Owner FAQ

What type of properties do you manage?

We specialize in residential properties.

What needs to be done to my property before it is ready to rent?

The better the condition the property is in when it is leased, the better tenants you will get and the better they will take care of the property.  Usually, if a property is well maintained, the only thing that needs to be done is a thorough cleaning. Of course, any defective windows, screens, appliances or mechanicals must be repaired, and any exterior maintenance and yard care done. In other words, you turn over the property to the tenant in the same condition as you want them to keep it while occupying and when they move out.

What do you do to qualify a tenant after they have applied to rent?

We process all applications in-house. We don't use a third party. Our Property Management Software has a screening service that thoroughly checks all applicants.

Credit report:  We are on-line with a nationwide credit reporting service. The credit report shows us the applicant’s attitude toward meeting their financial commitments. It also shows their monthly debt load, and their previous addresses. (Which we verify on the application)

Rent suits and Tenant evictions: The Screening service  also searches public records to determine if the tenant has ever been sued in District Court for non-payment of rent or for a Writ of Restitution (eviction), or any other Landlord issues.

Rental references: We personally talk to the present and past two landlords (If possible).  We inquire about the tenant’s past rent payment performance and conduct while renting the property.  If the applicant has listed a private landlord as their previous landlord (Not a property management company or apartment complex), we verify the owner and property through the County tax records. We also verify the owner's home address and home phone number.

Income and Employment: We verify employer's address and phone number then call to verify the applicants' length of employment and income.  Many employers will not provide more than basic employment confirmation, so we require a copy of their paycheck stub.  We also require a photocopy of their driver’s license and Social Security Card to verify their identification.  If the applicant is self-employed, we require a minimum of the past two years Federal Income Tax returns, and their P & L or verification from their accountant.

Other considerations:  All information obtained is reviewed. An applicant should be earning three to four times the monthly rent in gross income, must have a stable, verifiable source of income, good credit, and verifiable rental references from reliable unbiased sources (not relatives or friends).

Can I say no to pets, smokers and kids?

Yes, you can say "NO" to pets or smoking. However, sometimes good tenants include a family pet, and they have been known to be the best possible tenants. With good references and an additional amount of Security Deposit because of pets, sometimes it is better to take it on a "Case by Case" basis and look at the whole picture before completely excluding families with pets. You may lose as much as 75% or more of the potential market for your home by not being willing to accept pets.

If an applicant has a service animal and can provide proof of the need for a service animal, the animal is not a pet by federal law and it must be allowed, again per federal law.

The Fair Housing law states that you cannot disallow families with children.

Who holds the tenant's security deposit?

We are required by law to account for all tenant's security deposit in a separate Client Trust Account. Any deposits that we receive will be held in our Security Deposit Trust Account, which must be kept in an Oregon Banking Institution.

How do you make sure the tenant is taking good care of my property?

There are several ways we have to know this. Most important is very careful tenant selection. We do our utmost to rent to only qualified, responsible tenants. During the tenancy, we may stop by to say hello and take the occasion to enter the property. Our repair or maintenance people are instructed to report any reasons for suspicion that the tenants are not taking care of the property. Prior to renewing a lease we will make an appointment to walk through the property to check the systems. All properties receive periodic drive-bys. If the outside is not being maintained as it should, we will call the tenant and request permission to inspect the inside.

What do you do if the tenants are not taking care of my property or have unauthorized pets?

We give them an opportunity to correct the situation by sending them a letter listing the problems, and in most cases, usually they will. We will consider allowing a pet, with the owners' permission. We require a Pet Addendum and a "PET DEPOSIT" to be paid per our lease agreement. We follow up with a visit to the property. If the problem continues or the pet deposit is not made we will notify the tenant's of their lease violation, take appropriate action and give them notice to vacate.

How do you handle tenants maintenance requests?

 When we do receive a request, we contact the tenant and have them explain the problem to us. If it is something out of the ordinary, or not easily described, we may go to the property and investigate before sending a service person. We make sure it is not something we can have the tenant fix themselves (ex: reset button on the food disposal or tripped ground fault breaker) After determining that it is a legitimate problem, we will send the appropriate service person, who then reports back to us. If the repair is a MAJOR repair, we will contact the owner for permission before the repair is done.

Staying on top of maintenance and repair work is critical to preserving your property's value and developing and protecting a great tenant-landlord relationship. Delays or skimping out on necessary repairs is a recipe for lost property value and a damaged reputation.

