7 Clear Signs of a Bad Property Manager (Plus the #1 Dealbreaker to Watch For)

December 10, 2025

Written By Josh Kain

Edited By Josh Kain

Updated: December 10, 2025

Are you a new landlord who is beginning to wonder if you hired a bad property manager?

Trust your instincts.

For most homeowners, hiring a property manager is supposed to reduce stress, not add to it. But if your calls go unanswered, your home sits vacant, or the tenant they placed is already causing problems, something’s not right.

Whether you inherited a property, relocated for work, or became a landlord unexpectedly, the risks are the same: poor management can cost you time, money, and peace of mind.

At Good Life Property Management, we’ve been making it easy for our clients to own rental properties since 2013, and we know the signs of bad property management when we see them.

If you see any of these signs, it’s time to re-evalulate your property manager.

1. Your Property Sits Vacant for Too Long

Why is my rental still vacant after weeks on the market?

Every day your rental property sits empty is money lost. If your unit has been on the market for weeks or months with little to no interest, it might not be the market.

It could be a sign of a bad property manager.

A strong property manager understands that minimizing vacancy time is one of the most important parts of their job. That means getting the home rent-ready quickly, taking professional-quality photos, using high-visibility listing platforms like Zillow, Trulia, and Hotpads, and offering self-guided tours to maximize showings.

If your manager is slow to act, uses poor-quality photos, or only relies on agent-led showings, it could be costing you thousands.

Ask your property manager about their average days on market, where your listing appears online, and how often it’s being updated. If they can’t give you clear answers, or worse, if you have to ask in the first place, that’s a red flag.

2. Communication Is Reactive, Not Proactive

Why don’t I hear from my property manager unless something’s wrong?

It shouldn’t take a crisis to hear from your property manager. If you’re constantly left in the dark, whether it’s about showings, lease updates, or repairs, you’re dealing with reactive, not proactive, communication.

Bad property managers only contact you when you ask for information or something goes wrong. Good property managers keep you informed on a regular schedule. That means regular updates during leasing, move-in condition reports with photo documentation, and fast responses to your questions.

You should never have to wonder what’s going on with your home.

Lack of communication is one of the biggest sources of stress for first-time landlords. If you’re feeling anxious, ignored, or unsure, it’s likely a reflection of poor processes behind the scenes.

Ask yourself: When was the last time your property manager sent an update without being prompted? If you can’t remember, it might be time to start looking elsewhere.

3. Repair Costs Feel Suspicious or Inflated

Am I being overcharged for maintenance or repairs?

You know repairs are part of owning a rental, but if you’re constantly surprised by invoices or can’t get a straight answer about what was done and why, your property manager may be taking advantage of your trust.

Red flags include vague repair descriptions, repeat charges for the same issue, or invoices with no photos or vendor details attached. This could mean your manager isn’t vetting vendors properly, isn’t verifying work, or worse, may be padding costs.

A good property manager will:

Share photos of the issue and the completed repair
Explain the urgency or necessity of the fix
Use trusted vendors with competitive pricing
Ask for your approval if a repair exceeds a set threshold

If your maintenance costs feel out of control and you’re left guessing what happened, it’s time to question how your property is really being managed.

4. Rent Payments Are Late or Inconsistent

Why is my rent payment always late or inconsistent?

When you hire a property manager, one of your core expectations is reliable rent collection. If your rent disbursements are late, inconsistent, or missing altogether, it signals a serious breakdown in their financial processes.

A competent property manager should have a clear system for:

Collecting rent from tenants
Enforcing late fees and lease terms
Disbursing payments to owners on a predictable schedule
Providing transparent monthly statements

Late payments can indicate disorganization, a lack of urgency, or issues with how tenants are being managed. Worse, it could mean your property manager is prioritizing other owners over you, or that they’re holding funds longer than necessary.

You deserve timely payments and clarity. If your rent is always “processing” or you get vague responses when asking for an update, this goes beyond a red flag. You should immediately look to change to a different property manager.

