This guide is general information, not legal or tax advice. Rules change, so confirm current requirements with the relevant agency or your attorney.
Start by confirming the company holds a New York real estate broker license, which the Department of State says is generally required to collect rent or place tenants for a fee. Then compare written fee quotes, who answers emergencies, what the owner statements show, how applicants are screened and how well the manager knows the New York City rules that apply to your building. The checklist below covers each point and the questions to ask, so you can compare managers on the same terms.
How do you check a property manager's license?
According to the New York Department of State, a management company that collects rent or places tenants for a landlord, for a fee, generally needs a real estate broker license. A company whose services are strictly maintenance does not.
- Open the Department of State's Public License Search on eAccessNY.
- Search by the company's name, or by a person's name or license number.
- Check that the license is current and that the name matches the company named in the management agreement.
What fee questions should you ask?
Fee structures vary from manager to manager, so this guide does not list typical prices. Ask each manager for a written quote and compare them line by line.
- What is the ongoing management fee, and what does it cover?
- Is there a separate charge for leasing a vacant apartment or for lease renewals?
- Are repairs billed at the vendor's invoice amount, or is anything added?
- Are there setup, inspection or end-of-agreement charges?
- Which expenses need your approval before the manager spends them?
- How much notice ends the agreement, and does ending it cost anything?
Who answers emergencies?
Leaks, heat and hot water problems do not wait for business hours. According to HPD, heat season runs October 1 to May 31, and hot water at a constant minimum of 120°F is required all year.
- Is there a 24/7 emergency line, and who answers it at night and on weekends?
- Who approves an emergency repair if you cannot be reached, and up to what amount?
- Are vendors licensed where required and insured?
- How and when are you told what happened?
What owner reporting should you expect?
- How often do statements arrive, and what do they show?
- Can you see the invoice behind each charge?
- Is there an owner portal, and is there a year-end statement for your accountant?
- How are security deposits held? According to the New York Attorney General, a deposit is the tenant's money and must not be mixed with the landlord's own funds, and buildings with six or more apartments must keep deposits in an interest-bearing New York bank account.
How should tenant screening work?
Ask each manager to show you its written screening criteria and to confirm they are applied the same way to every applicant. The New York City Human Rights Law prohibits discrimination in leasing and rental, including in advertisements and interviews. In housing, the classes it protects include lawful source of income, along with the others listed by the NYC Commission on Human Rights.
- Where are vacancies advertised?
- Who reviews applications, and how are decisions recorded?
- How are requests for reasonable accommodations handled?
Which NYC rules should a manager know?
Which rules apply depends on the property. A manager should be able to tell you which ones it will track for your building and which stay with you.
- HPD registration. According to HPD, buildings with three or more apartments register every year, and so do one- and two-family houses where neither the owner nor the owner's immediate family lives. The annual deadline is September 1, and the registration must be updated when the managing agent changes.
- Good Cause Eviction. According to HPD, this state law took effect on April 20, 2024 and covers many market-rate apartments in New York City. Exemptions include small landlords (10 or fewer units statewide) and owner-occupied buildings with 10 or fewer apartments. Landlords must give a notice saying whether the law applies at certain times, such as when offering a new or renewal lease. Whether it covers a particular apartment is a question for your attorney.
- Lead-based paint (Local Law 1). According to HPD, the law covers buildings with three or more apartments built before 1960 (or between 1960 and 1978 if the owner knows there is lead-based paint), and tenant-occupied apartments in one- and two-family houses built before 1960. Duties include an annual notice, inspections where required, work by certified workers using safe work practices, and keeping records.
- Window guards (Local Law 57). According to HPD, owners must install approved window guards where the law requires them and whenever a tenant asks for them in writing, with exceptions such as windows that open onto a fire escape. Buildings with three or more apartments must also send tenants an annual notice asking whether window guards are needed.
- Landmarks. Many Brooklyn rowhouse blocks are in historic districts. According to the Landmarks Preservation Commission, most exterior changes to the front and rear facades of buildings in historic districts need LPC review.
For a fuller list of annual deadlines, see the compliance calendar for small buildings.
What should you ask in an interview?
- Can I see your broker license details and a copy of the management agreement before I decide?
- Who will be my day-to-day contact?
- How do you price and market a vacant apartment?
- Can I see a sample monthly statement?
- What are your written screening criteria?
- How are emergencies handled at night and on weekends?
- How are security deposits and owner funds held?
- Which registrations, notices and inspections will you track for my building, and which stay with me?
- What happens at move-out, and what is recorded?
- How does the agreement end, and how are leases, keys, records and deposits handed over?
How does Windsor approach each point?
Here is how Windsor Fine Properties approaches the checklist. What we handle depends on the property and is set out in the management agreement.
- License. Windsor Fine Properties LLC is a licensed real estate broker in New York State, and is insured.
- Fees. We quote every property individually. See pricing or ask for a free management quote.
- Emergencies. We run a 24/7 emergency contact line for owners and residents, and coordinate emergency repairs through insured vendors.
- Reporting. Monthly accounting statements with supporting documentation through a secure owner portal, annual statements, and a review of every invoice before payment.
- Screening. We market available homes to a broad pool of renters and apply the same written screening criteria to every applicant, consistent with fair housing laws. See leasing and tenant screening.
- Local rules. Our NYC compliance support helps track registrations, notices and inspections, as applicable to the property. Owners remain responsible for compliance, and this is not legal advice.
- Turnover. Make-ready includes move-in and move-out reports and a safety equipment check before the next move-in.
Our team brings 37+ years and 300+ units of career experience managing New York property. Our Brooklyn service area includes Park Slope, Brooklyn Heights, Williamsburg, Bay Ridge, Dyker Heights and Bensonhurst; see all of Brooklyn. Still deciding whether to hire anyone? Read hiring a property manager vs. self-managing in Brooklyn.
Frequently asked questions
How do I check whether a property manager is licensed in New York?
Use the Department of State's Public License Search on eAccessNY and search by the company's name or license number. According to the Department of State, a manager that collects rent or places tenants for a fee generally needs a real estate broker license.
How much does a property manager cost in Brooklyn?
Fee structures vary from manager to manager, so compare written quotes that list what is included and what is billed separately. Windsor quotes every property individually; ask for a free management quote.
What should I ask a property manager before hiring?
Ask about the broker license, the full fee structure, who answers emergencies at night and on weekends, what the monthly statement shows, the written screening criteria, how security deposits are held, which city deadlines the manager will track, and how the agreement ends.
Does Good Cause Eviction apply to my Brooklyn apartment?
It depends. According to HPD, the law covers many market-rate apartments in New York City, with exemptions that include small landlords (10 or fewer units statewide) and owner-occupied buildings with 10 or fewer apartments. Ask your attorney whether it applies to a specific apartment.
How should a property manager screen tenants?
With written criteria applied the same way to every applicant. The New York City Human Rights Law prohibits housing discrimination, including in advertisements and interviews, so ask any manager to show you its criteria and explain how decisions are recorded.
