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Owner Frequently Asked Questions

Answers to your common questions

  • Q: Am I required to make my property available to Home Forward / Section 8?+

    A: Landlords are no longer allowed to turn down prospective renters simply because they receive rent subsidies from the federal Section 8 program. Of course prospective tenants do have to meet rental criteria.
  • Q: How will you market my property?+

    A: We will advertise your home on all the standard real estate websites, Zillow, Trulia, Hot Pads and many you have never heard of like Cribs, Zumper, Lovely and more. We take it even further by offering a social media package which broadens the reach to include Tik Tok, Instagram, Facebook, LinkedIn, Twitter and more.
  • Q: Do you collect first and last months rent?+

    A: Once the tenant is approved, we move forward and collect a security deposit equal to one full months rent, as well as a pet deposit and any other fee’s if applicable. Regardless of the actual move-in date, the first months rent is always due in full prior to move in. This ensures the initial first month rent is paid in full prior to picking up the keys. The prorated rent will be due on the 1st of the following month.
  • Q: How am I protected if the tenant damages the property?+

    A: First we require all tenants to have current renters insurance. We also collect a Security Deposit to help offset any tenant damages above the beyond normal wear and tear. Secondly, we do a move-in inspection, along with 360 degree video, documenting conditions at time of move-in, move-out. If the tenants owe more than their security deposits covers, we send them an invoice for the amount due. If they don’t pay the bill, we turn them over to a reputable collections company.
  • Q: How long will it take to find a tenant?+

    A: Usually about one to three weeks. Ultimately you are in control, if you tell us to get rented in a week, we can, the price would be reduced, but we certainly can do it. We prefer to charge market rents versus trying to get someone in quickly, but we do understand sometimes its important to get someone in sooner at a lower price than wait. Ultimately, your call as the property owner.
  • Q: I don’t want Pets, is that ok?+

    A: Nearly 80% of families have Pets and most of the ones we know love their pets. If you are absolutely sure about no Pets, then of course we will not show or allow any tenants with Pets. Keep in mind you cannot discriminate against a 2 year old child who will do much more damage than a pet. We strongly encourage you to accept pets, and we realize there will be situations where you just prefer not pets. A pet you get to charge additional Pet Rent each month, plus you have an increased security deposit.
  • Q: Should I Allow Pets in My Rental Property?+

  • Q: Can you help me understand Support and Service animals?+

    A: Every landlord is required by the Fair Housing Act and the Americans with Disabilities Act to allow service and support animals into a property, even if pets are not allowed. However when you have tenants moving in with pets, you can charge pet rent and higher deposits.
  • Q: What do I need to do to get my house ready to rent? And how can I get the highest rent price?+

    A: To get a quality tenant and maximize your rental income, your home needs to be professionally cleaned, carpets professional cleaned (or replaced) and all necessary maintenance work completed. It’s important to note we strongly encourage we help facilitate the professional cleaning and maintenance to confirm all the little things are cleaned and working to perfection. If your homes interior has not been painted in years, you may want to consider having a full paint completed, it will absolutely increase the month rent. It’s not required, however, everyone loves a fresh new coat of paint. Window coverings are always a good question. Do I leave them or do I take them? For the well-being of your home, you don’t want to take them down and have someone else put different coverings up. It causes unnecessary wear and tear on your home. Remember, the better the condition of your home, the better quality tenant and higher rent you will receive. All personal belongings of yours will need to be removed from the home, unless of course, they are permanent.

  • Q: What happens if the tenant does not pay rent on time?+

    A: This is a rare occurrence these days with our proactive approach. We remind each tenant when rent is due, each tenant receives a personal call and email once rent is past due. If rent is late, we are firm about collecting the late fee (assuming allowed by Oregon law), which has proved to be a great deterrent in preventing future late payments. If rent is more than 7 days past due, we issue a 10-day written notice to pay your past due rent.

  • Q: Will I be called in the middle of the night?+

    A: No, that’s why you hired us to relieve you of that stress. We handle all emergencies 24 hours a day. We are one of the only companies that answers all calls with a live voice 24/7 to ensure the best possible customer service and availability. We always authorize all work to be done that falls under your maintenance limit, so there will never be surprises on your homeowner’s distribution. If there is an emergency we will dispatch a vendor to resolve immediately and inform you of the repairs needed.

  • Q: Are you licensed?+

    A: Yes, we carry an Oregon Principal Brokers license and Oregon Property Management license.

