The monthly property operations close checklist

Run this checklist during the final two working days of the month and the first day of the next. Assign an owner for each section, a final reviewer, and a fixed close deadline. Give every line one of three states: complete, documented exception, or next action with an owner and date.

Leases and occupancy — reconcile occupied units with active leases, review agreements that started or ended, and confirm vacant units and readiness dates. Check renewals inside 120 days plus any lease missing a final document, payment schedule, or follow-up owner.

Collections and finance — reconcile amounts due, receipts, and allocations, then review arrears by ageing band. Find unmatched payments, expired promises, and cases without a next action. Document each difference and assign a person and deadline for correction.

Maintenance and service — review open requests outside the service target, work orders waiting for approval or invoice, and repeat faults. Confirm that work cost, asset condition, and warranty details are current. Do not close a request simply because the month ended; record the real reason and expected date.

Quality and management — inspect incomplete records, duplicates, temporary permissions, and expired documents. End with a one-page close note: three exceptions, three actions, and any decision needed from management. Keep it with the close date so the team can compare months and reconstruct decisions.