Hello solutions squad,
We wanted to recap the rental procedure for placements that you are listing. We have expanded the info and to include things that have come up over the last few months. Here is the Application Folder link with all the information you see referenced in the letter below many times and all the info is in here you will need: https://drive.google.com/drive/folders/1IptgoKN8GxTidh_2b4B832BRqYaIuwsS?usp=drive_link
Or you can go to: https://www.solutionssquadportal.com/portal-home click on Rental Procedures Drive Folder.
Rental Placement Procedures
To provide the highest protection to our landlord customers, we have implemented a procedure for all agents offering rental placement services. This protects the customer, you as the REALTOR and the Brokerages. Not only is this designed to protect all of us, but it will make your placements much smoother. Our Property Management Staff handles the following per office policy outlined below.
Screening and Lease Info
All applications should all be done online at http://www.solutionsrentalsfl.com/applynow - Tenant pays $85 per occupant over 18 years old and they all must out the online application. ($75 application fee from SPM/$10 processing fee from the service that runs the reports paid online at time of application) Apply using 123 Application Rd and put the address you are applying for under the Questions tab.
Use of Heist, Weisse & Wolk lease – not the FAR/BAR Lease. This lease provides specific protection for the landlords/tenants and offers reduced price and expeditious evictions should that be needed. Tenant pays $100.00 lease prep fee to: Solutions Property Management.
Disclaimer: Using any other application screening or lease does leave the transaction unprotected by our office E&O policy and eviction attorney and means you are personally and financially liable for any damages that may arise from that lease. Many offices DO NOT do property management or placements or allow it due to the liability. We are able to offer this service but following the policy is important. Many offices that allow their agents to do this without a set process that is followed every time may find themselves in a fair housing complaint or lawsuit and may no longer be in business over this.This is not something we do so we can earn more income but rather to protect our office as a whole and should be respected.
Listing Requirements in MLS
Once you take the Rental Listing, be sure to add the following wording to the agent remarks of MLS:
Please have the applicant read over all attachments. Applications are submitted on website www.solutionsrentalsfl.com/applynow. Make sure to upload DL and income verification. Only fully completed applications for all occupants will be processed and considered pending. All occupants 18 and up must submit an application. NO refund will be offered for applications that are not accepted for any reason.
Add the following documents should be attached to the MLS Document Section:
Affirmation
Sample Lease
Sample Short Term Lease (if applicable)
Resident Selection Criteria
Tenant’s Placement Agent (if not you) will need to attach or email the Affirmation Document that they have given an applicant the link to apply and showed the property to the tenant and you must be sure that it is sent to solutionscambookkeping@gmail.com and uploaded in paperless pipeline for Peggy to verify payments. Failure for an agent to do so may result in not being paid for the placement.
Application Report
Once the application is completed SPM will provide an extensive report to the listing agent on the grading that the application received. (You can view the sample report and what it means in the application folder) If the applicant is approved, we will provide a detailed breakdown of Application Approval instructions. (Sample Instructions available in the application folder) We do not give out credit reports for the owner or the agent to review. We are not approved by the state as credit providers so no one should be doing that unless they are. If the tenant is denied due to an issue on their credit or background check you would tell them that they will receive a letter in the mail outlining why they are denied (See adverse action letter sample in the application folder)
Security Deposits and Lease Fee Payment
Non- Management/One-time placement
Our policy is that the tenant provides the security deposit in certified funds made to the owner if we do not manage the property. The owner may opt to not take the deposit before ordering the lease but they will have no protection if the tenant does not give the deposit and decides not to go forward. We clearly state that the deposit is a holding fee for removing the property from the market and if they do not move in then it will be the owners compensation for losing marketing time and a month of rent. IF they do move in, the holding fee is credited to the tenant as the deposit. (outlined in the application criteria when they apply)
Managed Property
If we manage the property after the placement, funds are wired to our escrow account. All of the process for placement will be taken over by the manager and our staff from the approval of the owner for the tenant to move forward.This includes the lease ordering process and money collection process. (Wire Instructions will be provided by our staff)
Leases
The lease preparation fee of $100.0 must be paid to Solutions Property Management either via Zelle (lindsaysanger@gmail.com) or Check/Money Order/Cashier Check prior to the lease being ordered. Once this is confirmed then a link will be sent to you to input the info for the lease. The person who will be getting the bill will be Peggy and her email should be input. Please allow 3 business days to turn around for the lease to be returned once ordered unless you pay for a rush lease.
Non-compliance
Any FAR/BAR leases uploaded into Paperless Pipeline will be flagged in the future and will need to be redone with the proper lease for per office policy. If we inherited that lease, the lease will be updated upon renewal to our office required lease. The owner of the property will need to sign a notice stating they are aware of the lease not being done within our process in some cases. This could result in unhappy owners or having to redo the lease. (Lease Disclosure form available, as applicable)
Disclosure
Oftentimes, there is confusion after a placement that our office is responsible to manage the property going forward. IF we are not managing the property please be sure that the non-management disclosure is signed to avoid future confusion. (See form in application folder)
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