Professional Leasing and Management of single family homes, condominiums and townhouses in Hampton Roads, VA, and surrounding areas
All rent is due on the 1st of each month and is considered late if received after the 5:00pm on the 4th of the month. Late notices are sent on the 5th and stiff escalating fines are imposed on the 5th. Removal proceedings are initiated if the tenant does not make immediate arrangements for rent payment by the 11th. We feel that the collection of rent is our most important functions of managing your property.
We do not make the mortgage payments. However, if you would like, we can pay homeowner association payments, condo dues, property taxes and other relevant property service payments for you. Simply supply us with the necessary payment cards or coupons provided by your condo association or homeowners association. Payments can be deducted from your account balance automatically as required to assure timely payment.
Every transaction affecting your account balance is recorded and explained in detail. Our computerized accounting system enables you to see exactly what has transpired with your property on a monthly basis.
Copies of all work orders and receipts are kept on file throughout the year. You will have access to all records 24/7 through a private online Owner’s Portal we will setup just for you. In addition to your monthly and yearend statements, the portal also has copies of all bills, work orders, leases, etc.. Our statements are specially designed to simplify the year-end tax preparation job for you or your accountant.
Our monthly management fee is payable when the rent payment is received. It is automatically deducted from your account at the time the rent payment is posted. However, since one of our jobs is to keep your property occupied we will not deduct the monthly management fee if your property is vacant. We do charge a monthly minimum of $35 for accounting.
We want good tenants just as much as you do! We pride ourselves in the quality of tenants we are able to attract. Our extensive tenant screening and credit investigations help ensure this.
Vacancies are expensive for both of us. We make every effort to keep our vacancies to a minimum. Our aggressive marketing techniques allows your property to be presented to the largest possible market in the shortest possible time.
Applicants are required to complete a rental application and to provide credit information and references. As members of Equifax Credit we run a total credit check on all prospective tenants. In addition, all references are thoroughly checked. Even after checking credit and references each tenant is interviewed and the general “rules and expectations” are discussed in detail. Any applicant who questions the rules, or our enforcement authority, is rejected. Naturally we report any delinquencies to the bureau! This has proven to be extremely effective in stopping late rents.
Once a tenant’s application has been approved, appointments are made to approve the actual Lease agreement. We review the Lease & the accompanying Tenant Handbook thoroughly with the tenant. This gives us a chance to answer any questions and to carefully explain the tenants responsibilities as well as our company’s policies and procedures. This extra attention given to our tenants before move in greatly reduces misunderstandings and eliminates many potential problems before they arise. Education of everyone’s responsibilities is the most important part of managing tenants and avoiding problems later.
We undertake a move-in inspection with the new tenant using the property condition report. We find this helps develop a good working relationship with the new tenant and gives us one more opportunity to encourage our tenants to take pride in their home. Additionally, we make a photographic record of the property’s condition before and after each tenant.
We want good tenants just as much as you do! We pride ourselves in screening tenants to the highest degree possible, ensuring a “trouble free” leasing experience for both the tenant and landlord.
For additional protection, appropriate security deposits are always collected upon completion of a rental application by a prospective tenant. Amount of deposits are based on the monthly rental rate and the credit worthiness of the tenant. If pets are allowed, applicants are required to pay an additional pet application, if such pet is approved by the owner. For insurance and maintenance reasons, many large dogs or pets that bite are banned altogether.
All deposits are maintained in a trust checking account as required by state real estate regulations until they are either refunded to the tenant upon the successful check-out inspection or are forfeited to cover damages caused by lease violations.
Our main job is to protect your investment property. We do this in two different ways. First we make frequent drive-by inspection tours of your property. In addition, we make regular preventive maintenance inspections of the interior of the property. It is stated in the tenants lease agreement that we have the right to make routine announced inspections and tenants are told to expect them quarterly. Tenants are always notified in writing of pending property inspections. Inspections are conducted using the property condition report that was executed by the tenant upon move-in. We compare for discrepancies, missing items, and any damage. At the same time we also check a complete list of preventive maintenance items.
Inspection follow up is an important part of the process, and tenants who are doing a good job receive a letter thanking them for their time and the care taken in maintaining their home. Tenants who are doing a poor job are also notified, and then we follow up with a second inspection Twenty (20) days after the tenant has received the failure report. If the tenant has not shown good faith by providing proper maintenance or making requested repairs we will begin proceedings to correct the problem at the tenant’s expense.
Timely and competent maintenance is the key to protecting your investment. Our goal is to provide you with this important service at a reasonable price using only qualified personal.
Repair and maintenance services is performed by independent, outside vendors and contractors, not by company employees. Each has been selected because of their ability to provide the best possible service at the best price.
You may reserve the right to schedule and control any or all repair and maintenance responsibilities if you desire.
Routine repair and maintenance will be performed as needed and will be based on urgency and importance. For any major job, we usually obtain written estimates from three different companies, notify you, and obtain your approval before we proceed.
We ensure the quality of the work performed by making spot checks and follow up inspections. You are further protected because each job is fully documented in writing and supported with receipts.
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You’ll receive our complete explanation of our services, fees and copies of our Property Management Agreement, Rental Agreement and our Tenant Handbook.