Property Management

management - Copy

At FIRST RENT Property Management we are committed to provide the value added services which make your property operate more efficiently and effectively, with special attention to the bottom line.

As a manager it is imperative that we have a clear understanding of what the rental home owner wants to achieve. By clarifying these goals it makes it easier for us to implement a plan, in order to achieve these goals.

Property management is a business of complex challenges, requiring multifaceted solutions that incorporate a multitude of disciplines and services. Our formula starts with being proactive, rather than reactive. This approach requires persistence, careful attention to detail and excellent communication.

At FIRST RENT, we manage for the long term, consistently demonstrating that client satisfaction and client retention are our top priorities.

In addition, FIRST RENT provides ongoing maintenance and quality control programs to prevent troublesome and costly repairs. In the event repairs must be done, FIRST RENT works closely with professional vendors whenever possible.

• Making Your Life Easier •

We specialize in portfolio property management – one dedicated professional managing every detail of your rental home.

Consultation

  1. Expectations – discuss your property goals and any potential concerns.
  2. Recommendations – tips/suggestion to maximize your gross rental income.
  3. Rent Valuation – expert comparative rental analysis of the current local market.
  4. Timeline – review process: turnover, marketing, tenant placement, and move-in.
  5. Maintenance – develop routine maintenance schedules.

Turnover

  1. Make ready – per initial consultation, our professional preferred vendors will be given detailed instructions to make your rental home in ‘rent ready’ condition.
  2. Supervision – we closely monitor vendors, ensuring timely professional results.
  3. Accounts Payable – after verifying quality workmanship, we pay invoices from owner account and forward you copies of all original invoices.

Marketing

  1. Photos – professional looking photos, capturing the homes charm.
  2. Video – if applicable.
  3. Advertisement – create professional looking online advertising campaigns.
  4. Verification – if requested, ad sent to you for accuracy and standards.
  5. Exposure – your property will be found on all of our preferred online advertising sites.
  6. Signage – professional yard sign for maximum neighborhood exposure.
  7. Showings – appointments are available 7 days a week.

Tenant Screening

  1. Screening – thorough investigation of tenant applications:
  • FICO Credit Score
  • Landlord References
  • Nationwide Eviction Search
  • Nationwide Criminal Search
  • Employment Verification

Protection

  1. Lease Signing – your interests are backed by our custom, comprehensive 19 page lease agreement and addenda, exceeding state tenant/landlord law requirements.
  2. Insurance – tenants are required to obtain liability insurance, thus becoming primary policy in the event of tenant negligence.

Inspections

  1. Move-in – full photo documentation to complete our 135 point survey report.
  2. Four month – initial tenancy inspection to ensure we selected great tenants.
  3. Exterior – unannounced routine drive-by surveys.
  4. Annual – prior to renewing lease, tenants must pass our inspection criteria.
  5. Vendors – reports from vendors of the current property condition.
  6. Neighbors – are tenants maintaining the integrity of the neighborhood?
  7. Landscapers – are tenants maintaining the exterior?

Monthly Statements and Rent Deposit

  1. Your Money – direct deposit of net rental proceeds within 24 hours of receipt.
  2. 24/7 online owner portal access:
  • Financial reports
  • Income/expense statements
  • Management agreement
  • Rental agreement
  • Work order history
  • Inspection photos
  • Payment portal

Investment

Start by choosing one of two options below:

Option A: Let Us Make Your Life Easier.

Are you looking for the best value and service in town? We have teamed up with top local REALTORS® to better serve you. Imagine benefiting from their knowledge of the local real estate market, and our expertise in property management and preventative maintenance. Together we will make your life easier.

Option B: Team Up With FIRST RENT.

Would you like to save up to 3% of the monthly management fee? This cost savings option will allow you to be closely involved with the tenant selection process.

