Owner FAQ

Steps for you to complete for signing up for Rentor Property Management Services (8 Steps to Frictionless Onboarding):

1. Complete the Property Management Agreement.
2. Fill out the Rental Information & Owner Preferences form. Our Business Development Manager will review the rental property information and your preferences. Use the contact page to get the form.
3. Complete a W-9 and one of the California Franchise Tax Board forms below.
4. Send a copy of the insurance declaration page through the contact page, or send the insurance agent's contact info.
5. Optional, but highly recommended: complete an owner initial property condition review and email pictures of the property for marketing.
6. If applicable, tell us about any maintenance you would like completed.
7. Provide keys for the property.
8. Authorize Rentor to manage PG&E. See How do I give Rentor authority to manage my PG&E account?.
9. Once we have items 1-7 above, we will begin onboarding your property into the Rentor management systems.

California Franchise Tax Board

1. If a California resident, complete California Form 590.
2. If not a California resident, complete California Form 589 (Nonresident Reduced Withholding Request).
3. If not a California resident and you would like to request a reduced withholding, complete California Form 588.

Send completed forms through the contact page.

Effective communication is a pillar of our management philosophy.

TEXT: You will be provided a custom phone number you can save into your phone as "Rentor." You can text this number at anytime and we will get back to you within one business day.

CALL: You can also call that number and speak to a representative or leave a voicemail with your question or request.

EMAIL: You are also welcome to email Rentor through the contact page at anytime and we will respond within one business day. You can also call 707.444.3835.

How to vet a property manager

If you're looking for a property manager to help rent and manage your property, here are a few tips for preventing problems and protecting yourself from fraudsters.

• Get the full name and contact information of the person or company.
• Check the property manager's Real Estate license, which must be valid and active to collect rent and manage your property.
• Ask the property manager for professional affiliations or certifications with property management organizations, and then verify those on the organization's website.
• Find out how long the company has been in business.
• Ask how many properties are being managed and by how many employees. Make sure the answer is reasonable.
• Get information on how tenants are screened, to include employment verification, prior rental and eviction history, etc.
• See how many tenants have been evicted in the last year. This can also help you find out if tenants are being properly screened.
• Ask how long it takes to fill a vacancy. Make sure the answer is reasonable.
• Find out what insurance or bond the company may have.
• Make sure the property manager has a trust account for security deposits and rents if they're not held in an escrow account or given directly to you.
• Study California Tenants: A Guide to Residential Tenants' and Landlords' Rights and Responsibilities, a Department of Consumer Affairs publication available at www.dca.ca.gov.
• Read the property management agreement carefully; there may be clauses that may not be agreeable to you.
• Make sure the agreement explains any additional fees charged for markups, accounting, etc.
• Confirm that the contract clearly identifies how repairs are handled and expensed.
• Be sure that the contract requires monthly accounting reports and has a clear termination date.
• Get a copy of the signed property management agreement and lease agreement.
• Review all of the accountings that you receive from the property manager.
• Go to www.calbre.ca.gov to check the license. Make sure the license status is "Licensed" and that an agent with a salesperson license works for a broker. Look into any prior disciplinary action or restrictions on the license.
• Check the Better Business Bureau, Chamber of Commerce, and other sources for reviews and complaints.
• Review your insurance policy to see if you're covered against fraud by a property manager.
• Be wary of individuals who won't meet with you in person.
• If rent checks paid to you by the property manager are consistently late or short, or if a rent check bounces, ask the property manager for an accounting of your funds.
• Consider filing a complaint with the Department of Real Estate as there may be issues that warrant an audit.
• Be on the alert if the property manager does not send copies of invoices to show proof that expenses were incurred and paid.
• Be wary if the property manager does not disclose all income sources from managing your property, including any ownership interest in maintenance or repair companies used.
• Consider that you may be able to file a claim with the Department of Real Estate against a property manager who defrauds you if the property manager is licensed by the Department of Real Estate.

Most importantly, trust your instincts and common sense. If you have a feeling that something isn't right, go to www.calbre.ca.gov.

