Updated August 2026 | Authored by Scott Engle, Broker DRE #01332676 | Realty Management Group | Serving San Diego County Since 2005
Last verified against primary sources: August 31, 2026. Every legal claim below links to the governing statute or regulation. See Sources and Verification.
What are the most important questions to ask a property manager? The ones you can verify without taking anyone's word for it. The license number, where your rent is held between collection and disbursement, the full fee schedule in writing, and what it costs to leave.
Does a California property manager need a license? A third party company managing for a fee does, under B&P 10130 and 10131(b), which names collecting rents as a licensed act.
Where is my rent allowed to sit? One of three places within three business days under 10 CCR 2832(a): your hands, a neutral escrow depository, or a trust account in the broker's name as trustee. A general business account is not one of them.
What is the single most useful question? Question 9. Ask for the full fee schedule in writing, including every fee that is not the monthly fee. The monthly percentage is rarely where the money is.
How long should this take? An hour on the phone and fifteen minutes on the DRE website. The verification steps in this guide do not require the manager's cooperation.
Every guide to choosing a property manager is written by a property manager, including this one. That is a reason to be sceptical of all of them, and it is the problem this page is built to solve.
So each of the eighteen questions below carries four things: what a strong answer sounds like, the answer that should end the interview, how to check it yourself without asking anyone, and the statute or regulation behind it. If a question cannot be independently verified, it is marked as a judgment call rather than dressed up as a test.
What This Guide Covers
- How to Use This Guide, Including Against Us
- Four Terms You Need Before the Interview
- Questions 1 to 4: License and Legal Standing
- Questions 5 to 8: Where Your Money Sits
- Questions 9 to 12: The Agreement and What It Costs
- Questions 13 to 15: Compliance With 2026 Law
- Questions 16 to 18: Performance and Getting Out
- The Eighteen Questions at a Glance
- Frequently Asked Questions
- Sources and Verification
How to Use This Guide, Including Against Us
Run all eighteen on every company you interview, and run them on Realty Management Group. Our broker license is DRE #01332676 and our corporation license is DRE #02075336. Both are searchable on the Department of Real Estate public license lookup without contacting us.
A vetting guide that cannot survive being applied to its own author is a brochure. Where a question favors how we happen to work, that is said plainly rather than hidden inside a neutral-sounding standard.
Some questions test law; others test business judgment. Questions involving licensing, trust fund handling and current landlord tenant compliance have answers grounded in statutes, regulations or public records. Questions involving fees, maintenance practices, staffing, performance and contract terms are primarily business model judgments. Each question below identifies which kind of test it is.
Do the verification before the second call. Every "check it yourself" step below can be done without the company's help, which means you can walk into the second conversation already knowing which answers were accurate.
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Four Terms You Need Before the Interview
Trust account. An account in the broker's name as trustee, holding money that belongs to someone else. Under 10 CCR 2832(a), funds accepted on behalf of another must reach one of only three destinations within three business days: the owner's hands, a neutral escrow depository, or a trust account in the broker's name as trustee. A general business account is not one of the three.
Commingling. Mixing trust funds with the broker's own money, prohibited by 10 CCR 2835 and Business and Professions Code section 10176(e). It is one of the violations the Department of Real Estate publishes as most common in its enforcement work.
Separate record per beneficiary. Required by 10 CCR 2831.1. The broker must keep a record for each beneficiary or property showing all trust funds received and disbursed for that owner, not only a single combined ledger for the whole trust account.
Maintenance markup. An amount added by the manager to a vendor's invoice before it reaches the owner, commonly expressed as a percentage. It is not prohibited, and it is not always disclosed. The question that matters is whether the owner sees the vendor's original invoice.
Questions 1 to 4: License and Legal Standing
Start here because it is the fastest to verify and the hardest to talk around.
Business and Professions Code section 10130 makes it unlawful to engage in the business of a real estate broker without a license. Section 10131(b) lists the property management acts by name: leasing, renting, offering or placing for rent, soliciting listings or prospective tenants, negotiating leases, and collecting rents, for another for compensation. Section 10132 defines a salesperson as a natural person employed by a licensed broker to do those acts, so a salesperson license alone does not support running the business.