  • Q: Why do we require to be added as additionally insured?+

    A: One main reason is the Property Manager takes on risk and liability as if they were a homeowner. The typical property management company carries general and professional liability. This insurance does not offer protection in regards to matters concerning the home itself. Essentially, the property manager assumes all the liability a homeowner does, however the insurance policies do not offer the same type of protection. This potentially leaves the property manager vulnerable to issues arising from the property itself, such as someone injuring themselves at the property, fire, water, burglary, etc. Ultimately it is a wise idea for the homeowner to add their property manager as additionally insured. From the owners standpoint, listing the property manager is required, and as an additionally insured it helps make the claims or litigation process easier. When one policy extends to both parties, they are able to present a unified defense, with one insurance company representing both. It no only streamlines the process, it reduces costs.
  • Q: Do you keep me updated when my home is being advertised?+

    A: We keep you updated all along the way. We let you know each time we receive interest on your home, we update when we have showings and weekly we report to you the past weeks efforts, inquiries etc.
  • Q: How do you set the rental price of my home?+

    A: We use a variety of analytics to help determine the current market rents, including actual rents from the many homes we manage, and whether rents are trending up or down, We also take into account the type of property, type of owner, as some like to have the home rented right away, and others are willing to wait for top dollar. We can customize based on each owners goals.
  • Q: Why is my property manager asking to be added as additionally insured?+

    A: One main reason is the Property Manager takes on risk and liability as if they were a homeowner. The typical property management company carries general and professional liability. This insurance does not offer protection in regards to matters concerning the home itself. Essentially, the property manager assumes all the liability a homeowner does, however the insurance policies do not offer the same type of protection. This potentially leaves the property manager vulnerable to issues arising from the property itself, such as someone injuring themselves at the property, fire, water, burglary, etc. Ultimately it is a wise idea for the homeowner to add their property manager as additionally insured.
  • Q: Can I reach you after hours?+

    A: Yes, we are the only company who is open 365 days a year, and answers our telephone calls 24/7. We have no voicemail so you will always talking with a live human. 😊
  • Q: Can you put the money directly into my account?+

    A: Yes, definitely. We are highly electronic. We are also the fastest paying company! We deposit funds weekly via ACH.
  • Q: Can I use my own contractor?

    A: Yes, kind of. Depending on the situation. We are finding it much better to have all work coordinated through PropM, Inc as we do this daily. Most often when owners use their contractor the work is not up to par for a variety of reasons, the process is slow. We prefer to handle all the work as we do not upcharge on third party vendor work orders.
  • Q: What happens if I have to evict a tenant?

    A: The Eviction process is actually pretty straight forward, please call us if you have specific questions. We offer an Eviction Safeguard which we will pay for the cost of an eviction, up until a jury trial. No attorneys fee's will be paid via Eviction Safeguard.
  • Q: Do I get to see the lease or sign it?

    A: You can see the lease. We have a sample right here: https://www.propmhomes.com/pdf/Your%20Sample%20Lease.pdf. In our agreement you are not allowed to talk with the tenant as it always confuses things. Yes, you can see the lease, however we don’t want you in contact with the tenant for many reason, mainly for both of our protection. Of course we make the lease available to banks, etc when requested.
  • Q: Do you sell real estate too?

    A: No, we do not. We specialize in providing 24/7/365 service to our property management clients.
  • Q: How and when do I get my checks?

    A: We only deposit via ACH into your account. We are paperless and do most things electronically.
  • Q: How is collection handled?

    A: First, we have a very clear lease when rent is due, when it is late. Due on the 1st, late on the 5th. All tenants get reminder emails on the last day of the month. Each tenant who has not paid rent on the 5th is contacted in writing. We have a very high, industry leading on time rent collection record. Mainly because we are here 24/7 to offer support and service, which really helps with on time rent collection.
  • Q: How long of lease do you sign?

    A: We usually sign 12 month leases. There are other options available upon request.
  • Q: How often do you inspect the property?

    A: We inspect the property multiple times. We first inspect the property before we do any work, this is the initial property inspection. Once the home is ready for move in, after all work is completed and the home is cleaned, we do a a move in video to document the condition of the home. 180 days after move in, we have an automatic 6 month inspection scheduled to check for leaks, smoking, pets, extra occupants and more. When the tenant moves out, we will perform a move out inspection, to document the condition the tenants left the home in.
  • Q: Do I have to accept kids?

    A: Yes, we do. We have to abide by Fair Housing laws, which does not allow you to discriminate against children.
  • Q: How much security deposit do you charge

    A: We usually charge a security deposit equal to one months rent. If there are pets involved we increase the security deposit by $500, this allows us to use the entire security deposit for the pet damage, which you would not be able to do if you charged a pet deposit only.
  • What is the difference between Normal Wear and Tear, vs. Damage?