  1. We will professionally market your rental home online.
  2. Rental inquiries are prescreened by us – do they have pets?
  3. All qualified inquiry’s contact information are forwarded to you.
  4. You schedule appointments with the prospective tenants.
  5. You then give tours of your rental home.
  6. We will provide you with a link to our fillable online application.
  7. Applicants pay the screening fee online.
  8. Applications are professionally screened by Western Reporting, Inc.
  9. You have final approval for every tenancy.

…that’s it! We will take over from here.

  • No Set Up Fee.
  • No Annual Administration Fee.
  • No Maintenance Invoice Fee.
  • No HIDDEN Fees!

*REFERENCES AVAILABLE UPON REQUEST

Testimonials

“This review is LONG overdue, but I feel so strongly about Leland that I have to sing his praises! He is professional, knowledgeable, patient, and goes above and beyond what is asked of him. He immediately addresses any and all of your questions and concerns. More importantly, because he has been doing this for such a long time, his experience and expertise put you at ease in what could potentially be a stressful situation. He is detail oriented and thorough. He is in constant contact with both the property owner and tenant to ensure both sides know what is going on, and is equally fair and helpful to both. He oversaw all the aspects of getting my property ready for rental, finding the perfect tenants, and making sure the negotiations and contracts were perfect. Even after the tenants moved in, he continued to check in with me and the tenants to make sure it was a good fit. I wouldn’t consider going to anybody else for future property management. It is clear that he genuinely cares about his clients. He excels at what does and I can’t recommend him highly enough.”

Boonrasi N. – La Jolla, CA


“I had the pleasure to meet Leland as a tenant and as a property owner. I first met him when my family and I were renting out a house in Carlsbad. No matter what I “threw” at Leland, he was able to handle it, in the most professional way possible! He really made us, as tenants, feel like we have someone on “our” side, even though he technically worked for the other “side”, ha ha. Seriously though, he is a really nice guy and really does care about his work. Thanks again for having been there for us! That being said, I was so impressed with him, that I decided to hire him as our property manager. He is doing a really great job and we are happy to have him.”

Georgios A. – Beverly Hills, CA



The better the condition of your property, the better quality tenant it will attract. Your property should be presented in the same condition you would expect it returned. At the very least, it should be professionally cleaned.

It is best to provide clean and functional window coverings, such as blinds, because most tenants will expect some sort of window coverings for privacy and safety.

At the onset of our management agreement, we will inspect your property, make note of the condition, and recommend necessary maintenance. Any building code, safety or liability items must be taken care of prior to tenant move in. FIRST RENT property management is happy to discuss any repairs or upgrades with you individually. A detailed maintenance/cleaning check-list will be provided to you once we have received a signed Management Agreement.

FIRST RENT property management aggressively markets your property “For Rent.” The property is immediately added to our website, Craigslist and other online rental search websites. 24 hours a day, prospective applicants can view interior/exterior photos, read detailed property information, and schedule appointments to view their new home.

Our website makes it easier for applicants to read about your property, view photos and submit online applications from the convenience of their phone. To maximize the inquiries from drive-by traffic, a professional metal ‘For Rent’ sign will be placed in front of the house.

As you can imagine, it is very difficult to speculate how long it will take to rent your property. Many factors must be taken into consideration, such as: current market values, property condition, time of year and other variables.

A property is added to the list of available properties as soon as we receive notice to vacate from the existing tenant. We will then create a specialized marketing plan, and actively begin advertising the property immediately after consulting with the owner.

You may specify whether or not you want tenants with pets or tenants who don’t smoke. However, you cannot discriminate against any protected class under the Federal Fair Housing or Local Fair Housing laws. For example, you cannot say you won’t rent to someone with/without children, people with disabilities, or people of a particular nationality or race.

The more restrictions placed on tenant approval, the longer it will take to rent your property. We encourage a study of risks versus benefits when considering prospective tenants. We are professionals in leasing and tenant screening, and we have specific criteria that every applicant must meet in order to rent a property. FIRST RENT property management will not, knowingly, place a high-risk tenant in your property.