The qualification that makes this claim precise. Section 10131.01 carves out a resident manager of an apartment building, complex or court and their employees, along with hotel and motel managers and others. So "you do not need a license to manage property" is not universally wrong. It is wrong for a third party company managing for a fee, which is what you are hiring.
1. What is your broker license number, and whose name is on it?
Type: statutory. B&P 10130 and 10132, verifiable on the DRE public record.
Strong answer: the number, immediately, plus the individual broker's name, without having to look it up.
Ends the interview: hesitation, "our broker handles that," or a salesperson number offered as though it were a broker number.
Check it yourself: search the number on the DRE public license lookup. Confirm the license type reads BROKER, the status reads LICENSED, and the main office address matches the address on the company's website.
2. Is the company itself licensed, or only an individual inside it?
Type: statutory. B&P 10130, verifiable on the DRE public record.
Strong answer: both, with two numbers, and the individual named as an officer of the corporation.
Ends the interview: only a personal license, where the entity signing your agreement is unlicensed.
Check it yourself: the DRE record for a broker lists affiliated licensed corporations by number. The corporation you are contracting with should appear there.
3. Has the broker or the corporation ever had disciplinary action?
Type: public record. Verifiable on the DRE public record without the company's help.
Strong answer: a direct no, or a direct yes with the facts and the outcome. A candid yes is not automatically disqualifying.
Ends the interview: a no that the public record contradicts.
Check it yourself: the comment field on the DRE record shows disciplinary action or states there is none. The DRE disciplinary action key explains the codes.
4. Who will actually be handling my property day to day, and are they licensed?
Type: statutory. B&P 10132, partly verifiable on the DRE public record.
Strong answer: a named person, their role, and a clear statement of which acts they perform under the broker's supervision.
Ends the interview: nobody can tell you who it will be.
Check it yourself: the broker's DRE record lists affiliated salespersons and broker associates by name, so a named person should appear there or be an unlicensed employee doing unlicensed work.
Questions 5 to 8: Where Your Money Sits
This is the part of the interview a weak operator cannot bluff, because the rules are written down and specific. It is also the part almost nobody asks about.
The Department of Real Estate publishes its most common enforcement violations, and that list is led by commingling, failure to reconcile, and inadequate per beneficiary records. Questions 5 through 8 are those three items turned into questions.
| Regulation | What it requires | Tested by |
|---|---|---|
| 10 CCR 2832(a) | Funds accepted on behalf of another must reach one of three destinations within three business days: the owner's hands, a neutral escrow depository, or a trust account in the broker's name as trustee. | Questions 5 and 6 |
| 10 CCR 2831 | A record of all trust funds received and disbursed. | Question 7 |
| 10 CCR 2831.1 | A separate record for each beneficiary or property. DRE form RE 4525 is optional, the separate record is not. | Question 7 |
| 10 CCR 2831.2 | Reconciliation at least monthly in any month with activity, plus a record of the reconciliation identifying the account, the date and the liabilities owed to each beneficiary. | Question 8 |
| 10 CCR 2834 | Withdrawals limited to the broker, a designated officer, a salesperson authorized in writing, or an unlicensed employee covered by a fidelity bond at least equal to the maximum accessible trust funds. | Follow up to Question 8 |
| 10 CCR 2835 and B&P 10176(e) | Commingling trust funds with the broker's own money is prohibited. | Question 5 |
Source: title 10 of the California Code of Regulations, article 15, sections 2830 to 2836, and the California Business and Professions Code, read against the regulation text on August 31, 2026.
5. Where is my rent held between collection and disbursement?
Type: regulatory. 10 CCR 2832(a) names the permitted destinations.
Strong answer: "a trust account in the broker's name as trustee," named as such, without prompting.
Ends the interview: "our business account," "our operating account," or vagueness about the distinction.
Authority: 10 CCR 2832(a) gives three destinations and a general business account is not one of them. B&P 10145 sits behind it, and DRE publishes its own guidance on opening one.
6. How long after a tenant pays does the money reach the trust account?
Type: regulatory. 10 CCR 2832(a) sets the three business day limit.
Strong answer: three business days or sooner, stated as a rule rather than as an aspiration.
Ends the interview: "when we get to it," or a number longer than three business days offered without concern.
Authority: 10 CCR 2832(a) sets three business days. This is a question with a right answer, and the right answer is a number.