What will I receive with my accounting statements?

Statements are online. Every owner has their own online account and you are able to access it 24/7/365.  It is uploaded each month after payments are made to the owner.  The statement will show all currant income and expenses for the accounting period and any time frame in the past.  At year-end we prepare a complete accounting statement for each property owned and the IRS tax form 1099 for your accountant.

Can you transfer the rent directly into my bank account?

We directly deposit owners proceeds into their bank account.

How do I know you won't spend money on large repairs without my approval?

Our management agreement spells that out very clearly.  Together we set the limit at the time you employ us.  Typically, any expense of $300 or more must be authorized by the owner - UNLESS IT IS AN EMERGENCY.  For normal maintenance and repairs, we take care of it without bothering you.  You will see the invoice in your owner's portal when your receive your owner statement.  If we suspect something might exceed our agreed limit, we will call or email you and discuss the options and make suggestions or recommendations.  For example, some owners will choose to repair an older broken appliance while another owner might want to go ahead and buy a new one.  We let you make those decisions based on your current situation.  Sometimes a large expense, like a water heater that needs replacing, is unavoidable.  In an emergency or those cases where the health or safety of a tenant is an issue, we will initiate the repair work and give you a courtesy call or email to let you know what is happening and what we are doing about it.

How much do you charge?

Our management fees are based on the service we provide. There are several factors, age and type of property, rental license requirements, lead paint free or requiring treatment and inspections, scheduled rents, services requested, location, condition of the property, etc.  Is the property currently tenant occupied with a good, or a problem tenant?   Our management fees are fair and competitive based on the gross collected rent each month.  The Leasing Fee is a percentage (%) of the rent. We can give you a firm price for leasing and managing once we know more about your property.

What is NARPM?

The National Association of Residential Property Managers (NARPM®) is the nation's only professional organization for managers of small residential properties, from single-family units to small multi-unit apartment buildings.

The NARPM® Mission is to support the professional and ethical practices of rental home management through networking, education and designation.

NARPM® is an association designed for real estate professionals who know first-hand the unique problems and challenges of managing single-family and small residential properties.  NARPM® offers an effective, professional learning environment for owners of property management companies, property managers and their office staff.  There are currently over 6,000 members nationwide with members representing billions of dollars in residential rental properties.  NARPM® was founded in 1988 for licensed real estate agents and brokers who specialize in residential property management.  NARPM® addresses those issues specific to the industry and provides a valuable opportunity for residential property managers to network and problem solve.  NARPM® offers many benefits to both owners and managers alike. Its strict regulation of its members ensures that those property managers associated with NARPM® adhere to a high standard of ethics and professionalism, as well as offer the utmost in quality service. NARPM® assists its members by providing the most up-to-date legislation and information with a strong emphasis on Education both on the National and the Local levels. NARPM® has several designation programs that require each individual or company to work diligently to reach the top of their profession. Those who strive to achieve these standards of excellence truly epitomize everything NARPM® stands for: knowledge, Professionalism, and integrity.NARPM®'s goal is to promote the highest standard of excellence, ethics, professionalism, and fair housing practices in residential property management. For more information, go to http://www.narpm.org/

What if my tenant contacts me directly?

Although this rarely happens, it has happened. If this were to happen, simply refer the tenant back to us and we will work with the tenant to address any concerns. Don't get in the middle. Both our management agreement and our lease agreements have a clause that strongly discourages communication between tenants and owners.  It could create an environment where tenants try to bypass management to reach the property owner directly.  If this occurs, no one will win but the tenant, and we will not be able to do the job you have hired us to do.  "He said, she said..." can create serious problems between owners, tenants and management, and we would not be unable to protect you if a legal issue should arise.

Why do you require that the properties by rekeyed and/or locks replaced for new tenants?

Safety of one's personal residence is a basic right to any occupant of a property. In order to insure the optimum safety of the new Tenants all locks on all exterior doors must be rekeyed or replaced the day before or the day of granting possession to the new Tenants. All exterior door locks will be keyed alike so that only one key will operate all doors.

For the reasons above, we must control who has possession of a key to the property while it is under lease and occupied by a tenant.  We provide new keys to the tenant and keep a copy in our office in a secure key safe. The sole purpose of keeping these keys is for access in an emergency and when authorization of use is obtained from a resident for access by a contractor.