As a Palm Coast landlord, you depend on your property manager to handle tenant concerns, coordinate maintenance, and collect rent on time. A reliable property manager makes rental ownership hassle-free, allowing you to focus on growing your investment.
But what if your property manager stops responding? Your calls go unanswered, maintenance requests pile up, and tenants complain. Suddenly, you’re left in the dark, unsure whether your property and your income are being properly managed.
In this blog, we’ll guide you on actionable steps in handling an unresponsive property manager, explore legal options, and help you decide whether it’s time to switch to a more reliable property management company in the Palm Coast.
Step 1: Try Different Communication Channels
If your property manager isn’t responding to your usual method of communication, don’t panic just yet. Sometimes, emails get buried, phone calls are missed, or texts don’t go through. Before assuming they’re deliberately ignoring you, try using different communication channels to see if you can get their attention.
Call Them Directly
A direct phone call is often the quickest way to get a response. Emails and texts can be ignored, but a ringing phone demands immediate attention. You can do it effectively by:
- Call during business hours when they’re most likely to answer.
- If they don’t pick up, leave a clear voicemail stating your concern and requesting a call back within a specific timeframe.
- Call from a different number if possible in case they’re screening calls.
- Keep track of how often you’ve tried calling and if they respond.
Warning Sign: If you’ve called multiple times over several days with no response, this is a red flag that they’re either overwhelmed, disorganized, or avoiding you.
Send a Text Message
Some people respond better to texts than emails or phone calls because they’re fast and informal. If your property manager typically texts you for updates, this might be a better way to get a quick response. Keep your message short and to the point. If they don’t reply within a reasonable time, follow up with an email or phone call.
Warning Sign: If they’re reading your messages but not responding, that’s a clear sign of neglect.
Send an Email
Emails create a written record of your attempts to contact your property manager. Having a documented paper trail will be crucial if legal action is needed later.
Step 2: Escalate the Issue Within the Property Management Company
If your direct communication fails, it’s time to take the next step: escalation. This means reaching out to someone higher up in the company who can intervene and get your concerns addressed. Here’s how you can escalate the issue effectively:
- Contact the Property Management Company Directly: If you’ve been dealing with just one property manager ignoring you, they may be overwhelmed or not handling their responsibilities properly. In that case, bypass them and go straight to the company itself.
- File a Formal Complaint Within the Company: If speaking to a supervisor doesn’t lead to a resolution, the next step is to file a formal complaint with the company. This puts pressure on them to take action because a documented complaint can impact their reputation and business.
- Request an In-Person Meeting with a Supervisor or Manager: Sometimes, emails and phone calls aren’t enough to get action. If the company has a local office in Palm Coast, requesting a face-to-face meeting or in-person visit can put additional pressure on them to address your concerns.
Step 3: Review Your Lease Agreement and Consider Legal Action
If your property manager ignores you, they may violate their contractual obligations. Here’s how to determine whether you have a case and what steps to take next:
Check Your Property Management Agreement
Your contract with the property management company is the legal foundation for their responsibilities. Reviewing this document will help determine whether your property manager breached the agreement.
- Communication requirements – Does the contract specify response times for calls, emails, or maintenance requests?
- Property maintenance obligations – Are they required to handle repairs within a specific timeframe?
- Tenant management responsibilities – Are they failing to collect rent, handle lease violations, or respond to tenant complaints?
- Grounds for termination – Does your contract allow you to terminate the agreement of a negligent or unresponsive property manager?
Document Everything
If you decide to take legal action or file a complaint, you’ll need proof of the property manager’s negligence. Keeping detailed records is essential.
- Communication attempts – Save emails, text messages, and call logs showing unanswered requests.
- Maintenance issues – Take photos/videos of unresolved repairs and document tenant complaints.
- Financial losses – If their negligence has caused vacancies, unpaid rent, or repair costs, record these losses.
- Response delays – Keep track of how long they respond to maintenance or tenant concerns.
Consult a Real Estate Attorney and Know Your Legal Options
If you’ve documented violations and your property manager still ignores you, it’s time to seek legal advice. A real estate attorney can help you determine the best course of action.
Step 4: Seek Outside Assistance
If your property manager continues to ignore you despite multiple communication attempts and escalation within the company, it’s time to bring in outside help. Ignoring a landlord is not just bad business—it can have legal and financial consequences. Here are the key external resources you can turn to for guidance and intervention.
Contact Local Real Estate Associations
These organizations establish industry standards and offer professional oversight, making them a good first step for advice and possible intervention. They offer guidance on best practices and your legal rights as a property owner and provide referrals to a reputable new property manager if you decide to switch.
Also, if your property manager is a member, they may have a code of conduct or ethical standards that the manager must follow. Here’s how to reach them:
- Search for real estate associations in Palm Coast, FL. Some examples include the Florida Association of Realtors and local property management groups.
- Visit their website or call their office to inquire about complaint procedures and landlord resources.
- Ask if they offer mediation services or can help you understand your options.
File a Complaint with the National Association of Residential Property Managers (NARPM)
The National Association of Residential Property Managers (NARPM) is a national organization that sets ethical and professional standards for property managers. If your current property manager is a member, you may be able to file a formal complaint against them.
- Visit NARPM’s website and use their 'Find a Property Manager' tool to check if your property manager is a member.
- If they are, navigate to the complaints section and follow the steps to submit a formal complaint.
- Provide as much documentation as possible, including email records, lease agreements, and details of unaddressed maintenance requests.
Reach Out to the Local Housing Authority
If your property manager’s negligence has led to serious property issues—such as delayed repairs, unsafe living conditions, or legal violations—you may need to contact the local housing authority. They investigate whether the property management company is violating any housing laws or regulations in Palm Coast.
If tenants are affected, they may step in to ensure compliance with habitability standards. They can also provide further guidance on the next steps, including whether legal action is necessary. Here's how you can contact them:
- Search for Palm Coast’s local housing authority office or visit the Florida Department of Housing and Urban Development (HUD) website.
- Call or visit their office and explain your situation.
- Ask if they provide mediation services or can inspect the property to assess compliance with housing regulations.
Consult a Tenant Union (If Tenants Are Also Affected)
If your property manager’s negligence affects both you and your tenants, a tenant union could be an effective way to demand action. These organizations advocate for tenant rights and can pressure bad property managers collectively.
Make the Switch to a Reliable Property Management Company Today!
If your current property manager refuses to communicate or handle responsibilities properly, it’s time to move on. A reliable property management company will protect your investment and make the transition process seamless. Choosing the right team can save you time, money, and stress in the long run.
When selecting a new property management company, look for one that prioritizes:
- Responsiveness – A company that promptly answers calls, emails, and maintenance requests.
- Transparency – Clear contracts, honest pricing, and regular updates on your rental property.
- Proactive Property Maintenance – A structured system for handling repair requests before they become major issues.
- Proven Track Record – A reputable company with years of experience managing properties efficiently.
At Everest Property Management, we provide expert property management services in Palm Coast, ensuring that landlords get the professional support they need. From handling tenant concerns to maintaining your property, we make ownership hassle-free. Ready to work with a property management company that truly cares? Sign up for a FREE Rental Analysis today and take the stress out of rental ownership!
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As a top producing Realtor and Property Manager; Terry specializes in sales, extensive construction homes, rentals, REO’s, short sales, and all aspects of Real Estate. After graduating the University of Michigan with a master in MBA, Terry continued his endeavor and now has over 15+ years of experience in the Real Estate world. If there is anything that has to do with Real Estate and sales, you can always be sure of Terry to provide important, specialized knowledge.