7. Do you keep a separate record for my property, and can I see it?
Type: regulatory as to the record, service policy as to your access. 10 CCR 2831.1 requires the separate record; whether you can see it in a portal or only on request is the company's choice.
Strong answer: yes, per property and per owner, visible in the owner portal or on request.
Ends the interview: one combined ledger for the whole trust account, described as sufficient.
Authority: 10 CCR 2831 requires a record of all trust funds received and disbursed, and 2831.1 requires a separate record for each beneficiary or property.
8. How often do you reconcile the trust account, and who signs off?
Type: regulatory. 10 CCR 2831.2 sets the monthly reconciliation and the record of it.
Strong answer: monthly in any month with activity, with a named person responsible and a record kept of the reconciliation itself.
Ends the interview: "annually," "at tax time," or an answer that treats the bank statement as the reconciliation.
Authority: 10 CCR 2831.2 requires reconciliation at least monthly in any month with activity, and a record of it identifying the account, the date, and the liabilities owed to each beneficiary. Withdrawals are separately restricted by 10 CCR 2834, and commingling is prohibited by 10 CCR 2835 and B&P 10176(e). Our out of state landlord guide sets this framework out in full, because owners at a distance carry the most exposure to it.
Ask us these four right now. (619) 456-0000.
Trust account in the broker's name as trustee?
Funds in within three business days?
A separate record for your property?
Reconciled monthly in any month with activity?
There I only one RIGHT answer for each question.
(619) 456-0000, or send the questions in writing.
Questions 9 to 12: The Agreement and What It Costs
These are business model questions, not legal ones. There is no statute behind them, and companies differ legitimately. What should not differ is whether the answers are given in writing before you sign.
9. Send me your full fee schedule, including every fee that is not the monthly fee.
Type: business model. No statutory standard. The test is whether it arrives in writing.
Strong answer: a written schedule, unprompted, covering leasing, renewal, setup, inspection, vacancy, maintenance coordination, eviction coordination, and any monthly minimum.
Ends the interview: only the monthly percentage, or "it depends" without a document.
Check it yourself: compute total annual cost at your actual rent, not the headline rate. A percentage model with a stated monthly minimum behaves like a flat fee at low rents, and the minimum is the term most often omitted. Our flat fee versus percentage comparison works the crossover through at each rent level.
10. Do you mark up maintenance invoices, and will I see the vendor's original invoice?
Type: business model. Markups are not prohibited. The test is disclosure.
Strong answer: a direct yes or no on the markup, and a yes on seeing the original invoice either way.
Ends the interview: a markup that only surfaces when you ask, or a refusal to show original invoices.
Check it yourself: after the first repair, compare the invoice in your statement against the vendor's own paperwork. A manager confident in the arrangement will supply both.
11. Do you or any affiliate own the maintenance company you use?
Type: business model. Affiliate ownership is lawful. The test is disclosure and your right to go elsewhere.
Strong answer: disclosed without being asked, with the ownership named and your right to use your own vendor stated.
Ends the interview: an affiliate relationship you discover later, or a contractual requirement to use it.
Judgment call, not a rule: in house maintenance is a legitimate model and often a faster one. What matters is disclosure and whether you keep the option to go elsewhere.
12. What is the notice period to terminate, and what does it cost me to leave?
Type: contract terms. Read the clause, not the summary of it.
Strong answer: a stated notice period and a stated cost, both pointed to by clause number in the agreement in front of you.
Ends the interview: a termination fee that is not in the document, or an agreement that renews automatically with no exit window.
Check it yourself: read the termination clause and the renewal clause together before you sign, and ask what happens to a tenant placed by them if you leave mid tenancy. Our guide to switching managers covers the handover in detail.
Questions 13 to 15: Compliance With 2026 Law
You are not testing legal knowledge for its own sake. You are testing whether the person about to serve notices on your behalf knows the current figures, because a notice built on last year's number is void on its face and you cannot fix it after service.
13. What is the maximum lawful rent increase on my property right now, and how did you get there?
Type: statutory. Civil Code 1947.12 and the published BLS index.
Strong answer: 8.2% for a covered property, for August 1, 2026 through July 31, 2027, described as 5% plus 3.2% CPI, with a note that it resets every August 1 and that an exempt property is not bound by it at all.
