Is your Aguadilla rental ready for long-term success, but you want a truly hands-off experience? The right property manager can protect your asset, keep tenants satisfied, and help you meet your financial goals. The wrong one can cost you time and money. In this guide, you will get a clear, practical checklist tailored to Aguadilla so you can vet managers with confidence and set expectations from day one. Let’s dive in.
Why the right manager matters
Aguadilla’s coastal setting is beautiful, and it brings unique responsibilities for long-term rentals. Salt air, wind and rain, and hurricane season require proactive maintenance and clear emergency procedures. Local leasing practices, deposit handling, and eviction processes follow Puerto Rico rules that differ from many U.S. states. A manager with proven local systems can prevent small issues from becoming expensive problems.
Verify business standing first
Start by confirming a manager’s legal and professional status. Do not skip document requests.
- Proof of business registration in Puerto Rico
- Professional licensing if their activities require it in Puerto Rico
- Current insurance certificates: general liability, professional liability, worker’s compensation if applicable, and a fidelity bond if they handle deposits
- Standard management agreement and tenant lease, ideally available in Spanish and English
- References from at least three current property owners and two vendors
Ask for copies, not just verbal assurances. This sets the tone for a transparent relationship.
Understand fees and contract terms
Your net yield depends on the fee structure and the fine print. Get every fee in writing and review a sample owner statement.
- Monthly management fee and how it is calculated
- Leasing or placement fee and renewal fee
- Marketing and showing fees, lockbox or key fees
- Maintenance markups and vendor procurement policy
- Eviction and legal fees, move-out inspection fees
- Setup or onboarding fee and owner reserve requirements
- Term length, notice to terminate, and any early termination fees
Request a sample monthly statement that shows deductions and payout timing. This helps you compare proposals apples to apples.
Confirm reporting and accounting
Accurate accounting protects your cash flow and simplifies tax preparation, especially if you live off-island.
- Frequency and format of owner statements, and whether there is an owner portal
- Segregated trust or escrow accounts for security deposits and owner funds, with written policies
- Online rent collection options and maintenance ticketing systems
- Year-end income and expense summaries suitable for Puerto Rico tax reporting
- Clear approval thresholds for repairs or legal actions
Ask how often accounts are reconciled and how they document deposits and payouts.
Review screening and leasing practices
Tenant quality drives occupancy, collections, and risk. Get written screening criteria and verify the tools they use.
- Minimum income, credit, and rental history standards
- Employment verification methods and identity checks
- Criminal background and eviction history checks
- Lease length, renewal process, and rent increase policy
- Security deposit handling and move-in and move-out procedures
- Late fee policy and approach to nonpayment and local evictions
Request sample leases in both Spanish and English to ensure tenants understand obligations.
Set maintenance and SLA expectations
In a humid coastal climate, a written service-level agreement is essential. It should define response times and documentation.
- Emergency response standards, for example within 4 to 24 hours
- Non-emergency response standards, for example within 48 to 72 hours
- Repair approval limits without owner consent and escalation steps
- Licensed and insured vendor requirements or in-house techs
- Preventive maintenance schedule and seasonal tasks
- Photos, invoices, and warranties uploaded to your portal
Mold and moisture are serious concerns near the coast. Confirm their remediation policy and vendor qualifications.
Plan for storms and coastal realities
You need a manager who treats hurricane readiness as a year-round discipline.
- Written hurricane plan with pre-storm tenant communications
- Roof, shutter, and drainage checks before storm season
- Vendor mobilization for debris removal and urgent repairs after storms
- Familiarity with FEMA flood zones and flood insurance coordination
- Guidance on corrosion-resistant materials and exterior finishes suited to salt air
Ask how they prioritize properties after a major event and how they document damage for claims.
Evaluate the vendor network
Hands-off owners rely on a manager’s local capacity. Depth and reliability matter more than a low bid on paper.
- List of preferred vendors by trade with proof of insurance
- Backup vendors for peak demand after storms
- How bids are obtained for larger jobs and how change orders are handled
- Availability for after-hours emergencies and weekend coverage
Call vendor references yourself to confirm responsiveness and quality.