    Type of Material

    Average Useful Life

    Normal Wear and Tear
    (Landlord’s Responsibility)

    Tenant Damage
    (Tenant’s Responsibility)

    Carpet

    5 years

    Gently worn carpets that show some worn patches but no holes or stains

    Pet caused damage such as heavily stained carpets and ripped carpeting

    Hardwood Flooring

    25 years

    Fading of flooring due to sunlight exposure

    Deeply scratched hardwood floors or pieces of the hardwood missing

    Tile Flooring

    25 years

    Dirty grout surrounding the tiles

    Broken or chipped tiles or missing tiles

    Windows

    20 years

    Lightly scratched glass and worn, loose hardware

    Broken glass, ripped screens, broken window hardware

    Countertops

    20+ years

    Scratches and light watermarks

    Chipped countertops, burnt areas, and/or multiple stains

    Walls

    Lifetime

    Cracks in the walls caused by settling

    Holes in the walls, damage from hanging pictures

    Paint

    3 years

    Fading paint from sunlight and minor scuffing from daily use

    Paint that has been scribbled on, unauthorized paint colors

    For a better understanding of the difference between the two (and when you can deduct the tenant’s deposit), let’s take a look at the two most common examples, which are normal wear and tear vs damaged carpet and normal wear and tear vs damaged paint.

    Normal Wear and Tear vs Damaged Carpet

    If the carpet has been in place for 5 years or longer, it’s the landlord’s responsibility to replace it, since that is the length of the carpet’s useful life. If the carpet has light sun damage or is showing signs of wear, that is normal wear and tear and the landlord cannot blame the tenant.

    It’s the landlord’s responsibility to keep the property free of hazards. So, if the carpet has worn out over the years and become a trip hazard, it should be immediately replaced and paid for by the landlord. But, if the carpet has been ripped or has excessive fraying, it’s the tenant’s fault and the cost to replace it can be deducted from the tenant’s security deposit.

    Further, if the carpet is stained either by a pet or spilling food, wine, dirt, and more, it’s considered tenant-caused damage and can also be deducted from the security deposit. State laws vary on landlord tenant laws regarding security deposits but generally, the landlord needs to get a repair quote from a licensed contractor and send the tenant an itemized list of the damage along with the check for the remainder of the security deposit.

    Normal Wear and Tear vs Damaged Paint

    Peeling paint, sun damage or a small number of scuffs are considered normal wear and tear and the landlord should touch them up between tenants. Ceiling paint usually lasts longer since no one is constantly touching the ceiling. Ceiling paint should be touched up when a leak occurs or on an as-needed basis.

    If the paint has holes in it, excessive scuff marks or other marks such as drawings or scribbles, it is considered damage caused by a tenant. In this case, the cost to fix the damage and paint the walls will be deducted from the tenant’s security deposit. You can do this by getting a quote from a licensed contractor and sending the tenant an itemized list of the damage, along with the check for the rest of their security deposit.

    “The easiest way to discern between wear and tear and tenant caused damage is to think of wear and tear as any damage that’s caused by natural forces or damage that’s caused by daily use. Tenant caused damage should be thought of as damage requiring more than routine maintenance to repair. Obviously, this doesn’t include things like a leaky pipe or things that would happen to the property regardless of who the tenant was.”

  • Q: How soon can you start managing my property?+

    A: Today! We move fast. We can send you an agreement today, you sign today, and your home could be posted today! Of course if your home it not ready, or needs a professional photo shoot, that can be scheduled usually within 48 hours.
  • Q: What type of properties do you manage?+

    A: We manage all types. Single Family & Multi-Family. Homes, Condo’s, Individual Apartments, Apartment Complexes, Food Carts are more.
  • Q: What type of reports do I get and how often?+

    A: You get a Owners Statement each month on the day of distribution. For us we distribute funds on the 10th of each month and each week after. You have many reports to choose from, from Cash Flow Report, Profit & Loss, among many others.
  • Q: Who holds the tenants security deposit?+

    A: We hold the tenants security deposit in a non-interest bearing account as required by Oregon law. This also allows us to properly and accurately process the security deposit.
  • Q: What happens when we terminate for whatever reason?+

    A: There are many reasons for termination, most common is selling the home or moving back in. In either case, as when you hired us, you or we prepared your home to be rent ready. As you terminate us, it will be your responsibility to prepare you home for the next round, whether it be your selling or moving back in. It will be the owners responsibility to get the home prepared for the next phase.