What should a weekly property management call cover?

A weekly PM call should cover six sections: pre-call data pull from the rent roll, delinquency review for every balance past one month's rent, vacancy pipeline with 5 questions per vacant unit, lease expiration exposure for the next 90 days, pricing and concession review against the comp set, and make-ready velocity targeting 14 days from move-out to listed.

How do you track vacancy pipeline in multifamily?

Track vacancy pipeline by asking 5 questions per vacant unit every week: what is the make-ready status, how many showings happened this week, what marketing source is driving traffic, what is the target move-in date, and have application fees been collected. Color-code vacant units orange for unrented and green for rented with deposit secured.

What is a 4-color rent roll system?

A 4-color rent roll system assigns one color to every row: yellow for delinquency where the past-due balance exceeds one month's rent, orange for vacant-unrented units with no committed applicant, green for vacant-rented units with a deposit secured and move-in scheduled, and red for expired leases not renewed at market rate. The same colors every week so your PM knows the system.

The Weekly Checklist That Recovered $107,568 in Vacancy Loss

The exact PM call prep checklist used across 48 properties and 1,500+ units. 6 sections. Every question. Free.

How to Run a Weekly PM Call That Actually Moves Units

Twenty units in turnover across two buildings. The rent roll looked like a disaster. It was not. Rachel, the PM, had make-ready crews running since January because she tracked vacancy pipeline weekly with this checklist. By mid-February: 12 deposits secured, 8 units still open, 3 new applications in one Tuesday.

This checklist covers the exact 6-section pre-call system used across 48 properties and 1,500+ units to catch delinquency, track vacancy pipeline, and surface lease expiration exposure before it costs money.

The 6 Sections

Pre-Call Data Pull: download and sort the rent roll before every call
Delinquency Review: highlight every balance past one month's rent, require PM updates
Vacancy Pipeline: 5 questions per vacant unit — make-ready status, showings, marketing, target date, fees collected
Lease Expiration Exposure: flag leases expiring in 90 days with no renewal signed
Pricing and Concessions: review asking rents vs comp set, flag double price drops
Make-Ready and Turn Velocity: track turn stage for every unit, target 14 days from move-out to listed

The 4-Color System

Every row in your rent roll gets one color. Yellow for delinquency (past due exceeds one month's rent). Orange for vacant-unrented (no committed applicant). Green for vacant-rented (deposit secured, move-in scheduled). Red for expired leases not renewed at market rate. Same colors every week so your PM knows the system.

Who This Is For

Multifamily asset managers running weekly PM calls. Property managers who want to come to calls prepared. Regional managers standardizing call prep across portfolios. Owners who want accountability without micromanaging.