# Owner Statement Dispute Checklist — SAMPLE AUDIT

**Status:** SAMPLE / FICTIONAL — for marketing and process demo only.  
**Property:** SAMPLE-UNIT-001 (fictional)  
**Period reviewed:** 2026-07-01 → 2026-09-30  
**Documents assumed:** Q3 owner statement + management agreement excerpts (fictional 10% mgmt fee; maintenance markup not clearly disclosed in SAMPLE pack)  
**Prepared:** 2026-11-05 (America/Los_Angeles)  
**Turnaround illustrated:** 48–72 hours async  

## Important disclaimers (read first)

- This is **not** a CPA audit, legal opinion, appraisal, or licensed property-brokerage advice.  
- We do **not** guarantee any refund, credit, or recovery of funds.  
- Items below are **questions to raise with your property manager**, with document requests. You decide what to send.  
- SAMPLE amounts are invented; fee *patterns* mirror structures discussed in public landlord forums (see `SOURCES.md`).

## Summary

| Metric | Value |
|--------|------:|
| Gross rent / income lines | $4,933.00 |
| Total fees & expenses on statement | $4,448.30 |
| Net to owner (income − fees & expenses) | $484.70 |
| Issue groups flagged for follow-up | **12** (F1–F12), covering **13** statement lines |
| Estimated **questionable / poorly documented** spend (sum of flagged amounts) | **$3,955.00** |
| Of which: clear **duplicate / stacked** candidates | **~$580** (2nd cleaning) |
| Of which: **markup / oversight** candidates vs vendor invoices | **~$255** (HVAC $77 + paint $160; toilet 10% = $18) |

> “Questionable” ≠ “fraud.” It means: ask for contract clause, vendor invoice, photos, and written explanation.

---

## Flagged items

### F1 — Maintenance oversight markup 35% on sub-$1k job
| Field | Detail |
|-------|--------|
| Date / amount | 2026-07-08 / **−$297.00** |
| Statement text | HVAC filter + thermostat reset |
| Vendor invoice (SAMPLE) | $220.00 |
| Issue | Billed amount = vendor + **35%**. Public discussions describe tiered “maintenance oversight” markups (e.g. under $1k ≈ 35%). |
| Ask PM | (1) Cite the contract section authorizing this %; (2) Provide the vendor invoice PDF; (3) Confirm whether markup is on labor only or parts+labor. |
| Docs to request | Vendor invoice; work order; before/after photos if required by agreement. |
| Public pattern source | https://www.reddit.com/r/realestateinvesting/comments/wu0jw0/property_management_maintenance_oversight_fees/ |

### F2 — 10% maintenance markup on small plumbing job
| Field | Detail |
|-------|--------|
| Date / amount | 2026-07-15 / **−$198.00** |
| Vendor invoice | $180.00 |
| Issue | **+$18 (10%)** on top of vendor. Separate public threads describe ~10% mgmt fee **plus** ~10% maintenance markup. |
| Ask PM | Is 10% markup in the signed agreement? Was owner approval required above a threshold? |
| Source | https://www.reddit.com/r/Landlord/comments/h12dh0/landlord_usut_those_with_property_managers_what/ |

### F3 — Inspection / photo fee with no invoice
| Field | Detail |
|-------|--------|
| Date / amount | 2026-07-22 / **−$75.00** |
| Issue | No invoice attached; description vague. Owners in public threads complain about inspection fees for “a few photos” on top of % management fees. |
| Ask PM | What was inspected? Deliver photos. Is this fee in the fee schedule? |
| Source (fees-on-fees context) | https://www.reddit.com/r/realestateinvesting/comments/1wczokn/selfmanaging_vs_property_manager_anyone_made_the/ |

### F4–F6 — Stacked move-out cleanings (possible duplicate)
| Field | Detail |
|-------|--------|
| Dates / amounts | 2026-08-05 **−$290**; 08-07 **−$290**; 08-09 **−$290** (3rd lacks invoice) |
| Issue | Three cleaning charges on the same unit within five days. Public TX landlord thread described multiple cleanings + other fees in one month. |
| Ask PM | Why three visits? Same vendor scope? Provide invoices and photos for each. Credit if duplicate. |
| Source | https://www.reddit.com/r/Landlord/comments/18emzr3/landlord_tx_should_i_change_my_property_manager/ |