5. The Tenant Is Already a Problem

What if my tenant turns out to be a nightmare?

It’s only been a few months, but the tenant is already causing headaches.

Maybe they’ve missed rent payments. Maybe neighbors are complaining. Maybe there’s already damage being reported. Whatever the issue, it points to one thing: poor screening upfront.

Good property management starts before the lease is signed. Your manager should be thoroughly vetting applicants using objective, fair, and legally compliant criteria: credit checks, income verification, rental history, and background screening.

If your tenant was placed quickly but without transparency about their qualifications, that’s a red flag. And if your property manager seems surprised by the tenant’s behavior or has no plan to address it, that’s an even bigger concern.

Placing the wrong tenant can lead to costly evictions, legal risk, and property damage. Find quality tenants who will treat your property with respect is a core duty of a good property manager.

Ask your manager: What screening criteria do you use? Do you personally verify references? How often do your placements result in eviction or lease violations?

If they can’t answer with confidence and data, it’s time to look elsewhere.

6. Your Property Was Damaged at Move-Out

Who pays for damage if the tenant trashes the place?

You trusted your property manager to protect your investment, but when the tenant moved out, the place was a wreck.

Scuffed walls. Broken fixtures. Carpet stains. And somehow, the security deposit didn’t cover any of it.

When this happens, it usually comes down to poor documentation and weak move-in/move-out procedures. A great property manager will:

Perform detailed inspections before and after every lease
Take hundreds of timestamped photos to document condition
Require tenants to complete a move-in condition form
Use that documentation to properly charge against the deposit if needed

If your manager didn’t provide photos, didn’t notify you of the damage, or brushed off your concerns, that’s a major red flag.

7. You Constantly Feel Like You Have to Manage Them

Why do I feel like I’m doing all the work even with a property manager?

Owning a rental property shouldn’t feel like a second job. If you find yourself chasing down updates, double-checking every invoice, or wondering what your property manager actually does for their fee, that’s a clear sign of misalignment.

You hired a property manager to take things off your plate, not add more to it. If you constantly feel the need to follow up, question decisions, or “manage the manager,” you’re not getting the service you paid for.

A great property management experience feels hands-off and hassle-free. You should feel confident that your property is being cared for, your tenants are being looked after, and your income is being protected. Anything less is costing you more than it saves.

When in doubt, trust your gut. If the relationship feels off, it probably is.

What to Do If You See These Signs

As a first-time landlord dealing with these headaches, it’s natural to feel frustrated or anxious. But here’s the silver lining: you don’t have to put up with a subpar management experience. If any of these red flags sound familiar, it might be time to take a deep breath and consider a change.

Read our guide to choosing a property management company or review our list of top orange county property management companies to avoid bad managers from the beginning.

But if you already find yourself being exploited by a bad manager, switching to a better manager is a lot easier than you might think, and the results are more than worth it, both financially and in terms of your peace of mind.

At Good Life Property Management, our goal is to help you live the good life: to maximize your rental income while protecting your peace of mind. Here’s what you get when you work with us:

Tenant Damage Coverage: Up to $3,500 in reimbursement for tenant-caused damage beyond the security deposit
Eviction Protection: We cover up to $3,000 in court and legal fees if an eviction becomes necessary
Re-Leasing Support: If a tenant breaks their lease or is evicted in the first year, we’ll find a new tenant at no extra cost
Risk & Fraud Protection: Rigorous tenant screening and secure payment systems to reduce exposure and prevent fraud
Month-to-Month Management: No long-term contracts—stay only if you’re happy
Money-Back Guarantee: Not satisfied? Get up to six months of management fees refunded

We also make the transition easy. Our team handles everything from paperwork and notices to record transfers and keys, so there’s no awkward handoff or disruption to your tenant.

If you don’t feel happy with your current property manager, trust your gut, and give us a call. We’ll gladly answer all your questions and point you in the right direction, whether or not you want to switch over to our award-winning property management services.

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