Ends the interview: 8.8% or 3.8%, which are last year's figures. Or "two increases of 4.1% each," which compounds past the cap.
Authority: Civil Code 1947.12, with the BLS San Diego-Carlsbad CPI. Subdivision (a)(1) measures the ceiling against the lowest gross rental rate in the prior 12 months, which is why two 4.1% increments breach it. Our rent cap guide shows the arithmetic.
14. Which local ordinance applies at my address, and when did you last check it?
Type: statutory and local ordinance. SDMC 98.0701, CVMC 9.65, IBMC 9.90, or a dated review finding none.
Strong answer: the ordinance by name and section, or a dated statement that a review of the applicable municipal code found none, plus the point that jurisdiction is decided by the parcel rather than the mailing address.
Ends the interview: "there is no rent control in San Diego," or naming Imperial Beach as a day one just cause jurisdiction. IBMC 9.90.050(A) keeps the state 12 month threshold.
The map: the City of San Diego, including Mission Valley, is under SDMC 98.0701 through 98.0709, with just cause from day one and notice to the San Diego Housing Commission. Chula Vista is under CVMC 9.65, also day one. Imperial Beach has IBMC 9.90 with extra requirements and the state threshold. As of our August 2026 review of the applicable municipal codes we found no separate local ordinance in El Cajon, La Mesa, Santee, Lemon Grove, Poway, National City, Escondido or Oceanside. Spring Valley and Lakeside are unincorporated, with no city government and no city municipal code, so local regulation there would come from San Diego County rather than a municipality. The full breakdown is in our city by city ordinance guide.
15. Walk me through your move out photo process and your deposit timeline.
Type: statutory. AB 2801 and Civil Code 1950.5.
Strong answer: two AB 2801 dates kept apart. Since April 1, 2025, move out photos immediately after vacancy and before cleaning or repair, plus post repair photos where a deduction is claimed, on all tenancies regardless of start date. Since July 1, 2025, move in photos as well, but only for tenancies beginning on or after that date. Deposit returned within 21 days with an itemized statement.
Ends the interview: the two dates collapsed into one, or "two months" quoted as the general deposit limit. Civil Code 1950.5 as amended by AB 12 sets one month for most California residential landlords.
| Photograph | Effective | Applies to |
|---|---|---|
| Move out, taken immediately after the tenancy ends and before any cleaning or repair | April 1, 2025 | All tenancies, regardless of when they started |
| Post repair or post cleaning, where a deduction is claimed | April 1, 2025 | All tenancies, regardless of when they started |
| Move in | July 1, 2025 | Only tenancies beginning on or after that date |
Source: AB 2801 bill text and Civil Code 1950.5, read August 31, 2026. Collapsing these into a single date is the most common error in published summaries, and it produces the wrong answer on move in photographs.
Check it yourself: ask to see a redacted deposit disposition from a real move out. Our deposit guide sets out what one should contain, and the wider 2026 changes are in our rental law summary.
Questions 16 to 18: Performance and Getting Out
16. What is your average days to lease, measured how, over what period, across how many leases?
Type: business judgment, with a measurement standard. There is no statutory definition of days to lease, which is why the basis has to be stated.
Strong answer: a number with all three qualifiers attached. Whether it runs from vacancy or from listing changes the figure substantially, because only the first includes the make ready period.
Ends the interview: a bare number with no measurement basis, no window and no count.
Context: published national benchmarks span two different measures, roughly 30 days on a list to lease basis and roughly 41 days as total days vacant, and both are apartment measures rather than San Diego single family. A company figure quoted without its basis cannot be compared to either. RMG's own figure is 13 days across more than 40 San Diego County leases signed in the trailing 24 months ending August 2026, measured from vacancy date to signed lease date, which makes it comparable in kind to the 41 day measure and not to the 30 day one.
17. How many units do you manage, and how many does my assigned manager handle?
Type: business judgment. No published caseload standard worth quoting.
Strong answer: both numbers, given plainly. The second one is the one that affects you.
Ends the interview: a portfolio number offered as an answer to the per manager question.
Judgment call: there is no published caseload standard worth quoting, and a high number with strong systems can outperform a low one without them. Ask the number, then ask what happens when your assigned manager is on holiday.