Further reading: BiggerPockets guide to interviewing property managers.

After signing the Property Management Agreement, you'll need to provide the following information about each property so we know it's ready for our management:

• Name of owning entity
• Employer Identification Number (EIN) of owning entity, if owning entity is a company
• Articles of Incorporation of owning entity, if owning entity is a company
• A copy of the deed
• Proof of insurance with Rentor listed as co-insured. See What are the insurance requirements?.

Property access

Keys: We must have the keys to the property, whether it's vacant or tenanted. You can send a copy of the keys using the KeyMe app (see How do I use KeyMe to send Rentor a virtual copy of my keys?), or contact us through the contact page about mailing or pickup. Alternatively, we can pick up the keys from a local representative.

Vacant property

• Is the property rent-ready? Rentor manages properties that are already in rent-ready condition. If your property needs significant rehab, Rentor can't take over until the rehab is complete. If standard maintenance is needed before the property is rent-ready, that is something we can assist with. See What condition does a property need to be in before Rentor can take it on?.
• Utilities: All utilities at the property must be on and in your name. If PG&E, authorize Rentor to manage your account. See How do I give Rentor authority to manage my PG&E account?.

Occupied property

• Tenants' contact information: We need a phone number or email address so that we have a way to reach out to the current tenants and welcome them to Rentor.
• Copy of current lease: We need a copy of the tenants' current lease. If the lease is valid, we're obligated to continue enforcing it until it expires, even if ownership or management changes.
• Information about the security deposit: We need to know who has the security deposit. If you have it, you'll need to transfer it to us. If your previous manager has it, we can work with them to receive it, although we may need you to authorize the transfer from them to us.

Please note that we are not able to enforce tenants' back balances when transitioning a property to Rentor if there is no documentation of the amount owed. If a tenant owes back rent to a previous manager and there is no documentation of the balance owed, we will have to disregard it and start fresh when bringing the property over to Rentor.

Additionally, you'll need to provide the following personal information: your name and address, your Social Security Number if you have one (or your passport number if you don't), and a copy of your photo ID.

To keep your personal and financial information secure, your owner portal has an additional layer of security with two-factor authentication. This means signing into your portal will periodically require both a password and as well as a security code that will be sent via your preferred method.

1. When setting up two-factor authentication for the first time, you will be presented with a screen when you login. Enter your phone number and click Send Verification Code. You can also opt to receive the code via phone call, if you are unable to receive SMS messages.
2. You will then receive either an SMS message or a phone call with a code. If you do not receive the text message or call within a few minutes, click Send new verification code to get sent another one.
3. Enter the code and click Login. If you uncheck the box Remember this device for 30 days, you will need to repeat this process the next time you login within 30 days.
4. Two-factor authentication setup is complete and you will be logged in.

Rentor specializes in the management of properties that are ready to rent, e.g. "Rent Ready". A property needs to be rent-ready or near rent-ready before we can begin the leasing process.

The three lists below — Standard Maintenance, Non-Standard Maintenance, and Major Maintenance — give all the issues that would prevent a property from being rent-ready.

If you believe your property is rent-ready or near rent-ready, we will conduct a walkthrough when we start management to confirm the state of the property. If the property meets all our criteria for rent-ready, we will start listing and marketing it for rent.

If our walkthrough finds issues, there are three possible outcomes, detailed below.

Standard maintenance

If the property only requires standard maintenance, we will coordinate repair all issues as part of normal management. The following issues fall under standard maintenance:

• Keys do not open all doors
• Lawn not maintained
• Outside has trash and debris
• Garage not clean
• Light bulbs missing
• Outlets missing covers
• Smoke and CO detectors missing
• Cleaning needed
• Doorknobs not in good condition
• Screens missing or not in good condition

Non-standard maintenance

If the property requires non-standard maintenance, we can secure one bid to repair all issues. Alternatively, we can pause management while you make the repairs yourself or with one of our trusted contractor partners directly. The following issues fall under non-standard maintenance:

