Comprehensive Checklist: Questions & Follow-Ups for Property Managers

[Ron Musgraves]

Comprehensive Checklist: Questions & Follow-Ups for Property Managers​

(For both requested and unsolicited proposals)

1. Early Ask – Cell Phone
   “What’s the best cell number to reach you?” (Signals a serious, responsive lead.)
2. Legal Entity
   Who holds the legal title—LLC, trust, or corporation?
3. Cross Streets
   What are the nearest intersecting streets?
4. Address
   Confirm the exact street address for contracts and billing.
5. Anchor Tenant
   Which major retailer anchors this shopping center?
6. Gatekeeper
   Who manages access—receptionist or secretary?
7. Budget Date
   When will the next annual budget be finalized and shared?
8. Thank You
   (Internal) Sent a thank-you card after meeting?
9. Left Message
   (Internal) Called and left voicemail? (Include date)
10. Email
    (Internal) Followed up via email to the correct address? (Include date)
11. Postcard
    (Internal) Sent a physical postcard or mailer?
12. Unsolicited Proposal
    What date did you send the unsolicited proposal?
13. Qualified
    Have you done reconnaissance/research to confirm lead quality?
14. Relationship Maker
    Do you have a reason to reconnect? (e.g., share an article, invite, seasonal tip)
15. Proposal Mailed
    (Internal) Mailed the proposal via USPS? (Include date)
16. Proposal Emailed
    (Internal) Emailed the proposal to the correct address? (Include date)
17. Demo
    Performed an on-site cleaning demonstration, clean demonstration, or sample clean.
18. Measurements
    Measured property square footage/dimensions.
19. Grand Total
    How many properties do they manage—and what’s the total contract value?
20. 30 / 60 / 90‑Day Frequency
    Which cleaning frequency did they select?
21. Initial Cleaning
    Assessed difficulty and determined if the first clean can be waived upon signing.

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Tactics​

• Offer a Free Wash
  Provide a complimentary wash as an incentive, offering tangible value and a reason to visit.
• Fix the Troubled Area
  “Is there a specific area that’s always problematic? We’d love to handle it for you.”
  Immediately positions you as a proactive problem-solver.
• Report Any On-site Issues
  “While we were measuring, I noticed a tree limb blocking a drive/abandoned car in a rear lot—you may want to check that.”
  Being your manager’s “eyes and ears” builds exceptional trust—it shows you truly own the property and its wellbeing. Property managers appreciate these heads-ups as part of a vendor accountability role reddit.comgetvived.com+1reddit.com+1yardibreeze.comenjuris.com386rent.com.

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CRM Tracking Dimension​

• Fields/Tasks:
  • “Cell Number Provided?”
  • “Free Wash Scheduled?”
  • “Troubled Area Identified?”
  • “Issues Reported?”
  • “Demo Done?”
  • “Proposal Mailed Date,” etc.
• Date & Action Logging:
  Note when calls, emails, mail, demos, free wash, on-site issue reports, measurements occur.
• Reminders:
  Plan follow-ups—postcards, relationship-maker, frequency confirmation.
• Client Notes:
  Record preferences (frequency), anchor tenant details, and any on-site issues spotted.

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Why This Matters​

• Cell Phone asks early—qualifies lead seriousness.
• Demo and Free Wash—show capability and deliver value.
• Troubled Area tactic—proves proactive problem-solving.
• Reporting on-site issues—positions you as a fully committed partner, building trust through accountability.
• Integrated with a CRM-style checklist, you’ll stay professional, organized, and consistently ahead—no detail overlooked.