Owner Communication & Management Process: How We Handle Owner Concerns

How We Handle Owner Concerns & Disputes

At State Property Management LLC, transparency, documentation, and clear communication are foundational to how we serve our clients. Managing rental property involves many moving parts— tenants, vendors, regulatory requirements, and unexpected maintenance issues—and while most relationships are positive, concerns or disagreements can occasionally arise.
When they do, we follow a structured, professional process designed to protect the owner's interests, the property, and the integrity of the management relationship.

A Documented, Process-Driven Approach

Since our founding in 2011, State Property Management LLC has operated under written management agreements, attorney-prepared leases, and standardized workflows. All key actions-including maintenance coordination, vendor engagement, tenant screening, and financial transactions—are documented and handled in accordance with the management agreement executed with each owner.

This structure ensures:

• Consistency across all properties
• Clear authorization parameters
• Accurate recordkeeping
• Accountability at every stage of management

Communication and Expense Authorization

We understand that trust is essential when managing someone else's investment.

Our management agreements outline:

• Expense authorization thresholds
• Emergency repair provisions
• Procedures for owner approval
• Circumstances requiring immediate action to protect the property or maintain habitability

Vendor invoices, work orders, and approvals are maintained as part of the property's permanent record. When multiple vendors are involved, invoices may reflect separate services performed during coordinated repairs or turnover periods.

Tenant Screening & Placement

Tenant placement decisions are made using a documented screening process that includes income verification, background checks, rental history review, and application evaluation.

In many cases, owners are actively involved in reviewing applicants and discussing qualifications before a final decision is made. While screening significantly reduces risk, no screening process can eliminate all future tenancy issues, particularly during periods of regulatory change or market disruption.

Market Conditions & External Factors

Property management does not occur in a vacuum. Labor availability, material costs, regulatory changes, and market conditions can all impact timelines and pricing-especially during periods of economic or industry disruption.

Our role is to:

• Coordinate licensed vendors
• Minimize delays
• Protect the condition and value of the asset
• Communicate clearly as conditions evolve

How Owner Concerns Are Reviewed and Addressed

Step 1: An owner submits a concern or question in writing so it can be properly reviewed and documented.

Step 2: Our management and accounting teams review the concern against the management agreement, lease terms, authorization thresholds, vendor invoices, and work order history.

Step 3: We provide clarification to the owner with supporting documentation and explain the decision-making process.

Step 4: If an error is identified, corrective action is taken promptly. If no error is found, we explain the rationale clearly.

Step 5: We follow up to ensure the owner understands the outcome and that the matter is considered resolved.

While most concerns are resolved through direct communication and documentation review, we understand that owners may occasionally wish to explore additional options. If a concern cannot be resolved internally, next steps may include mediation or other mutually agreed procedures consistent with industry standards and the management agreement.

Our Commitment

We recognize that property ownership is both a financial and personal investment. While not every situation will meet every expectation, our commitment is to operate ethically, transparently, and in accordance with our agreements and Florida law.

State Property Management LLC remains dedicated to continuous improvement, clear communication, and long-term relationships built on trust and accountability.

Have Questions or Concerns?

We encourage current and prospective owners to contact our office directly to discuss any questions about our processes, agreements, or management approach.