Hiring a property manager is supposed to protect your time and your investment. But if the person you hired is unprofessional, you can end up with legal trouble, lost rent, angry tenants, and a damaged property. The good news is that unprofessional behavior usually follows clear patterns, and once you know what to look for, you can take action before things get worse.

A truly professional property manager communicates clearly, keeps the property maintained, follows the law, and is transparent with money. When those basics are missing, you are dealing with an unprofessional manager, and it is your right to question, challenge, and, if necessary, replace them.

What is the unethical behavior of a property manager?

Poor Communication

Unethical behavior from a property manager is any conduct that breaks the law, violates professional standards, or abuses the trust you and your tenants place in them. Common examples include ignoring maintenance, mishandling money, entering properties without proper notice, and failing to follow tenancy laws. These actions do not just frustrate people; they expose you as the owner to legal liability and financial loss.

One of the biggest red flags is poor communication. When a manager routinely fails to return calls or emails, does not send reports, or gives vague answers about what is happening at the property, it shows a lack of professionalism and structure. Several guides highlight poor communication, frequent tenant complaints, and “maintenance requests disappearing into a black hole” as classic signs of an unprofessional manager.

Mishandling Money

Money handling is another area where unethical behavior shows up quickly. You should receive clear financial statements with rent collected, expenses, and fees. If you see unexplained charges, missing invoices, or inconsistent reporting, that is a serious concern. Poor financial management and lack of transparency can lead to lost revenue, untracked expenses, and even legal issues if deposits or rent are not handled correctly.

Ignoring Legal Requirements

Unethical managers also create risk by ignoring legal and safety requirements. Examples include failing to keep the home habitable, mishandling security deposits, skipping required inspections, or entering a tenant’s home without proper notice. These issues are not just “bad service”; they are legal violations that can lead to fines, lawsuits, or penalties for the landlord, because the manager is acting as your agent.

How to deal with a bad property manager?

Dealing with a bad property manager is not just about emotions; it is about protecting your investment with a structured, documented process. The goal is to either correct the behavior or put yourself in a strong position to end the relationship safely if things do not improve.

Document Everything

Start by keeping detailed records. Save emails, texts, letters, and any written communication that shows delayed responses, ignored maintenance, or financial issues. Keep copies of financial reports, invoices, tenant complaints, and inspection notes. Several guides stress that this documentation becomes crucial if you later file a complaint, pursue legal action, or terminate the contract.

Communicate Problems in Writing

Next, raise your concerns directly with the manager in a calm, written message. Explain what is happening, how it affects you or your tenants, and what you expect them to fix. Written communication creates a paper trail and sometimes is enough to get a company to correct the problem, especially if they care about their reputation.

Review the Management Agreement

Pull out your management contract and read it carefully. Look for sections covering standards of service, reporting, maintenance responsibilities, dispute resolution, and termination clauses. Many resources recommend reviewing this document “with a fine tooth comb” so you understand what the manager agreed to do, and what your options are if they fail to do it.

Escalate When Needed

If your direct discussion does not work, escalate the issue inside the company. Contact the broker, owner, or higher-level management and share your documentation. Some guides suggest going step by step: address the individual first, then involve the company’s leadership, and only after that move toward external complaints or legal routes.

Can I file a complaint against a property manager?

Start With the Management Company

Yes. If a property manager continues to act unprofessionally after you have tried to resolve issues internally, you can file formal complaints. Complaints are appropriate when you see ongoing negligence, legal violations, mishandling of money, or serious communication failures that put your property or tenants at risk.

Most guides recommend starting with the management company itself. Submit a written complaint to the company owner or broker and give them a fair chance to fix the situation. If that fails, you can escalate to external bodies, such as real estate licensing boards or housing authorities, which oversee licensed managers and investigate misconduct. These organizations can discipline or even revoke licenses when serious violations occur.