18. If I leave, what do I get back and in what format?
Type: contract terms, with a compliance consequence. The AB 2801 photographs have to be usable by whoever comes next.
Strong answer: the lease and every addendum, the tenant ledger, the deposit and its accounting, all move in and move out photographs, open and closed work orders, the rent increase history with copies of the notices served, tenant contact details, keys and access devices, and warranty documents, in a stated format and on a stated timeline.
Ends the interview: "we will send what we have," or a deposit that cannot be traced to a specific account.
Why the format matters: the AB 2801 photographs are only useful to your next manager if they are dated and organized by unit. A folder of undated images is a compliance record that will not do the job it exists to do.
The Eighteen Questions at a Glance
| # | Question | Answer that ends the interview | Authority |
|---|---|---|---|
| 1 | Broker license number and name | A salesperson number offered as a broker number | B&P 10130, 10132 |
| 2 | Is the company itself licensed | Unlicensed entity signing the agreement | B&P 10130 |
| 3 | Disciplinary history | A denial the public record contradicts | DRE license lookup |
| 4 | Who handles the property day to day | Nobody can tell you who it will be | B&P 10132 |
| 5 | Where rent is held | "Our business account" | 10 CCR 2832(a) |
| 6 | Time from payment to trust account | Longer than three business days, offered casually | 10 CCR 2832(a) |
| 7 | Separate record per property | One combined ledger, described as sufficient | 10 CCR 2831, 2831.1 |
| 8 | Reconciliation frequency | "Annually" or "at tax time" | 10 CCR 2831.2 |
| 9 | Full written fee schedule | Only the monthly percentage | Business model |
| 10 | Maintenance markup and original invoices | Refusal to show the vendor invoice | Business model |
| 11 | Affiliate ownership of the vendor | Undisclosed, or mandatory use | Business model |
| 12 | Termination notice and cost | A fee that is not in the document | Contract terms |
| 13 | Current maximum rent increase | 8.8%, 3.8%, or "two increases of 4.1%" | Civ. Code 1947.12 |
| 14 | Local ordinance at your address | "No rent control in San Diego," or Imperial Beach as day one | SDMC 98.0701, CVMC 9.65, IBMC 9.90 |
| 15 | Move out photos and deposit timeline | One AB 2801 date, or "two months" deposit | AB 2801; Civ. Code 1950.5 |
| 16 | Days to lease, with basis and count | A bare number with no measurement basis | Judgment |
| 17 | Units per assigned manager | Portfolio total given instead | Judgment |
| 18 | What you get back on exit | "We will send what we have" | Contract terms |
Source: California Business and Professions Code, title 10 of the California Code of Regulations, California Civil Code, and the municipal codes named, each read against primary source on August 31, 2026. Items marked business model, contract terms or judgment have no statutory standard behind them and are stated as such.
Bottom line: the licensing, trust fund and compliance questions are measured against statutes, regulations and public records. The fee, maintenance, staffing, performance and contract questions are measured against what the company will put in writing before you sign.
Frequently Asked Questions
Does a property manager in California need a real estate license?
A third party company managing residential property for another person for compensation does. Business and Professions Code section 10130 makes it unlawful to engage in the business of a real estate broker without a license, and section 10131(b) lists the property management acts by name, including leasing, renting, offering or placing for rent, soliciting listings or prospective tenants, negotiating leases, and collecting rents, when done for another for compensation. Section 10131.01 carves out a resident manager of an apartment building, complex or court and their employees, along with hotel and motel managers. So the statement that you do not need a license to manage property is not universally wrong. It is wrong for a third party company managing for a fee.
How do I check a San Diego property manager's license myself?
Use the California Department of Real Estate public license lookup. Search the broker name or the license identification number. The record returns the license type, the name on it, the license status, the issue dates, the main office address, any affiliated licensed corporations, and a comment field that shows disciplinary action or states that there is none. Check the address on the DRE record against the address on the company's website, because a mismatch is worth asking about before anything else.
Where is a California property manager allowed to hold my rent?
Title 10 of the California Code of Regulations section 2832(a) gives three destinations for funds accepted on behalf of another, and the funds must reach one of them within three business days: the hands of the owner, a neutral escrow depository, or a trust account maintained in the broker's name as trustee. A general business account is not one of the three. For ongoing management the trust account is the applicable route, which is why the answer to hear is the trust account and not our operating account.
