Build an opening file from the existing records
Start with the signed lease, any amendments, move-in inventory and previous written agreements. Label each document by date and status so an old draft cannot be mistaken for the signed version. Mark missing records as missing, with the person responsible for requesting them. If you are abroad, distinguish documents you can access from originals held in Istanbul and record who holds them.
For an initial enquiry, describe the district, the existing tenancy and the work you want to delegate. Before sending identity documents, bank records or a complete tenant file, clarify what is needed, why and how it will be shared securely.
Reconcile the account at a clear handover date
Choose a cut-off date. Separate rent expected by that date, payments received and transactions that need explanation. Do not assign a payment to a month just because the amount looks right; match its reference with the records. Note partial payments or amounts covering several periods separately.
Keep deposit records separate from rental income. Record the evidence for the amount, how its current holding arrangement is documented and any unresolved discrepancy. A change of manager should not be treated as proof that the deposit has transferred or a disagreement is settled. Clarify any required payment or legal action separately with the relevant parties and adviser.
| Item | Records to compare | Follow-up if they differ |
|---|---|---|
| Rent | Period-by-period schedule and payment records | List missing or unmatched amounts separately |
| Deposit | Lease information and payment/holding evidence | Identify who must supply the explanation or record |
| Expenses | Invoice, approval and payment record | Separate paid items from outstanding ones |
| Owner transfers | Statement and transfer record | Confirm the amount and reason for anything pending |
Carry forward open repairs and key records
List problems the tenant has already reported, rather than waiting for another request. For each job, record its status, quote, approval and any payment. Replace ‘contractor will visit’ with whether the appointment is confirmed and who follows it up. Flag a job described as complete if its completion record is missing.
List keys, remotes and building access devices by quantity and current holder. Possession of a key is not an access arrangement: coordinate any visit with the tenant and address the necessary authorisation separately. Keep the dates of the original inventory and any new photographs distinct instead of silently replacing the older record.
Agree who communicates and who can decide
Name the person who answers tenant questions, obtains repair quotes and requests your approval after handover. Give each unfinished job one follow-up owner so it does not fall between the outgoing and incoming teams. If payment instructions change, verify the authority and account details through an established contact channel rather than relying on a forwarded message.
Communication responsibility and authority to act are different. Ending the previous management agreement, starting the new service and arranging any authorisations need separate attention; this checklist does none of those things. If time zones differ, agree where routine updates will appear and whom to contact about an urgent issue.
Check the first month against the opening file
Read the first statement beyond its net total. You should be able to distinguish opening items from the new period’s rent, expenses and transfers. Match deductions with their approvals and supporting records. Keep unexplained differences on the follow-up list rather than allowing them to disappear into the next month’s balance.
Finally, check whether the file works in practice: does the tenant know the right contact, can you find the latest repair update, and does each missing document have someone following it up? Date corrections and keep the updated records together. A usable file also makes a later handover easier to review.
Sources
To discuss which tasks you want to delegate while keeping your existing tenant: Istanbul rental management services
Related guides
This is not legal advice. The guides are for general information; legislation and amounts change. Consult a lawyer or a tax specialist for your own situation.