In many homeowners' associations, the same question arises sooner or later: How do I manage my separate property professionally, reliably, and with cost transparency – and how does that actually differ from HOA management?
Especially owners who rent out their condominiums or live with high workloads, little time, or at a great distance quickly reach their limits. Topics such as tenant search, re-letting, rent payments, repairs, service charge accounting, communication with tenants, or the coordination of tradespeople do not fall under the duties of the HOA management – but rather under the management of separate property.
This is where separate property management comes into play. It relieves owners and takes over all activities related to the individual apartment – per unit, per property, and clearly separated from common property.
This article explains in detail what separate property management provides, what costs are involved, what you need to look out for, what advantages it brings, and what role modern property management plays in the process.
Why separate property management is becoming increasingly importantLink to this section
With the rising number of private investors, small landlords, and buyers of condominiums, the need for professional support is also growing. Many owners hold their residential unit as an investment or part of their retirement provision but do not want to deal with the daily tasks of rental management.
Reasons for separate property management:
- increasing legal requirements for landlords
- increasing complexity of service charges, accounting, and contracts
- high coordination effort for repairs and maintenance work
- more communication with tenants, authorities, and service providers
- rising expectations of tenants regarding service and response times
Many owners do not live on-site or own several rental apartments that they want to have managed efficiently. At the same time, the HOA management remains responsible for the common property – not for the individual apartment.
This creates a clear need for professional, reliable, and transparent separate property management that relieves landlords and secures returns in the long term.
The basics: What does separate property management mean?Link to this section
To understand what separate property management includes, it is worth looking at the terms:
- Separate property: everything that belongs exclusively to the individual unit, e.g., the apartment, rooms, walls within the apartment, flooring, sanitary installations, etc.
- Common property: parts of the building that belong to everyone, e.g., roof, facade, staircase, exterior walls, elevator, utility lines.
The HOA management exclusively looks after the common property of a homeowners' association. Separate property management, on the other hand, takes over all tasks relating to the rental, use, and management of the individual apartment – also as a supplement to HOA management.
Typical activities include:
- Tenant support
- Monitoring of rent payments
- Coordination of repairs and maintenance
- Point of contact for all concerns within the apartment
- Documentation, preparation of accounts & monitoring of incoming payments
- Organization of re-letting
- Performance of apartment inspections and handovers
- Review of insurance claims
- Communication with tradespeople and service providers
In short: Separate property management takes care of everything a landlord would otherwise have to do themselves.
Why owners benefit from professional separate property managementLink to this section
Well-managed separate property management for condominiums brings numerous advantages for owners, landlords, property management, and the entire homeowners' association. The most important are:
1. Relief from time-consuming tasks
Managing an apartment is more demanding than many think. Between tenant communication, invoice verification, repair arrangements, service charge accounting, and legal documentation, numerous small activities add up that require time and expertise. Separate property management takes over these tasks completely – and the owners of the real estate have more time for work, family, or other projects.
2. Professional rental management & less stress with tenants
A large part of the daily tasks surrounding the condominium and rental management arises from communication with tenants:
- Inquiries regarding service charge accounting
- Reports of defects in the property
- Clarification of payment issues
- Arranging repair appointments
Reliable separate property management acts quickly, professionally, and in a de-escalating manner. This is, of course, an enormous advantage for tenants and landlords of the condominium.
3. Higher returns through stable rent payments
Professional management structures ensure:
- ongoing monitoring of incoming payments
- active dunning processes
- clear documentation
- minimization of rent losses
For landlords, this means: less risk, more security, and better predictability regarding the condominium.
4. Smooth coordination of repairs
Whether it's a dripping faucet, a defective roller shutter, or problems with the electronics – the separate property management takes over the entire coordination. This includes:
- Selection of tradespeople
- Scheduling with tenants
- Verification of the invoice
- Quality control of the work
This ensures that the building, property, and apartment remain in good condition – which in turn supports value development.
5. Support with re-letting & tenant search
A professional tenant search includes:
- Creation of exposés
- Online marketing
- Viewing appointments
- Credit checks
- Preparation of the lease agreement
This helps owners find suitable tenants faster – and minimizes vacancy periods.