Escalate to Licensing or Housing Authorities

If you have experienced financial loss due to mismanagement, such as improper deposit handling or unaddressed habitability issues, small claims court or consultation with an attorney is also an option. Several resources note that owners may be able to recover damages if a manager’s actions cause measurable financial harm, especially when document trails clearly show negligence or breach of contract.

How to spot a fake property manager?

Check for Licensing and Credentials

A fake property manager is someone who claims to manage property or collect rent without proper authority, licensing, or a legitimate business structure. While the PDFs focus mainly on unprofessional and illegal practices, they highlight several checks you can use to protect yourself from scams and unqualified operators.

Real managers are typically licensed or registered where required and operate under a brokerage, company, or clearly identifiable business entity. Before trusting anyone with your property or money, verify that they have the appropriate license or registration through your state or local real estate licensing database. Legitimate companies also tend to have a consistent online presence, physical office details, and a track record of reviews or references.

Watch for Scam Red Flags

Scam or fake managers often leave red flags such as refusing to provide credentials, pushing for quick payments, or operating solely through vague online ads. They may also misuse security deposits or rent in ways similar to the illegal practices described in the legal guides, such as applying deposits for fake repairs or unrelated fees. Always confirm that any person collecting rent or signing leases on your behalf is properly authorized in writing and named in your management agreement.

What are the 5 P’s of property management?

The PDFs you provided do not spell out a formal “5 P’s” model by name, but they repeatedly describe the same core areas where professional managers excel: communication, property care, documentation, systems, and finances. Based on those themes, you can think of the 5 P’s as a simple way to remember what good management should look like.

People

Professional managers communicate clearly with both landlords and tenants, respond to calls in a reasonable time, and are available for emergencies, not only during limited office hours. Consistent responsiveness and respect for tenant privacy are singled out as key traits that separate good managers from bad ones.

Property

A strong manager protects the physical condition of your property through regular inspections, timely maintenance, and safety checks. Several sources warn that delayed or incomplete maintenance, skipped inspections, and poor follow up on repairs quickly damage the property and increase long term costs.

Paperwork

Good management is backed by solid paperwork. This includes accurate financial reports, clear lease agreements, proper handling of security deposits, and documented inspections. When reports are missing, invoices are vague, or inspections are not recorded, it signals poor documentation and increases legal risk for the landlord.

Process

Professional companies rely on repeatable systems instead of improvising every time. They have clear processes for tenant screening, rent collection, maintenance requests, inspections, and complaint handling. Guides about common mistakes point out that when these processes are weak, issues like bad tenant placement, frequent evictions, and ongoing legal problems become more common.

Profit

Finally, a professional property manager protects your bottom line. They price rent correctly, collect it on time, reduce vacancies, and avoid unnecessary service fees or legal costs. In contrast, unprofessional managers cause long vacancies, poor tenant retention, excess fees, and expensive problems that eat into your cash flow and asset value.

How to get a property manager fired?

Review Your Contract Terms

If your property manager remains unprofessional after you have documented issues, raised concerns, and given them a chance to improve, it may be time to end the relationship. The key is to follow a careful process so you protect yourself legally and transition smoothly to a better manager.

Start by reviewing your management agreement for any cancellation or termination clauses. Many contracts specify how much notice you must give, which can range from 30 to 90 days, and whether there are any early termination penalties. Knowing these terms in advance helps you plan the timing of your decision and avoid breaches of contract.

Prepare Evidence of Misconduct

Next, prepare your evidence. Gather communication records, tenant complaints, financial reports, and examples of neglected maintenance or legal problems. This documentation shows that your decision is based on performance, not emotion. If your manager works for a larger company, send a formal written notice to the broker or owner explaining why you are ending the agreement and referencing specific failures.

Transition to a New Manager

Before the termination date, line up a replacement manager or decide how you will handle the property yourself. Some guides recommend informing tenants about the change, updating them on where to pay rent and who to contact, and ensuring that all records, keys, and deposits are transferred properly. Ending a contract with a bad manager can feel stressful, but with preparation and a clear plan, it is one of the most effective ways to protect your investment and move forward with a higher standard of service.