Our Services
Full-service residential management
Everything your investment property needs, end-to-end — from rent-ready prep
and marketing to disbursements, inspections, and legal compliance.
On this page
Preparing to Rent Your Property
When prospective tenants view your property, we want the property to look its best.
An initial evaluation of your property will be conducted and items such as maintenance/repair issues will be evaluated.
Before marketing the property for a tenant, the property must meet Rent Ready Standards.
These include:
- Property cleaned and free of trash and debris, inside and out
- HVAC system to be in good operating condition, with a new filter installed (if applicable)
- All mechanical elements including appliances operating as designed
- Smoke alarm(s) have new batteries installed
- All interior and exterior light fixtures working
- Doors and locks all functioning properly
- Windows must open, close and lock properly and window screens in good condition
- Door locks re-keyed in preparation for new tenant
Supply, demand, location and condition of the property determine rent.
The current rental market will be evaluated to ensure appropriate rent.
We will market your property on the Multiple Listing Service (MLS).
The property will also be advertised on other internet sites, such as Zillow, Realtor.com, Trulia.com, Apartments.com, etc.
A For Rent sign will also be placed at the property unless requested otherwise.
Tenant Screening, Applications and Showings of Property
Dogwood Residential Property Management is focused on finding quality tenants for your property.
All applicants must submit a detailed application for processing and approval.
Before showing the property, income/employment and rental references will be checked and verified.
Once this is completed, and the applicant has viewed the property and wishes to move forward, we will run the credit, background and eviction checks.
Applicants must:
- Have current photo identification and a valid Social Security Number.
- Monthly household income must exceed three times the rent.
- All income must be from a verifiable source. Unverifiable income will not be considered.
- Receive positive references from all previous landlords for the previous five years.
- Have no evictions or unpaid judgments from previous landlords.
- Have a resident credit score of minimum 600.
- Exhibit a pattern of responsibility in background checks.
Rental / Lease Agreement
Once an applicant is approved, the security deposit must be paid in full within 24 hours.
Once the security deposit is received, a thorough rental/lease agreement is complete.
Lease terms are for one year with a 60 day written notice required from each side to vacate the property.
A 60 day notice is required as well for any rent increase.
Pets / Animals
It is recommended that if owner is allowing for pets, that when marketing the property, it is stated that pets are “negotiable”. This encourages applicants to disclose any pets on application.
If approved, a pet deposit is collected and a pet addendum signed as part of the lease.
If Owner prefers there be no pets allowed in their property, marketing will indicate such.
Owner understands that state and federal law govern “service animals” and “emotional support animals” and those animals are not legally considered pets, and therefore pet policies do not apply.
Legal documentation is required to be turned in with the initial Application to verify any service animal and/or ESA.
Property Inspections
A detailed move-in inspection is performed prior to the tenant taking possession of the property.
This inspection will document the condition of the property at move-in and will include pictures of the property.
In addition, inspections will be performed every 3-6 months to ensure the property is well-kept and maintained up to standards.
A move-out inspection is completed within 72 hours after tenant has vacated the property, and before any deposits are returned.
Record of any maintenance and/or repairs required will be documented and disclosed to the vacating tenant.
Additional pictures are taken when necessary to document the condition of the property and support any deductions from the security deposit.
If any tenant deductions are determined, a security deposit disposition letter is prepared.
Tenant Education and Preparation
Taking time to prepare tenants for their residency is another step toward a successful tenant/landlord relationship.
The Property Manager will provide tenants with information on how to care for and maintain the property, how to report maintenance issues, make timely payments, how to give proper notice to vacate, leaving the property in good condition and more.
All tenants will also be required to have a current rental insurance policy.
The best approach to maintenance is “Preventative Maintenance”.
Information is provided to the tenant that outlines tenants’ responsibilities.
Preventative maintenance items can include:
- Changing filters
- Changing batteries in smoke alarms
- Trimming shrubbery
- Cleaning gutters
- Etc.
Maintenance and Repairs
All ordinary maintenance, repairs and upkeep shall be the responsibility of the tenant.
This includes, but is not limited to, maintaining the lawn and all landscaping by watering, fertilizing, cutting and trimming as needed.
Tenant shall keep property free of leaves and debris, clear the gutters free of leaves and debris, remove snow and ice from sidewalks, driveways, decks and/or patios, and otherwise maintain the exterior of the property in its current condition, to include fences and walls, if any, natural wear and tear excepted.
It is also tenants responsibility to maintain the interior of the property in its current condition and make all non-structural repairs, including, but not limited to:
- Replacing light bulbs
- Changing batteries in smoke detectors
- Clearing clogged drains and toilets
- Leaks caused from shoving items under sinks
- Faucet knobs
- Broken windows
- Doors
- Glass and/or locks
- Storm doors
- Replacing furnace and air conditioner filters every 60 days
Owner will be responsible for all structural and major plumbing, heating, air conditioning and related repairs which are not due to the negligence or willful conduct of tenant.