More than 95% of tenants pay their rent on time. Rent is due on the 1st of each month and considered late after the 5th. If rent has not been paid by that time, we will take the first step in the eviction process, which is to contact the tenant. Unless satisfactory payment arrangements are made, we will deliver a “3-Day Notice” to pay or vacate. The vast majority of tenants will immediately pay upon receipt of this notice.

If the tenant has not paid by the end of the 3-day notice period, with the owner’s approval we will instruct our attorney to file an Unlawful Detainer action. This is the court order to remove the tenant from the property and will occur within 12 days.

*Unless you subscribe to our Eviction Protection Program, all costs associated with an eviction are your responsibility.

The tenant is contractually responsible to pay rent for the entire term of the lease. If they choose to vacate prior to the expiration date, they will be responsible for all applicable charges to the end of their lease agreement, or, once a new qualified tenant has been placed. These charges include: rent, marketing, pro-rated commissions paid by owner, utilities, yard care, and other costs until a new tenancy is secured.

A security deposit, taken at move-in, is usually enough to handle most damage that a properly screened tenant may cause. Tenants with excellent credit and references seldom cause much damage, and almost never, in excess of the security deposit.

The horror stories you may have heard about a property being “trashed” generally refer to inexperienced property managers. They generally fail to implement and follow through with strict application guidelines and scheduling routine property evaluations.

Our screening process reports:

>checks payment history,
>national risk score,
>credit report,
>collection information, public record information,
>residence history,
>previous landlord verification,
>employment verification,
>social security alerts,
>nation wide criminal background check.

Should the tenants leave the property owing more than is covered by the security deposit, they will be billed. If they do not pay, their account will be turned over to a collection agency, and the National Credit Bureau will be notified. Not only are there financial ramifications for tenants, but they will be burdened with a negative landlord reference too.

Yes, an owner can do there own maintenance. However, billable labor cost must be justifiable per market rates, and not personal value of time. This can make it difficult to provide accurate invoices for tenant cost at move-out and sometimes slow the turn-over process. Moreover, in emergency maintenance situations, repairs must be dealt with immediately.

The tenants do have responsibility for some of the maintenance on your property, such as replacing burnt-out light bulbs, changing furnace filters, and changing smoke/carbon monoxide detector batteries and so on.

When repairs need to be done outside the scope of the tenant’s responsibility, one of our vendors handles the job. Anyone doing maintenance on your property is selectively screened and insured for general liability, workers compensation, and commercial auto to protect you from unnecessary exposure. Files are kept on all sub-contractors with copies of general liability, workers compensation, and commercial auto insurance.

Our vendors are available for your property maintenance needs 24 hours a day and their work is guaranteed. Because of the volume of work we do with them, we usually get lower rates than you would get if you called them directly. If you have a preference we can use your contractor. However, as protection for you and us, they must provide us records for general liability, workers compensation, and commercial auto insurance and tax ID numbers before a check could be issued. We also ask that your vendor abide by our standard expectation guidelines. Please click here for all necessary forms for your preferred vendor.

We require owners to provide general yard care landscaping. This is the best way to ensure the yard is being sufficiently watered and bushes/shrubs well maintained. You should also want to have an extra set of eyes looking over your property. With the high cost of water, we do not want to give tenants the option of cutting back on watering the lawn, to save money.

We require you to maintain a $300.00 reserve balance at all times during a tenancy and $500.00 during a vacancy. The owner is required to reimburse FIRST RENT property management for any outstanding expenses. It is a violation of trust accounting laws for your account to go into a negative balance.

Rents are due on the first of each month and considered late on the 2nd. Our leases specify that if rent is not received by the 6th of the month, a late fee is assessed. We will collect the rent, pay the bills, and then send rental funds to you via ACH as soon as within 24hrs of receipt or the 10th, depending on your management service selected. By accessing your online account, you will be able to view detailed monthly statements, which shows all the income and expenses for the current and past months. A $300.00 minimum reserve is required for all property accounts.