What trust fund records is a broker required to keep?
Title 10 section 2831 requires a record of all trust funds received and disbursed. Section 2831.1 requires a separate record for each beneficiary or property, so a single combined ledger for the whole account is not sufficient. Section 2831.2 requires reconciliation at least monthly in any month with activity, and requires a record of that reconciliation identifying the account, the date, and the liabilities owed to each beneficiary. Business and Professions Code section 10145 sits behind all of it.
What is the maximum rent increase in San Diego County right now?
For a property covered by AB 1482, the maximum allowable increase in San Diego County is 8.2% for the period August 1, 2026 through July 31, 2027. That is 5% plus 3.2% CPI, using the BLS San Diego-Carlsbad twelve month change ending March 2026. Civil Code 1947.12(g)(1)(A)(iii) names that index for San Diego County and 1947.12(g)(3)(B)(ii) directs the March to March measure where no April amount is published, which is the case here because BLS publishes San Diego-Carlsbad only on odd numbered months. The figure resets every August 1.
Can a property manager take two rent increases in a year?
Yes, within limits. Civil Code 1947.12(a)(2) permits up to two increases in a twelve month period for a continuing tenant, provided the total increase over that period does not exceed the applicable cap. The two increments must split the cap rather than each carry it, because 1947.12(a)(1) measures the ceiling against the lowest gross rental rate charged at any time in the 12 months before the effective date. Two increments of 4.1% on a $1,000 rent compound to $1,083.68 and breach the $1,082 ceiling.
Which San Diego County cities have their own tenant protection ordinances?
The City of San Diego under SDMC 98.0701 through 98.0709 and Chula Vista under CVMC Chapter 9.65 both impose just cause from day one rather than after 12 months. Imperial Beach adopted IBMC Chapter 9.90 effective March 22, 2025, and although it is frequently listed as a day one jurisdiction, section 9.90.050(A) keeps the state 12 month threshold. As of our August 2026 review of the applicable municipal codes, we found no separate local residential tenant protection ordinance in El Cajon, La Mesa, Santee, Lemon Grove, Poway, National City, Escondido, Oceanside, Carlsbad, Encinitas, San Marcos or Vista.
How much security deposit can a manager collect in California?
One month of rent for most California residential landlords under AB 12, effective July 1, 2024, furnished or unfurnished, under Civil Code 1950.5. A limited exception permits up to two months for a natural person owner of no more than two residential properties totaling four or fewer units. Military tenants are limited to one month. Deposits must be returned within 21 days of move out with an itemized statement. A manager who quotes two months as the general rule is quoting pre AB 12 law.
What should a days to lease figure include to be meaningful?
Three things: what it measures, over what period, and across how many leases. A figure measured from vacancy to signed lease includes the make ready period. A figure measured from listing to lease excludes it, and will look faster for the same performance. Published national benchmarks span both measures, roughly 30 days on a list to lease basis and roughly 41 days on a total days vacant basis, so a company figure quoted without its measurement basis cannot be compared to either.
Should I be worried if the manager owns the maintenance company?
Not automatically, but it changes what you are buying and it should be disclosed without being asked. Where the manager or an affiliate owns the vendor, the manager is on both sides of every repair decision, setting the scope and the price. That is workable with open books, meaning you see the original invoice and can use your own vendor. It is not workable where the arrangement is undisclosed or where you are contractually required to use the affiliate.
What should I get back if I terminate a property management agreement?
At minimum: the signed lease and every addendum, the tenant ledger showing all payments, the security deposit itself with its accounting, all move in and move out photographs, open and closed work orders, the rent increase history with copies of the notices served, tenant contact details, keys and access devices, and any warranty documents. Ask for the format as well as the list, because a set of unsearchable image files is a different thing from an exportable ledger.
Is a flat fee always cheaper than a percentage fee?
No. A flat fee and a percentage fee cross over at a rent level, and below that level the percentage can be cheaper. A percentage model with a stated monthly minimum also behaves like a flat fee at low rents, which is the term most often left out of a comparison. Compare the total annual cost at your actual rent, including leasing, renewal and markup charges, rather than comparing the headline number.
Sources and Verification
Every leg