Owner shall make all repairs to the premises required by normal wear and tear, fire, the elements, or other casualty not caused by the negligence of Tenant, his agents or invites, and shall comply with the requirement of all applicable building and housing codes materially affecting health and safety.
With owners’ consent, we will authorize any maintenance/repair up to a predetermined amount.
We will coordinate all maintenance calls with previously agreed upon contractors.
Tenant Move-Out
Lease terms are for one year with a 60-day written notice required from each side to vacate the property.
When a Notice to Vacate has been given, we will notify the owner.
After the move-out inspection is complete, we will notify the owner of any tenant damages and/or maintenance required to re-rent the property.
Disbursement of Funds and Quarterly Statements
Tenants will make all rent payments and deposits through apartments.com.
All funds must be paid in full prior to receiving the keys to the property.
Dogwood Residential Property Management will hold any security and/or pet deposits in an escrow account through the term of tenancy.
The rent payment is due on the 1st of each month.
Most tenants pay the rent payment on the 3rd or the 5th of each month.
It takes about 5-7 banking business days for the bank to clear the deposited funds.
We cannot pay out funds that have not been cleared by the bank; therefore, we will disburse available funds to owners by the 15th of each month.
If your monthly rent has not been paid by the 6th of the month, you will be notified.
Quarterly statements will be provided to property owners, including all credits and debits (management fees, maintenance fees, etc.)
Yearly statements and 1099s will be provided at the end of the year.
Owner Communications
While we have your home marketed for rent, we will provide weekly updates while the property is vacant.
Once the home has been rented, you will receive an email and/or letter that lets you know the property has been rented, along with number of occupants, lease terms, rent amount and any pets.
Other communications will include:
- Repairs – if owner has given consent to authorize maintenance repairs up to $500, you will receive a FYI email to let you know of any repairs done.
- Lease renewal.
- Turnover – Property owner will receive notification when tenant has given notice to vacate.
Dogwood Residential Property Management will handle full turnover and security deposit return.
After the move out inspection is completed, property owner will be provided with a list of required items and recommended items to get the property rent ready again.
Collecting Rent and Legal Actions
Rent is due on the 1st day of each month with a 5-day grace period allowed.
We will work diligently to avoid the necessity to begin legal action.
In the event any legal action is required, we will contact the owner and discuss the entire process.
The owner is responsible for eviction costs.
If necessary and with your approval, we will proceed with an eviction process.
Legislative
Dogwood Residential Property Management adheres to the laws and guidelines of Federal, State, and Local governments and incorporates this into all documentation, policies and procedures.
Below are some of the agencies and laws that we must follow.
- Fair Housing
- Equal Opportunity
- Virginia Landlord Tenant Act
- Virginia Habitability Law
Lead-Based Paint
All properties built prior to 1978 require disclosures to all tenants.
Tenants must sign lead-based disclosures prior to renting a property and our office will provide the required EPA Pamphlet, Protect Your Family from Lead in the Home.
Property Owners and/or Property Managers must also notify tenants of any scheduled work necessary for lead-based paint on the property.
Mold Issues
Mold issues are a top priority in property management.
Owners should be aware that mold is another leading issue in the property management industry and failure to act if tenants report or discover mold can lead to costly lawsuits.
This is an area of extreme liability, and we will take action if a tenant reports mold.
We will notify the owner as soon as possible of any mold issues so that Owner can take the proper steps to remedy the issue.
Emergencies / Disaster
When an emergency and/or disaster strikes, our office will notify the owner as soon as practical.
The nature of the emergency and/or disaster determines the action needed.
There are times when Property Manager must act in order to prevent greater financial risk to the owner.
Owner's Responsibilities
- Notify office of any ownership changes for the managed property.
- Supply office with accurate information, so we can service you and the property effectively.
- Support Fair Housing Laws and guidelines.
- Exercise responsibility for required maintenance and safety for tenants. Virginia has a Habitability Law that requires proper maintenance.
- Treat our office staff with courtesy and notify Property Manager if there are problems so that they can be resolved quickly.
- Owner shall maintain an insurance policy that covers the subject property for at least fire and extended coverages (replacement cost preferred) with liability of $500,000 at a minimum. Policies shall be written to protect "property management company" in the same manner and to the same extent as the Owner under the liability section. Owner shall provide "property management company" evidence of Landlord Insurance naming "property management company" as additional insured no later than the start date of the lease and at the time of each renewal.
Expiration of Management Agreement
It is the goal of Dogwood Residential Property Management to have successful business relationships, but all things change over time.
Owners sell properties, people give notices, etc.
If this happens, our policy is to resolve your account in a timely and pleasant manner.
We will notify the current tenant of the date Dogwood RPM will no longer manage the property and that we will forward all security deposits to the owner or to who the owner designates.
It is the owner’s responsibility to advise tenants where to make future rental payments.
Our office will distribute funds, including security deposits and final statements to the owner within 60 days of the termination date.
A 1099 for funds collected during the current tax year will be issued when the tax year ends.
We hope you have found this Owner’s Manual informative and useful.
If you feel there is other information we can provide, please let us know so we can include it in the future.
We thank you for your business and we look forward to a successful management relationship!