A clear approval matrix gives a property manager enough authority to operate while protecting the owner from unexpected commitments and unclear spending.
List decisions by category
Include repairs, vendor selection, refunds, tenant concessions, purchases, emergency work, lease changes and access permissions.
Set spending thresholds
Small routine expenses may be pre-approved while larger work requires written authorization. The threshold should reflect the property and the owner’s risk tolerance.
Create an emergency exception
Some urgent problems cannot wait for an owner in another time zone. Define what counts as an emergency and what documentation must follow.
Review the matrix as the relationship matures
Permissions can expand when trust and performance are established or tighten when reporting and controls are weak.
General educational information only. Property, legal, tax, leasing and management decisions should be verified for the specific property and jurisdiction.
Managing or evaluating property from abroad?
Use this framework to organize the questions, records and controls you need, then explore more DLX property and ownership resources.