### F7 — Lock change at $550
| Field | Detail |
|-------|--------|
| Date / amount | 2026-08-12 / **−$550.00** |
| Issue | Magnitude matches complaints in the same public TX thread; may be legitimate—**verify** market quote and whether rekey vs full hardware. |
| Ask PM | Invoice line items; photos; was owner pre-approval required? |
| Source | https://www.reddit.com/r/Landlord/comments/18emzr3/landlord_tx_should_i_change_my_property_manager/ |

### F8 — Electrical trip call — no invoice, odd vendor label
| Field | Detail |
|-------|--------|
| Date / amount | 2026-08-14 / **−$80.00** |
| Issue | No invoice; vendor field inconsistent on SAMPLE statement. |
| Ask PM | Correct vendor invoice; tech notes; whether trip was tenant-caused bill-back. |

### F9 — Second toilet repair shortly after flapper job
| Field | Detail |
|-------|--------|
| Date / amount | 2026-08-18 / **−$330.00** |
| Issue | Same fixture family as July work; check warranty / callback policy. Public thread mentioned ~$330 toilet charge. |
| Ask PM | Was July work under warranty? Same vendor? Full invoice. |
| Source (amount context) | https://www.reddit.com/r/Landlord/comments/18emzr3/landlord_tx_should_i_change_my_property_manager/ |

### F10 — Lease renewal admin fee
| Field | Detail |
|-------|--------|
| Date / amount | 2026-08-20 / **−$250.00** |
| Issue | Confirm a renewal actually occurred and fee is authorized (public “fees on fees” discussions include renewal fees). |
| Ask PM | Renewal docs; fee schedule citation. |
| Source | https://www.reddit.com/r/realestateinvesting/comments/1wczokn/selfmanaging_vs_property_manager_anyone_made_the/ |

### F11 — $300 reserve / “termination processing” hold + statement prep fee
| Field | Detail |
|-------|--------|
| Dates / amounts | 2026-09-10 **−$300.00** hold; 2026-09-15 **−$45.00** portal/statement fee |
| Issue | Public BiggerPockets threads discuss post-termination charges and reserve retention; separately, owners say checking statements takes longer than building them. |
| Ask PM | Written basis for hold; when released; itemization. Is $45 authorized? |
| Sources | https://www.biggerpockets.com/forums/52/topics/1288153-pm-unreasonable-charges-after-termination · https://www.biggerpockets.com/forums/52/topics/1318686-checking-owner-statements-takes-longer-than-building-them · https://www.biggerpockets.com/forums/92/topics/1278258-looking-for-guidance-ongoing-billing-transparency-issues-with-ppmg-rei-nation |

### F12 — Paint job 20% markup band
| Field | Detail |
|-------|--------|
| Date / amount | 2026-09-12 / **−$960.00** on $800 vendor |
| Issue | **+$160** aligns with public “~$1k–$5k → ~20% oversight” tier discussion. |
| Ask PM | Contract citation; competitive bids if agreement requires; invoice. |
| Source | https://www.reddit.com/r/realestateinvesting/comments/wu0jw0/property_management_maintenance_oversight_fees/ |

---

## Suggested priority order for your email to the PM

1. **Stacked cleanings (F4–F6)** — easiest to document as possible duplicate.  
2. **Missing invoices (F3, F8, F6 third clean, F11)** — process failure regardless of amount.  
3. **Markup % vs contract (F1, F2, F12)** — need agreement text.  
4. **Hold / renewal / lock (F7, F10, F11)** — confirm authorization and timing.

## What we did *not* do

- Did not contact your PM.  
- Did not calculate “you are owed $X.”  
- Did not advise terminating the PM or switching firms.  
- Did not provide legal or tax advice.

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*SAMPLE deliverable for Owner Statement Review — starter kit. Replace with client data only after paid engagement and written scope.*