Rent is always due on the 1st of the month. We offer a courtesy 4-day grace period, and rent is considered late as of 5 pm on the 5th. Late fees are $40 per day until balance is paid in full.

Personal checks and certified funds (cashiers check or money order) are acceptable forms of payment. We DO NOT accept cash at the office. You may pay with cash by visiting Wells Fargo Bank, inquire for my details.

Please specify your rental address in the memo field of your check.

Rent can be paid online, mail, or in person.

FIRST RENT Property Management
4275 Executive Square, Ste 200
La Jolla, CA 92037

Meetings by appointment only, we only collect mail at this location!

Hours for drop off or pick-up:

Monday – Friday: 9 am – 5:00 pm
Closed Weekends and Holidays.

**For your convenience, we are currently arranging “deposit only” account with Wells Fargo Bank. This will enable you to transfer funds directly, or go into any local branch and make a payment “deposit” into our account, thus making your deposit slip a receipt.

For Fire, Gas, or Natural Disasters call 911 first!

> During business hours, call, email or fill out the online maintenance request form. All requests will be forwarded to our phones to ensure a quick response.

> For after-hour or holiday emergencies, please call 760-579-9208 Some common examples of emergencies are water leaking causing flood, fire, natural gas leaks, and anything that threatens human safety. If it is a true emergency the appropriate vendor will be contacted, and the problem dealt with as soon as possible.

> Dirty air filters are the leading cause of A/C or heat issue. Restriction of air flow puts increased strain on these systems, which in turn adds up to your utility bills. Make sure you change your air filters every 60 – 90 days on most systems, or as needed by your properties particular set-up. Even window A/C units have filters that need to be removed and cleaned regularly.

> If you’re A/C unit is blowing, but not cooling, first check your thermostat settings, then check to see if the outside condenser unit is running or not. The outside condenser unit must be running in order to provide cooling, and, many times, a simple power surge can cause the breaker to trip on these units.

> If the unit is not running, locate your breaker panel and see if breakers are marked. If not, then, simply turn each breaker to the OFF position, then, back to the ON position, one at a time. Check to see if the outside condenser unit starts running. Some properties have a disconnect breaker located outside next to the condenser unit as well. Check that to make sure it has not tripped!

> Heating is similar to the cooling function. There are also homes with gas or electric heat. If your property has gas service, you probably have gas furnace for heating. Older units still have a gas pilot operation with instructions on how to re-light, right on the unit panel. This is not too difficult and very similar to re-lighting a gas water heater.

> If your unit uses electric heat, check thermostat settings, then check to see if any breakers have tripped before placing a maintenance request.

These simple steps can get your A/C or heat back in operation quickly.

Residents are responsible for maintaining: furnace filters, fresh smoke and carbon monoxide detector batteries at all times. This may mean changing these items two to three times a year or as frequently as needed.

Most residents in single family homes are responsible for maintaining their individual lawn care as well, to include watering, weeding, mowing, blowing, pruning and all general upkeep of the yard. Please refer to your lease agreement for further acknowledgement of yard duties.

When moving out of property managed by us, the resident’s responsibility grows substantially. Please refer to your lease agreement or contact FIRST RENT property management directly for further details.

YES! Any and all changes or modifications to the property must be requested in writing to FIRST RENT property management. These requests must be approved and sent back in writing to resident, prior to any changes.

To officially begin the move-out process, you need to submit a signed 30-day notice. The 30-day period begins when the notice has been received. The term of your lease must have expired, or you must be on a month-to-month tenancy.

During the 30-day notice period, it is your responsibility to prepare the property for return of possession to FIRST RENT property management. You will receive the Move-Out Requirements Checklist to guide you through this process.

Please refer to the Rental Agreement for more details.

Your signed 30-day notice becomes valid upon receipt by FIRST RENT property management. If you do not have access to a scanner or fax, then you may give notice via email. We will send you an official notice to vacate, through DocuSign, for you to sign and return to us. The official notice-to-vacate date will correspond with your original email’s time stamp.