6. Transparency, legal certainty, and professional communication
Separate property management is familiar with legal requirements, tenancy law, documentation obligations, and deadlines. This reduces the risk of errors, conflicts, and unnecessary costs.
Prerequisites for commissioning separate property managementLink to this section
Before management can take over your apartment, several requirements must be met.
1. Clear clarification of the assignment
At the beginning, it is determined:
- Which activities will be taken over?
- What special requirements exist?
- What service levels are desired?
- Are there any special features in the apartment or the building?
The clearer the demarcation, the smoother the cooperation.
2. Demarcation from HOA management
HOA management exclusively takes care of:
- Common property
- Building insurance
- Homeowners' meetings
- Annual HOA accounting
- Maintenance reserves
- Measures for the overall property
Separate property management supplements these services but does not replace them.
3. Handover of relevant documents
This includes:
- Lease agreement
- Tenant contact details
- Keys
- Invoice and contract documents
- Handover protocols
- Information about special features of the separate property
This ensures that the management can start fully and correctly.
Separate property management: The process – Step by stepLink to this section
How does the commissioning work in practice? Here is a typical structure:
1. Initial consultation & clarification of requirements
We clarify together:
- what goal you are pursuing
- which services you require
- what the current condition of the apartment is
- whether any special features exist
2. Quotation & contract conclusion
You will receive a transparent offer with:
- Prices
- Scope of services
- Management costs
- Additional services
After signing, the operational management begins.
3. Takeover & setup of management
We take over:
- Communication with tenants
- Setup of accounting
- Takeover of existing documents
- Review of all documents
4. Ongoing support
Daily activities include:
- Receiving tenant concerns
- Handling repairs
- Monitoring rent payments
- Communication with tradespeople
- Organization of work in the apartment
- Preparation of the annual service charge accounting within the deadline
- legally compliant documentation
5. Re-letting (optional)
When the apartment becomes vacant:
- professional tenant search
- Credit check
- Apartment handover & inspection
- Preparation of the lease agreement
6. Regular information & transparency
Owners receive regular updates – fully digital, clearly arranged, and accessible at any time.
Costs of separate property managementLink to this section
The costs depend on the scope, property size, and effort. Typical models:
- monthly flat rate per unit
- additional fees for re-letting
- transparent billing of tradesmen's services
- optional service packages
Compared to the potential risks (payment delays, vacancy, tenant problems, poor maintenance), management costs are usually low.
Checklist for owners: When is separate property management worth it?Link to this section
A "yes" to several points clearly speaks in favor:
- You live far away from the property
- You have little time for repairs, tenant communication, and management
- You want to reduce rent losses
- You want to secure or increase returns
- You want to avoid vacancies
- You value professional communication
- You want to delegate stress, administrative work, and uncertainties
FAQ: Frequently asked questions about separate property managementLink to this section
What is the difference between HOA management and separate property management?
HOA management only looks after the common property of a homeowners' association. Separate property management additionally takes care of everything surrounding the individual apartment – rental, tenant communication, repairs, service charges, payments, and inspections.
For whom is separate property management worth it?
For landlords, capital investors, busy individuals, and owners who do not live near the property. Also useful for multiple units in the same building.
Prices vary depending on the region and scope of services. Usually, a monthly amount per unit is charged, with additional costs for re-letting if applicable.
Is the property management allowed to terminate my tenants?
Only after prior coordination and with power of attorney. Legal requirements are strictly adhered to.
Are repairs to separate property included?
The coordination is – the costs for the repairs are still borne by the owner, unless it concerns damage to the common property.
Conclusion: Separate property management creates relief, security, and valueLink to this section
Managing a single apartment is more demanding than it seems at first glance. Professional separate property management relieves landlords, increases returns, offers legal security, and ensures satisfied tenants. It optimally complements HOA management and ensures that both common property and separate property are professionally cared for.
Do you know Ralph yet?
If you are looking for property management that not only manages common property but also reliably takes care of your separate property, you should get to know us. We combine modern real estate management systems with personal support, clear processes, and fast communication – for owners who value service, transparency, and efficiency.
Whether it's separate property management, re-letting, ongoing support for your tenants, or professional coordination of repairs: We support you comprehensively, reliably, and with genuine experience.
