Documents to Gather Before You Hire a Property Manager

DecideFacts checked November 8, 2026Reviewed by Gary E. Wilson, President and Designated Broker

Start with proof you can sign

A Washington management agreement must be signed by the owner and the firm's designated broker under WAC 308-124D-215. So the first thing a manager usually needs is a clear picture of who the owner is.

Have your deed or a recent title record handy. If the home is held in an LLC or a trust, bring the papers that show who may sign for it. If you own with a spouse, a sibling or a partner, expect the manager to want every owner who must approve the contract to sign. If you inherited the home and the estate is still open, our guide to inheriting a rental in Washington covers who has authority.

If a tenant lives there now: the lease file

When a tenant is already in place, these papers carry the most weight. Washington law sets out what should exist, so a missing item is worth flagging on day one:

• The signed lease and every addendum. Under RCW 59.18.260, a deposit can be collected only with a written rental agreement that says when it may be kept.
• The signed move-in checklist. The same law requires a written checklist of the home's condition at the start of the tenancy, signed and dated by landlord and tenant, with a copy to the tenant.
• Deposit records. The amount, your receipt to the tenant, and the written notice telling the tenant where the deposit is held. RCW 59.18.270 requires both the receipt and that notice.
• Signed disclosures. The fire safety and smoke detection notice that RCW 59.18.060 requires the landlord and tenant to sign, and a copy of the Department of Health mold information the law says new tenants receive at signing.
• Lead paint disclosure for homes built before 1978. EPA says landlords must keep a signed copy of the lead disclosure for three years after the lease begins.
• The rent ledger and any notices. What has been paid, what is owed, and copies of any notices you have served.

Why the move-in checklist matters so much

If a landlord collects a deposit without giving a written checklist at the start of the tenancy, RCW 59.18.260 makes the landlord liable to the tenant for the amount of the deposit. The deposit law also bars keeping money for damage to fixtures, appliances or furnishings whose condition was not reasonably documented on that checklist.

If you cannot find the checklist, tell the manager before you sign, not after. It changes how the deposit is handled when the tenant moves out. Our page on Washington security deposit law covers deductions, and our guide to hiring a manager with a tenant in place covers the rest of a mid-lease handover.

Property and building records

These papers help the manager answer a repair call, plan upkeep and pay bills on time without calling you first for each detail:

• Every key, garage remote, mailbox key, gate fob and alarm or lockbox code, with a note of who else holds copies.
• Appliance manuals, warranties and the install dates of the roof, furnace or heat pump, and water heater, if you know them.
• Recent repair invoices, the names of vendors who know the home, and a list of anything that is not working right now.
• A list of utility accounts, the providers, and who pays each one under the lease.
• HOA or condo documents: the rules, any leasing rules, the manager's contact and how dues are paid. Our page on HOA coordination explains how that works for a rental home.

Insurance, banking and tax papers

Bring the declarations page of your landlord insurance policy. Wilson Management's owner FAQ says it needs to see proof of the owner's insurance before it starts managing, and that its tenants must carry renters insurance. Our post on rental property insurance in Washington explains what a landlord policy usually covers.

Have your bank details ready if you want rent sent by direct deposit, which Wilson Management's owner FAQ says it can arrange. Expect to fill out an IRS Form W-9, which gives your taxpayer number to someone who must file an information return. The IRS instructions for Form 1099-MISC say a property manager must use that form to report rent it pays over to the owner. Our guide to owner statements and year-end tax forms covers what arrives each January.

What to bring to the first conversation

You do not need the full file to start talking with a manager. For a first call or a free rental analysis, the address, the number of bedrooms and bathrooms, recent updates, the home's condition, any HOA rules about renting, and the current rent if a tenant lives there are usually enough.

The full list above matters most in the days before and after you sign. Putting it in one folder, paper or digital, saves time for you and for whoever manages the home next.

Add a short cover note to that folder. List anything a stranger would not guess: a shut-off valve in an odd spot, a breaker that trips, a neighbor who shares a fence or driveway, or a lender that pays your insurance or property tax from escrow. If you are moving away, include your new address and the easiest way to reach you across time zones. Small notes like these often save the first emergency call.

When the folder is ready, you can contact Wilson Management to talk about the hand-over, or read our guide to the first 30 days with a new property manager to see what usually happens next.