Property Management Fee Comparison Worksheet

Many owners look at one number — the monthly management fee — and miss the other charges that change cash flow. This worksheet gives you one place to compare monthly management, leasing, lease-renewal, maintenance coordination or markup, setup fees, inspection charges, and other common items.

It is especially useful if you are a first-time landlord, own one to a few units, live far from the property, or are new to the US rental market. When proposals are not written the same way, a side-by-side worksheet helps you slow down and compare the full picture.

OwnerLedger is a free matching service, not a property management company, real-estate broker, attorney, or accountant. We do not manage property. This worksheet is general information only, and fees, license rules, and management practices vary by market.

The worksheet is designed to make hidden costs easier to spot. It includes lines for the most common fee categories owners ask about, plus space for notes on service quality, communication, and contract terms.

Typical items include monthly management fee, leasing or tenant-placement fee, renewal fee, setup or onboarding fee, maintenance markup, inspection fees, eviction coordination charges, reserve requirements, and cancellation terms. There is also room to note whether owner statements are clear, whether trust accounting is explained, and whether the company appears licensed and insured.

You can use it with managers you find on your own or with companies you meet through our free matching service. If you want help deciding what to ask before you fill it out, see how to vet a property manager.

Fee structures vary by city, property type, rent level, condition, and included services. These are general ranges, not quotes. In many US markets, monthly management is often around 8% to 12% of collected rent, leasing or tenant-placement is often 50% to 100% of one month’s rent, and lease-renewal fees may be a flat charge or a smaller percentage.

Some companies also charge a setup fee, inspection fee, vacancy fee, or maintenance coordination fee. Maintenance markup may be zero, a flat amount, or a percentage added to vendor invoices. What matters is not just the number, but whether it is clearly disclosed in writing.

Our fee guide explains common charges in more detail. Real pricing depends on the market, the property, and the service package, so use ranges only to organize questions — not as a promised price.

Ask each company for a written management proposal and a copy of the management agreement. Then fill in the worksheet using only written terms, not verbal promises. If a fee is unclear, leave it blank until they explain it in writing.

Use the notes area to record how the company handles leasing, tenant screening, inspections, rent collection, maintenance, after-hours calls, owner statements, and communication. Screening should be lawful, consistent, and applied the same way to every applicant. Fair-housing rules vary by state and city, so confirm local compliance with the manager.

A simple process works best:
1. Collect at least two or three written proposals.
2. Enter every fee exactly as written.
3. Mark what is included and what costs extra.
4. Ask about unclear items, especially maintenance markup and cancellation terms.
5. Verify license status, insurance, and references before you decide.
6. Read the management agreement fully before signing.

The worksheet is not just for comparing prices. It can also show you where risk may be hiding. A low monthly fee can be offset by expensive leasing charges, repeated inspection fees, vendor markups, or vague extra charges.

Watch for red flags: vague or hidden fees, undisclosed maintenance markups, no written management agreement, no explanation of trust accounting, missing license information where licensing applies, or pressure to sign on the spot. If a company avoids clear answers, write that down too.

The owner stays in control. You compare proposals, check references, verify the license where required, and choose who to hire. Get everything in writing.

This worksheet is useful before you hire a manager, when you are replacing one, or when you are getting a rental ready and trying to estimate operating costs. It can also help family owners who want one simple page to discuss options together.

If you want introductions to licensed, insured property managers near your rental, OwnerLedger can help you compare options at no cost to you through our free matching service. We only collect basic contact and property-intent details such as your name, phone, optional email, role, property type, unit count, city, ZIP, and preferred language.

We do not ask for Social Security numbers, bank account numbers, owner financial statements, or tenant background-check data. Once you receive proposals, use this worksheet to compare them carefully and ask better questions.