Look for strong technology and service
Technology should make your life easier and add accountability.
- Owner and tenant portals with online payments and maintenance tracking
- Digital lease and document storage
- Bilingual communication options in Spanish and English
- Clear service expectations for response to owner inquiries
A transparent system reduces friction and builds trust with tenants and owners alike.
Match operations to your needs
If you live off-island or want minimal involvement, confirm the team can run the property end to end.
- Local point of contact with on-island presence and posted office hours
- Willingness to handle key pickup, vendor access, and remote inspections
- Crisis communication protocols and after-hours availability
- Data export and transition plan if you ever change managers
Clarify what is included in standard management and what counts as project management for larger improvements.
Red flags to avoid
Protect your investment by pausing if you see any of these.
- Refusal to share sample owner statements or leases
- No evidence of insurance or trust account policies
- Vague or shifting fee schedules and surprise add-on fees
- Weak vendor references or no documented SLAs
- Poor responsiveness during the interview process
- Limited or no plan for hurricane preparation and recovery
Positive signs of a good fit
These signals suggest a capable, accountable manager.
- Itemized, written fee schedule and clear sample statements
- Written SLAs and documented vendor relationships
- Bilingual leases and tenant communications
- Robust portal for payments, statements, and work orders
- Proven coastal experience and storm season procedures
- Willingness to provide current owner references and performance metrics
Your interview checklist
Use this list when you meet managers so you leave with the right documents.
- Business registration confirmation and any applicable licenses
- Current insurance certificates, including fidelity bond if handling deposits
- Standard management agreement and standard tenant lease in Spanish and English
- Itemized fee schedule and a sample monthly owner statement
- Written policies: trust accounts, deposit handling, repair approvals, and SLAs
- Preventive maintenance calendar and hurricane plan
- Vendor list with at least two vendor references
- Three current owner references with properties similar to yours
Organize findings in a simple comparison grid so you can see differences quickly.
How to compare proposals
Look past headline fees and focus on total cost, responsiveness, and risk controls.
- Total monthly cost: base fee plus average add-ons and typical maintenance markups
- Service scope: inspections, tenant relations, preventive maintenance, and reporting
- Risk controls: trust accounts, insurance coverage, and bilingual compliance
- Coastal readiness: materials guidance, storm prep, and vendor depth
- Exit terms: notice periods, transition support, and data export
If two managers are close in price, choose the one with stronger systems and clearer documentation. The quality of processes often matters more than a one-point fee difference.
Final take
In Aguadilla, a strong property manager blends transparent accounting, rigorous screening, documented SLAs, and proven hurricane readiness. Ask for documents, verify claims, and prioritize managers who communicate clearly in Spanish and English. When you do, you protect your asset, support your tenants, and simplify your life as an owner.
If you would like a confidential conversation about your rental strategy in Puerto Rico’s coastal markets and introductions to vetted local resources, connect with Coldwell Banker - Puerto Rico. Request a private consultation.
FAQs
What fees are typical for Aguadilla long-term management?
- Ask each manager for an itemized fee schedule and a sample owner statement that shows monthly deductions, then compare total costs rather than a single percentage.
How do I confirm a manager is financially trustworthy?
- Require proof of segregated trust accounts for deposits and owner funds, current insurance including a fidelity bond, and sample reconciled owner statements you can review.
How will a manager handle nonpayment and evictions in Puerto Rico?
- Ask for a written workflow, whether they use local counsel, expected timelines based on local courts, and what owner approvals and costs apply at each step.
What should a hurricane plan include for my rental?
- Look for pre-storm tenant notices, property checks, vendor mobilization, post-storm inspections with photos, and support coordinating insurance claims and repairs.
Will the manager provide documents for Puerto Rico tax filing?
- Managers typically provide year-end income and expense summaries, but you should use a tax professional familiar with Puerto Rico to interpret and file correctly.
How are maintenance approvals and capital projects handled?
- Set clear thresholds for repairs without approval, require multiple bids for larger jobs, and confirm whether the manager offers project management and handles permits when needed.
