so you never make a costly shortcut under pressure.
Handling Vacancies
Vacancy is the most expensive day of ownership, because the rent stops while the bills continue. Plan ahead:
- Track lease expirations so you know when units will turn over
- Check local market rent before each renewal, and price each unit where the market actually is
- Start marketing before the unit empties when the lease requires it
- Turn units quickly and cost-effectively: clean, paint, and handle minor repairs between tenants
- Take applications early and screen while the unit is being prepared
Self-Manage or Hire a Property Manager?
This is one of the first decisions an investor makes, and the answer depends on your situation. Ask yourself how much time you have, how far you live from the property, how many units you own, how much experience you have, and how comfortable you are with tenant calls at 9 p.m.
Self-Managing
- No management fees, which can improve cash flow
- Direct control over tenants, repairs, and spending
- You take the calls, do the work, and learn the business firsthand
- Your time is spent on the property, not on your other goals
Hiring a Manager
- They handle the day-to-day: marketing, screening, leases, rent, and calls
- Established vendor relationships and knowledge of local law and procedure
- Your ownership stays passive, which is why many investors scale this way
- You pay management fees, which vary by firm and scope, and you give up some control
Many investors start by self-managing one or two units to learn the business, then hire out as their portfolio grows. There is no right answer for everyone, only the right answer for your time, risk, and goals.
Landlord Responsibilities at a Glance
Keep the property habitable
Working heat, water, and plumbing, and a structure that meets building and housing codes.
Make repairs in good time
Address maintenance promptly, especially anything affecting health or safety.
Follow proper notice rules
Give tenants the notice Pennsylvania requires before entering a unit.
Handle deposits by the book
Pennsylvania law sets rules for how much you may collect and when the deposit must be returned.
Use the legal eviction process
Court-approved procedures only; self-help measures are illegal.
Stay fair-housing compliant
Same standards for every applicant and tenant, every time.
This is a high-level list, not the whole picture. Pennsylvania's rules on deposits, notices, rent increases, and eviction are covered in detail in the PA Landlord-Tenant Law guide.
Vendors and Managers Tim Trusts
Good management is local. Tim works with investors across Northampton, Lehigh, and Carbon Counties and can connect you with local vendors and property managers he knows and trusts, from contractors and inspectors to full-service management companies.
Whether you plan to self-manage and just need a plumber and an electrician, or you want a manager running the day-to-day from day one, Tim can make introductions that save you from learning the hard way.
New to owning rentals? The Tenants, Toilets, and Trash guide explains how turnkey properties are set up to avoid the management headaches before they start.
Frequently Asked Questions
How much does a property manager charge?
Management fees vary by company, market, and the scope of services, so there is no single number. When you interview managers, ask for a written schedule of their fees and what is included, and compare a few before deciding. Tim can point you to managers he knows in the Lehigh Valley.
Should I self-manage my first rental?
It depends on your time, distance from the property, and comfort with tenant interactions. Self-managing one unit is a great way to learn the business, but only if you can respond to maintenance and emergencies reliably. Many investors hire a manager from day one so their ownership stays passive.
How do I handle a tenant who stops paying rent?
Communicate early, document everything, and follow Pennsylvania's legal process, which begins with proper notice and moves through the court system if needed. Never change locks, remove belongings, or shut off utilities yourself; those actions are illegal and will hurt your position. The landlord-tenant guide lays out the process.
What should I check when calling a tenant's references?
Ask former landlords about payment history, whether rent was on time, how the unit was left, notice given at move-out, and whether they would rent to the applicant again. Compare the answers with the application, and listen for patterns.
Do I need a license to rent out a property in Pennsylvania?
There is no statewide landlord license, but some Pennsylvania municipalities operate rental registration, licensing, or inspection programs. Check with the local municipality where the property sits before you rent, and keep any required paperwork current.
Managing an investment property well is a skill, and building the right local team makes it easier. Whether you need a property manager introduction, a vendor recommendation, or help analyzing your next rental, Tim Tepes is glad to help investors across Northampton, Lehigh, and Carbon Counties.