The tenant onboarding process is the tenant’s first impression of you as a landlord. This is where your tenant-landlord relationship will start. Remember customer satisfaction is the key to any business and property management is no exception. So, as a landlord, a good tenant relationship should be a priority. The tenant onboarding process is a great opportunity for you to demonstrate that you are a professional. Good communication is key, so you want to show your tenants that you are approachable. If you have a good relationship with your tenant you increase the likelihood that your tenants will care for your property and it will help you avoid tenant turnovers. The tenant onboarding process starts from the application and ends by the time the tenant moves in.

 

Step 1: Application 

The first step is to collect the tenant information of your tenant and verify that they are who they claim to be. The application can be online or by paper. We highly recommend using online rental applications, because paper applications can be way more complicated. Paper applications can easily get lost and because they have personal identifying information they have to be secured in a locked room or cabinet. If a tenant’s identity gets stolen because you didn’t properly secure their application, you could be held liable for damages. If you don’t have a property management software for rental applications you can use Cozy’s online rental application which is free. 

 

Step 2: Screen the Applicant

  • Landlord References: Call the previous two landlords and ask about on-time payment, behavior, and whether they would rent to your applicant again.
  • Credit check: Look out for bad credit, previous debt and as well as good credit scores. Good scores are in the 650/ 700 range.
  • Income verification: Verify income via paystubs. Ask for employer information. We recommend requiring 2–3x the monthly rent in gross income.
  • ID Check: Use a certified service to do an ID check by asking potential tenants to provide a government issued ID.

 

Step 3: Accept or reject 

The next step is to notify the applicant if they were approved or rejected. When rejecting an applicant, try to notify them immediately so they can continue their housing search. If you approve an applicant you want to call and let them know that they got the place and will need to give a deposit and sign a lease. Don’t forget to send them a copy of the lease via email so that they can review and let you know if they have any questions. 

 

Step 4: Security deposit 

Collect the security deposit. The security deposit should cover for any possible damages to the property caused by the tenant, and terms of that should be detailed in the lease agreement.  Technically, the security deposit money does not belong to you. You need to see it as a loan while they live in the rental property. Always keep the tenant’s deposit in a separate bank account and never with your personal funds. 

 

Step 5: Lease signing

A lease should contain all the relevant information. Always use a lease that was specifically made for your state’s laws.

  • The lease should contain: 
  • Names of the landlord and tenant(s)
  • Start and end dates
  • Rent amount/due dates
  • Deposit amount 
  • Late fees  
  • Penalties for default/abandonment
  • Rules on cleaning, noise, parking
  • Inclusion/exclusion of pets

 

Step 6: Move- in

Before the tenant moves-in do a thorough inspection of the property.  

 

If you are looking for an experienced property management company don’t hesitate to call us. At CRM Properties we strive to make tenants feel welcome in your rental properties. 

 

Bethan Johnson

Turn Coordinator

Bethan is a Property Manager Assistant. She performs all property inspection and evaluations, creates tenant invoices and oversees disposition of security deposits.

Why choose CRM Properties?

We have the best selection of homes in the Kokomo area. Our staff’s dedication to customer service leads to a swift response to maintenance and tenant questions.

 

What is your screening process?

We verify income with copies of pay stubs and verification from your employer. We check court records for any judgments and criminal activity. We also contact your previous landlords directly for a referral. We will verify that the person we call is actually your landlord.

 

Are pets allowed?

Most homes allow pets. We do have breed and size restrictions. We limit the number of allowed pets and you must provide proof of vaccinations on all pets. We charge an additional $25 per month and $150 additional deposit.

 

How much is the damage deposit?

The damage deposit is equal to one month’s rent. An additional $150 is required for all pets.

 

How long of a lease must I sign?

Our leases are typically one year. During winter months we structure our leases to expire during the spring.

 

How do I pay my rent?

You can pay rent in person with a personal check, cashier’s check or money order. You may set up an e-payment or direct deposit. You may also mail your rent or use our dropbox.

 

What happens if I can’t pay my rent on time?

We do not make arrangements on rent. Rent is due on the 1st of each month. Late fees start on the 5th. If we do not receive rent by the 15th we file an eviction. You may stop the eviction if you pay rent in full prior to the eviction date.

 

How are utilities handled?

Utilities are typically the tenant’s responsibility. Utilities must be transferred into the tenants name prior to signing the lease. If the tenant is responsible for the sanitation bill and fails to pay it, we reserve the right to increase the monthly rent and include sanitation in the rent.

 

What do I do if I have a maintenance request?

Why choose CRM Properties?

 

What do you charge?

 

When do I get paid?

 

How much is the damage deposit?

 

How long will it take to get my property rented?

 

How do you market my property?

 

What is your approval process for tenants?

 

What is the tenant deposit and length of lease?

 

Do you accept pets?

 

What is the eviction process?

Amanda Mendenhall

Leasing Agent

Amanda is our Leasing Agent. She oversees property showings and screens applicants.

Bethany Shoffner

Portfolio Manager

Bethany is one of our Property Managers. She is the single point of contact for owners and oversees the tenant experience.

Hannah Dobbins

Resident Service Coordinator

Julie Mullinax

Operations Manager

Julie is our Operations Manager. She oversees the staff and the day to day operations of our company.

Heather Johnson

Property Manager

Heather is one of our Property Managers. She is the single point of contact for owners and oversees the tenant experience

Jennifer Koenig

Resident Services Coordinator

Jennifer is our Office Assistant. She assists the Property Managers with all property and social media marketing.

Amanda Marshall

Maintenance Coordinator

Theresa Cain-Rush

Property Management Assistant

Darin Olson

Maintenance Manager

Darin is our Maintenance Manager. He investigates maintenance issues and offers suggestions and estimates for repairs.

Lynda Simpson

Bookkeeper

Lynda is our Bookkeeper. She handles all accounts payable and receivables. She also coordinates all owner and tenant billing.

Chris Mullinax

Broker Owner & New Business Development

As President and Owner of CRM Properties Chris helps generate new business and works on making sure the business is compliant with all local, state and national laws and ordinances.

Call us at (765) 459-8034 during business hours.

We guarantee that a team member will be on the other end to answer any questions you may have.

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