Assuming a forwarding mailing address has been submitted, then within 21 days of your official move-out you will get the deposit back. FIRST RENT property management considers you officially moved out when all keys have been returned.

If any charges were assessed to your security deposit, you will receive:

> an ‘Itemized Disposition of Security Deposit,’
> copies of all applicable invoices,
> a Tenant Statement reflecting your tenancy.

The balance of the security deposit (if any) will accompany that report. If a balance is due to the owner, it must be paid within 30 days or the account will be sent to legal collection. If a lease term is broken, the security deposit may be held until a new tenant is secured.

If you choose to dispute the ‘Itemized Disposition of Security Deposit’, you must do so in writing within 30 days of receipt thereof. Your account will be reviewed, and a second disposition statement will be issued within 14 days.

Please check your lease and addendum for further information or clarification.

In general, the property must be returned in a professionally cleaned manner less normal wear and tear. Plus, all maintenance requirements deemed “tenant responsibility” must be completed.

The following general cleaning needs to take place:

> all drapes, blinds, window coverings must be cleaned;
> the unit must also have been cleaned inside and outside – free of dust, dirt, hair and food crumbs;
> all personal items and garbage must be removed from the property;
> all the windows inside/out, screens, and tracks must be cleaned – free of dirt and streaks.

We have a list of a approved vendors for all your cleaning needs. Please email us for a recently updated list.

The following general maintenance needs to take place:

> all smoke detector and carbon monoxide detector batteries must be changed;
> new furnace filter(s) need to be installed;
> applicable drip pans must be replaced;
> if you have repainted the interior walls/ceilings a different color or you have caused damage to the walls with large or excessive nails, bolts, screws and tacks you must paint the walls/ceiling to its original color/condition.
> If you are responsible for yard care, the grass must be trimmed within three days of vacating, flower beds must be free of weeds, and trees and shrubs must be neatly trimmed.

Please check your lease, addenda and Move-Out Requirements check-list for further information and clarifications.

YES. You are responsible for the rent for the entire 30-day period, unless a tenant moves into the unit prior to that time. If this occurs, the difference will be refunded to you.

30-day signed notice is required for any move-out. If you are on a month-to-month tenancy that is all you need to do. If you are under a lease obligation, there are fees involved with terminating the tenancy early. Please refer to your lease and addenda for further information.

The garage controller(s), all other applicable fobs and remotes should be left in the house on the kitchen counter.

The lease requires a security deposit that is refundable, if you fulfill all responsibilities of your tenancy. That deposit amount is an estimate of the cost to bring the property to rent-able condition, less wear and tear.

When we receive your 30-day notice to vacate, you will receive the “Move-out Checklist”, which was signed at the beginning of your tenancy. This form details the things you need to complete when making the property ready, along with the amounts that will be charged to your deposit if they are not done.

NO. When you deliver possession of the property (return keys) you have acknowledged completion of your efforts to make the property ready for inspections.

The property managers conduct their Move-Out Inspections 10:00 a.m. – 3:00 p.m., Monday through Friday. You will be notified of the results when you receive your ‘Disposition of Security Deposit’. If you prefer a pre-move out inspection, then please, contact us to schedule an appointment. The pre-move out inspection will give you a chance to ask questions or clarify how to get your full deposit back.

Most work can be completed within a few days provided the vendor can gain access to the property or has an appointment with you. Sometimes, in the busy periods it can take up to a week. If however parts need to be ordered, say for an appliance repair, the repair will be made as soon as possible.

Emergency maintenance requests will be handled immediately. Our management relationship with the property owner authorizes immediate response to emergencies. See what defines emergency below. Non-emergency maintenance requests may take up to one week to complete. Owner approval and vendor schedules dictate the timeliness of these requests.

Cable has been around long enough that most properties already have the wiring, and it is simply a matter of hooking up the service. Satellite TV is newer, and there are a few precautions that need to be taken to prevent damage to the property. The details are discussed at lease signing. Please read the “Cable/Satellite Dish/TV Request” form under tenant forms.