Should Owners Handle the Make Ready Process Themselves?
Should property management companies let owners manage the make ready process themselves? It seems like a small decision. But in practice, it affects your workflow, team morale, resident satisfaction, and even your company’s reputation.
The truth is, the make readies touch everything—from your work orders and make ready maintenance checklist to your lease start dates and reviews. If the process isn’t tight, everything else suffers.
In the last year alone, I’ve worked with over 50 property managers. And you know what? Every single company approaches make ready differently. But after seeing it done well (and really poorly), some patterns have emerged.
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Who Owns the Make Ready?
Let’s be honest: this shouldn’t be a debate. The make ready process is a core part of your operational flow. It’s not optional. It’s not up for negotiation. And it’s definitely not something you hand over lightly to someone who doesn’t understand the resident experience or your systems.
Here’s the rule: You define the process. Not the owner.
If you run a professional property management company, then you need to stay in control of how homes are prepped before new residents move in. Because once you lose control of that process, you're on the hook for things that were never your responsibility.
Why It’s a Business Decision—Not a Favor
Owners often assume that since they own the property, they should be able to choose how things are done. But this process isn’t about ownership—it’s about service standards and liability.
Letting an owner manage their own rental make ready might feel like a way to save them money. But it almost always ends up costing you and your team time, energy, and reputation.
Here’s why this is a business decision:
Your management agreement defines responsibilities. If it doesn’t include language about make ready, it should.
Your brand is tied to move-in condition. If the home isn’t ready, it reflects on you—not the owner.
Your team spends more time cleaning up incomplete work than doing the job right the first time.
Set boundaries. Stick to them. And treat the process decisions like the business call they are.
The Hidden Costs of Owner-Led Make Ready Work
You might think: "It’s no big deal, we’ll just let the owner handle it this time."
But how often does it stop at one time?
If you’ve ever allowed an owner to take the lead on prepping a property, you’ve probably experienced at least one of these:
Your team shows up to start management, but the property’s not actually ready.
You end up coordinating work orders for repairs that should’ve been done already.
Residents move in and immediately call with complaints.
You spend weeks patching a damaged relationship with both the owner and the resident.
Make readies cost is more than materials and labor.
It's about:
Lost trust with residents
Delays that affect move-in dates and revenue
Blame games when something breaks two weeks in
Examples From the Field
In one case I saw, the owner promised they'd "just repaint and fix a few things" before the tenant moved in.
What happened?
The paint was two shades off
The HVAC hadn’t been serviced in years
There were missing light covers
One of the bedrooms had a broken window lock
The resident moved in, filed six work orders in the first week, and left a one-star review.
All of that could’ve been avoided if the property manager had followed a structured make ready maintenance checklist and taken control of the process.
How the Best Property Managers Handle It
The companies who nail this process have one thing in common: They don’t start management until the property is truly ready.
Here’s their process:
The owner finishes any repairs they want to handle themselves.
They turn over the keys to the property manager.
The property manager inspects the property thoroughly.
If it doesn’t meet standards, their vendors step in.
The process is complete only when the home passes final inspection.
No gray area. No back-and-forth. Just a repeatable, professional system.
Why Structure Beats Flexibility Every Time
Let’s say your team agrees to let an owner “take care of the cleaning.”
They promise it’ll be done before move-in.
Move-in day comes—and there’s dust on the baseboards, grime in the oven, and trash left in the garage.
What do you do?
You can’t let the resident walk into that. So now your team has to call a cleaner, re-key the house again, and push back the lease start date.
You’re now doing incomplete work that someone else promised they’d handle.
A clear process avoids this entirely by removing ambiguity and setting clear roles.
Key Elements of a Strong Make Ready Process
If you haven’t already built out your process for make readies, property management playbook, start with these:
1. Written Standards
Define your cleaning, repair, and safety requirements in writing. Be specific. These are your baseline.
2. Make Ready Maintenance Checklist
Include items like:
HVAC service
Smoke detectors checked
Fresh caulk in kitchen and baths
Clean light fixtures
Working appliances
This checklist becomes your proof of work and your defense against disputes.
3. Inspection Protocol
Every property gets a full walkthrough before going live. No exceptions. No assumptions.
4. Owner Communication Templates
Make sure every owner gets the same messaging about expectations and responsibilities. Automate where possible.
When Owners Push Back
Let’s say you lay it out clearly: You handle processing the make ready, or we don’t manage the property.
An owner pushes back: “I’ve done this for years. I know what I’m doing.”
What now?
Here’s where it helps to show—not just tell. Share before-and-after photos. Share timelines. Share how often your team ends up fixing “owner-done” make readies.
More importantly: Stay firm.
If your policy says management starts after the make ready is complete, don’t make exceptions.
If You Decide to Let Owners Do the Work
Look, there are markets where owners expect more flexibility. If you choose to allow it, at least protect yourself.
Here’s what you’ll need:
A make ready maintenance checklist that’s non-negotiable
A formal inspection before you accept the property
A clause in the management agreement allowing you to bring in vendors if standards aren’t met
Clear documentation that outlines the make ready cost if you need to step in
And don’t forget: Time = money.
Even if you’re not doing the work, chasing down updates and fielding complaints still eats into your work time.
Conclusion
The question isn’t really should owners handle their own make ready. The question is—what are you willing to be responsible for?
When property management companies try to be flexible, they often end up dealing with more stress, incomplete work, and resident complaints. It’s just not worth it.
Taking full control of the process protects your team, your systems, and your reputation. And when done right, it creates a smoother, cleaner, and more professional experience for everyone involved.
Make a clear policy. Put it in your management agreement. Use your vendors. Follow a checklist. And stay firm when owners push back.
Because your process is only as strong as your boundaries.
FAQ
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Make Ready costs refer to minor repairs and maintenance work needed to prepare a rental unit for a new tenant. These typically include cleaning, painting, trash removal, and minor repairs
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Ideally, aim to complete make-readies within 7-10 days. This timeline helps reduce vacancy periods and optimizes rental income.
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Rental Property Maintenance to Complete Between Tenants
Paint the apartment.
Schedule any necessary maintenance/repairs.
Change locks.
Check & change batteries in smoke & carbon monoxide detectors.
Get the property thoroughly cleaned & perform outdoor maintenance.
Take pre-move-in pictures of the state of the apartment.
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While landlords are responsible for providing a clean rental, departing tenants also have obligations. Typically, lease agreements require tenants to leave the unit in the same condition as when they moved in, aside from normal wear and tear. This usually includes: Sweeping or vacuuming floors.
Are you ready to take back control of your make ready process? Contact us today and we can help.
