How Property Managers Win Condo Management Contracts
Condo management contracts are won by convincing a volunteer board that you will make their job easier and their building better run. Licensing, reporting and a calm transition plan carry most of the weight.
How do condo boards choose a management company?
Condo boards choose a management company by comparing experience with similar buildings, the quality of the proposed manager, financial reporting, responsiveness to owners, handling of contractors and reserve fund work, fees and the transition plan. Many boards run a request for proposal. Board members are volunteers who carry legal responsibility, so they look for a manager who reduces their risk and workload.
| Factor | What they want to see |
|---|---|
| Licensing | CMRAO licence for the provider and the assigned manager |
| The assigned manager | Experience with similar buildings, time per building |
| Financial reporting | Clear monthly statements, reserve fund tracking |
| Owner communication | Response times, portal, notices |
| Maintenance and contractors | Procurement process, oversight, records |
| Transition | A dated plan for handover from the current manager |
| Fees | Clear base fee and what costs extra |
Why does CMRAO licensing matter in condo marketing?
CMRAO licensing matters because, in Ontario, any individual or business providing condominium management services needs a licence from the Condominium Management Regulatory Authority of Ontario under the Condominium Management Services Act, 2015, according to CMRAO's licensing page. Licensing classes include General and Limited licences for managers and a Condominium Management Provider licence for businesses.
Boards should check licences, and many do. State your provider licence and your managers' licence classes clearly in proposals and on your website. CMRAO also posts licensing actions publicly, so a clean record is part of your reputation.
How should managers respond to condo RFPs?
Managers should respond to condo RFPs by answering exactly what was asked, introducing the specific manager who will run the building, showing similar buildings managed, including sample financial and board reports, setting out a dated transition plan and presenting fees clearly. Boards read many proposals; the clearest one often wins.
- Read the RFP twice Answer every question in the order asked.
- Name the manager Experience, licence class and buildings currently managed.
- Show the reports Sample monthly financial statement and board package.
- Explain the transition Records, accounts, contractors, owner notices, with dates.
- Make fees comparable Base fee and every additional charge, in one table.
| Weak | Stronger |
|---|---|
| "We provide best-in-class condominium management." | "Your building would be managed by Priya, a General Licensee who manages three similar 120-unit buildings in Mississauga. Sample board package attached." |
| "Fees available upon request." | "Base monthly fee $X. Additional charges: [list]. No other fees." |
Introduce the manager, not just the company.
Boards hire the person they will work with every month.
How do property managers build relationships with condo boards?
Property managers build relationships with condo boards long before an RFP by being useful: education for board members on reserve funds, governance and procurement, presence at condominium industry events, helpful content on board responsibilities, and referrals from lawyers, engineers and auditors who work with condos. When a board looks for a new manager, it asks those advisors.
- Offer short educational sessions for directors.
- Build relationships with condo lawyers, reserve fund engineers and auditors.
- Publish clear explanations of what a manager does for a board.
- Follow up with boards that chose another manager; contracts come up again.
How do property managers keep condo contracts?
Property managers keep condo contracts with consistent, clear reporting to the board, fast and polite responses to owners, well-documented contractor management and no surprises at the annual meeting. Owner complaints reach the board quickly, so service to owners is part of contract retention.
Reporting is covered on owner reporting, owner communication on tenant and resident communication, and maintenance requests on maintenance automation.
How should condo management companies market online?
Condo management companies should market online with a website that speaks to boards: licensing, the managers, building types and sizes, sample reports, the transition process and testimonials from board presidents with permission. Search terms are low volume but high value, such as "condo management company" plus city.
SEO structure is on SEO for property managers, fees on pricing and proposals, and a condo-heavy market on Toronto.
Frequently asked questions
Do condo managers need a licence in Ontario?
Yes. Anyone providing condominium management services must be licensed by the CMRAO.
How do boards choose a property manager?
By comparing the assigned manager, reporting, responsiveness, transition plan and fees, often through an RFP.
What should a condo RFP response include?
Answers in order, the named manager, similar buildings, sample reports, a transition plan and clear fees.
How do I meet condo boards?
Through education sessions, industry events and referrals from condo lawyers, engineers and auditors.
How do I keep condo contracts?
Clear board reporting, responsive owner service and no surprises.
Should I show licence details on my website?
Yes, accurately, for the provider and managers.
How long does a board decision take?
Often months, from RFP to vote and transition.
Sources & further reading
Platform rules and local programs change. These sources let you check the facts on this page, last checked October 21, 2026.