Will I Get Regular Updates From My Property Manager About My Rental?

When you hire a property management company, you’re trusting them with one of your biggest investments – your rental property! Naturally, you want to stay informed. But will you really know what’s going on with your home? Or will you be left wondering until something breaks or a tenant moves out?

At Delavan PDX Property Management, we believe that great communication is the backbone of great service. We know your rental isn’t just a house. It’s a financial investment, a personal asset, and sometimes even a future retirement plan. That’s why we keep you in the loop every step of the way.

Here’s how we make sure you always know what’s going on with your property, and why hiring a property management company like Delavan makes such a difference for private landlords such as yourself.

You Deserve More Than a Monthly Statement

Property management companies will send you a monthly email with your disbursements and a simple breakdown of expenses called an Owner Statement. That’s fine as a standard, but Delavan goes far beyond the minimum service other property management companies provide.

Our Owners don’t just receive Owner Statements. Instead, you get:

Real-time updates on repairs and issues
Multiple points of communication (email, text, phone)
Clear and easily downloadable records through your owner portal
Inspection (walkthrough) photos with notes
Renewal reminders and recommendations 120 days out
Copies of all invoices and bills paid through your Trust Account
End-of-year statements and cash flow summaries
Accounting beyond just collecting rent (Delavan can pay for mortgage payments, HOA fees, property taxes)

We treat our owners like partners, not just accounts. When something comes up with your rental, you’ll be the first to know.

Three Ways We Stay in Touch (On Your Terms)

At Delavan PDX, we use the AppFolio property management platform to streamline communication and provide transparency for both Owners and tenants. That means you’re never left guessing what’s going on with your rental.

We connect with you in three easy ways:

Email is used for detailed updates, lease documents, inspection reports, owner statements, and notices
Text (via AppFolio) is used for quick communication about repairs, questions, or scheduling
Phone Calls are used when you need to talk something through or just prefer a real voice. Sometimes we just want to say “hi” and see how you are doing!

This flexibility allows us to meet you where you’re at. Each Owner has a different preference in how they wish to receive communications, such as preferences to receive updates in writing or if you want a quick call for big decisions. You’ll always know what’s happening with your rental! If there’s a repair or maintenance need, we bring it to your attention before it shows up on a statement. No surprise charges here!

All items are uploaded via your Owner Portal as well, which provides you easy access to view and download all items related to your rental.

Inspections with Full Transparency

Keeping your rental in great condition means catching small problems before they turn into expensive ones. That’s why we conduct:

A 90-day walkthrough after tenant move-in
Ongoing inspections every 6 months

Each walkthrough includes interior and exterior photos, along with detailed notes on the condition of the home (sometimes up to 100+ photos based on home size). If we spot anything concerning, we reach out right away and give you options. That way you will know whether it’s a small fix, preventative maintenance, or something that might need a larger update down the road.

We don’t open closets or drawers, but you will receive ample interior photos, so you can have eyes on your rental year-round. We check all detectors and plumbing fixtures to catch any items which may need a repair. Our exterior inspections will note items such as overflowing gutters or siding repair. The bottom line is that our eyes become your eyes.

Yes, You Approve Repairs

When something breaks, you’re part of the process.

We contact you with each repair, explain the issue, inform you of compliance deadlines, and offer a solution. Our in-house contracting division, Delavan Contracting Services, can handle just about anything—from quick fixes to full updates. But if you’d rather use your own trusted contractor or want to do the repair yourself, that’s totally fine! Owner repairs are approved as long as they meets quality standards and timeline requirements (24 hour notice for Oregon and 48 hour notice for Washington).

We also keep track of what type of repair is recurring and if it is from tenant misuse or general wear and tear. Our handymen and trusted Preferred Vendors will always provide a report of what the repair was and why it happened. If it was from tenant misuse, we will post the charges of the repair to their tenant portal to pay you back the following month. If it was from general wear and tear, we will use it as an opportunity to see if a new model or setup is more prudent when the repair takes place so we can avoid a similar repair down the road. If it was from tenant misuse, we will educate the tenant so they know how to utilize (usually appliances) the item properly so it does not occur again.

Know that you’re not handing over control. Instead, think of this switch as you’re gaining a reliable partner to support you with clear options and expert advice. Nicole Moorehead (our Work Order Coordinator) will most likely be the one reaching out for repairs, but know that Noelle or Tyler may reach out as well. Our team is on it and will connect with you as quickly as possible.

Budgeting With Confidence

Regular updates also mean better financial planning. We help you create annual maintenance plans for big-ticket items like:

Roof inspections
Gutter cleaning
HVAC servicing
Landscaping care
Pest prevention

This proactive approach helps protect your cash flow and keeps your rental appealing to tenants. No more unexpected bills or last-minute scrambling – no one wants that dreaded call at 11pm from a tenant saying that their heat is out and it is 28 degrees outside (but if it does, we are the ones to respond!) Trust in Delavan that our recommendations and diligent inspections can drastically reduce those large ticket repairs and save you thousands.

These items are offered for signup during the onboarding process and our team dispatches reminders throughout the year to keep maintenance fresh on your mind.

We Collect Rent, So You Don’t Have To

Chasing down rent is uncomfortable and unpaid rent eats into your income. We handle all rent collection on your behalf.

And if a tenant pays late, we send the correct legal notices per state law. Oregon and Washington laws change regularly, such as what forms are required and how much rent can be increased annually (the new CPI rate is released each September). Our team stays sharp by attending Continuing Education (CEU) courses to ensure we’re always compliant with the latest laws.

Bonus: Our management fee only comes from rent collected, so if you don’t get paid, neither do we! That keeps our interests directly aligned with yours.

No More Tax Time Headaches

At the end of the year, you’ll receive your 1099 Statement and a full Cash Flow report, which is everything your accountant needs.

Even better? We will refer you to trusted real estate CPAs to help you maximize deductions, claim depreciation, and take advantage of all the financial benefits that come with owning rental property. Many private landlords who do their own taxes or use a general CPA miss out on these opportunities.

What Makes Delavan Different?

We’re a tight-knit team of three, and we take pride in offering personalized, proactive service to our clients. You’re not a number on a spreadsheet. When you call, we answer. When you email, you get a thoughtful reply and not an automated message from a bot.

Think of Delavan as a triangle – when our Owners, Tenants, and Delavan align, we combine our strengths and tenacity to makes wins across the board. Owners deserve to have their homes grow in value/be properly maintained and collect monthly income. Tenants deserve to have wonderful places to call home and take pride in their residences. Delavan is here to ensure all parties are achieving their wants and needs. And we show it with our attention to detail and care put into each door, regardless of size or location.

We manage rentals across the Portland Metro Area, including Tigard, Beaverton, Hillsboro, West Linn, Oregon City, and Vancouver. We are always open to expanding our current service area and are able to negotiate pricing as needed. Our mission is simple: to take care of your home, your tenants, and your bottom line, while always keeping you in the know!

In Summary: You’ll Always Know What’s Happening

At Delavan PDX Property Management, we believe communication builds trust and that trust is the foundation of every great partnership.

If you’ve ever worried about being “hands off” with your rental, let’s ease that concern. You’ll hear from us often, with updates that are honest, helpful, and actionable. From maintenance and renewals to rent collection and repairs, you’ll never be left wondering what’s happening with your property.

Have questions or want to see if we’re the right fit for your rental?
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