What Should a Condo Management Proposal Include? A Board Comparison Checklist

If you’re a trustee sitting on two or three management proposals right now, here’s the short answer: a good one spells out fee structure, exact scope of services, financial reporting cadence, reserve and capital-planning support, vendor management process, emergency response, and termination terms — in writing, not in a sales call. If a proposal is vague on any of those, that’s the red flag, not a detail to chase down later.

Here’s what to check line by line.

Fee structure — is it flat, or does it grow with your problems?

Ask whether the quoted fee is truly flat or whether “extras” (special assessments, insurance claims, litigation support) get billed separately and how. A proposal that’s vague on this usually means change orders later. Get the full fee schedule in writing, not just the headline number.

Scope of services — what’s actually included month to month?

A proposal should name the specifics: financial statement prep and distribution, board meeting attendance, vendor sourcing and oversight, common-area inspections, violation enforcement, and owner communication. For a baseline of the services a manager normally covers, see what a condo association management company does. “Full-service management” without a services list is a marketing phrase, not a scope.

Financial reporting — how often, and how readable?

Ask for a sample monthly financial package before signing anything. Boards get burned less by bad numbers than by numbers they only see once a year and can’t act on in time.

Reserve and capital planning — do they help you fund the big-ticket items, or just manage the mail?

This is where a lot of proposals go thin. A management company should be able to walk you through your reserve-study findings and help the board plan for roof, boiler, and foundation replacement before a special assessment forces the issue. If capital planning isn’t in the proposal, ask directly how they handle it.

Vendor management — whose contractors, and how are bids handled?

Ask whether vendor bids are competitive and disclosed to the board, and whether the management company has any financial relationship with the vendors it recommends. A proposal should be upfront about this, not silent.

Emergency response — who actually answers at 2am?

Get specifics: is it a staffed line or an answering service that forwards a message? For older buildings especially, a burst pipe at midnight is the moment a management company either earns its fee or doesn’t.

Termination terms — how do you get out if it’s not working?

Check the notice period and any early-termination fees before you need them, not after.

Massachusetts-specific — does the proposal reference your association’s governing documents and M.G.L. c. 183A?

A generalist proposal that never mentions your association’s bylaws or Massachusetts condominium law is a sign it was written for anywhere, not for your board.

A short comparison checklist

• Flat fee vs. billable extras — spelled out in writing
• Full services list, not a marketing summary
• Sample monthly financial package provided
• Reserve/capital-planning support named specifically
• Vendor bid process explained, conflicts disclosed
• Emergency contact is a real staffed line
• Termination notice period and fees stated
• References from Massachusetts associations of similar size

If you want a second set of eyes on a proposal you already have — or want to see what ours looks like next to it — talk to a condo specialist. We manage 1,000+ condo units and 60+ associations across Greater Boston, and we’re happy to walk through the comparison with you directly.

Boards comparing providers north of Boston can review our Stoneham condo management services and Winchester condominium management services, then use this checklist to compare the scope proposed for their own building.

FAQ

What should I ask a condo management company before signing?

Ask about fee structure (flat vs. billable extras), full scope of services, financial reporting frequency, how they handle reserve/capital planning, vendor bid transparency, emergency response, and termination terms. Get it in writing.

How much does condo management cost in Boston?

It varies by building size, services included, and whether the fee is flat or has billable extras. See our full cost breakdown for real ranges.

What’s a red flag in a condo management proposal?

Vague scope of services, no mention of reserve/capital planning, no disclosed vendor bid process, or an emergency line that’s really an answering service.

Related reading: Reserve Studies for Massachusetts Condos · How to Switch Condo Association Management Companies in Boston