• Porch, steps, or walkway not in good condition
• Floors not in good condition
• Walls not in good condition (including issues with paint)
• Fixtures missing or not in good condition
• Appliances broken
• Not all doors and windows secure and in good condition

Major maintenance

If the property requires major maintenance, we may pause management while you make the repairs yourself or with one of our trusted contractor partners directly. The following issues fall under non-standard maintenance:

• Mold or mildew
• Furnace not running (but gas and electricity are on)
• Hot water tank not running (but gas and electricity are on)
• Backed up or broken sewer line
• Cracked foundation
• Roof issues of any kind

Utilities and compliance

Additionally, we require utilities to be active and registered in the name of the owning entity, as well as the property to be insured as a rental property before we assume management. If you are not familiar with the utility or insurance status of your property, you can contact the relevant utility department that services your property. See How do I give Rentor authority to manage my PG&E account? for gas and electric, and What should I do if water is off or not in my name at my vacant property? for water and sewer.

Landscaping services are required because we have found that this is best method for ensuring that the grounds are properly maintained. This is for the benefit of the property and the tenancy.

The landscaping services can be paid for by the Owner (included in the rent) or they can be charged back to the Tenant, but it is required that someone other than the Tenant is responsible for performing the landscaping / yard care.

Landscaping is an example of the "ounce of prevention is worth of pound of cure" where the cost of rehabbing the landscaping, when not maintained, far outweighs the monthly cost of continuous care.

One of the first things we do upon taking over management of a property into our portfolio is to determine the monthly landscaping expense. Once we have this figure, then you can decide if you wish to have landscaping included with rent or charged back to the Tenant on a monthly basis.

There are three basic options for landscaping that will be added to the Rental Agreement:

• Property does not have landscaping. Landlord shall maintain the grounds. Tenant shall not leave debris anywhere on the grounds of the property.
• Landscaping included in rent. Tenant is responsible for keeping the grounds clear of debris and watering as necessary. Landlord is responsible for performing landscaping services. Tenant will be charged for additional costs if there are damages to the landscaping.
• Monthly landscaping fee. Tenant is responsible for keeping the grounds clear of debris and watering as necessary, but landscaping services are provided by a 3rd party vendor. Landscaping services will be an additional monthly charge that is due and payable on the 1st of each month. Tenant will be charged for additional costs if there are damages to the landscaping.

No personal property can be left at the property.

Rentor recommends completely clearing the premises of all personal property. If items are left behind, Rentor will not be responsible for an inventory of the items and will not include any personal property as part of a security deposit disposition.

Residents have a much better living experience if they do not have to deal with personal property around the property.

Having personal property on the premises also:

• Reduces our ability to rent the unit in a timely manner.
• Increases the likelihood of a break in during vacancy.
• Creates legal exposure for anyone using the items and claiming they caused an injury.
• Makes it more difficult for us to compare the move in and move out condition to properly ascertain tenant charges for damages.

In summary, mixing the Property Owner and Resident's personal property is a bad idea. You may think you are doing the Resident a favor, but, if you leave personal property on the premises, you are creating a hassle and stress for the Tenant.

Please see your Rentor Property Management Agreement (PMA) for a schedule of fees. A general overview of property manager fees is discussed in this Roofstock article.

At Rentor, we believe that "Value for Money = Service". Our service is called "Property Management" however, it could just as easily be called "People Management," as much of our work is centered around our staff successfully communicating with property owners, tenants, contractors, creditors, insurers, attorneys, code enforcement, planning and zoning and home owner associations, just to name a few.

Management fees are charged on a percentage basis as the rent is collected. The amount charged per calendar month will depend upon the actual amount of rent collected. Your Property Management Agreement will provide the exact services provided. Example services in connection with management fees:

• Attending to daily telephone, email, text, and in person inquires.
• Timely rent collection.
• A manager on call 24hrs a day, 7 days a week, 365 days per year.
• Organizing keys for viewings, inspections and repair vendors.
• Writing and placing advertising in various media.
• Attending to payment of various property expenses.
• Collection of late rent through various legal means.
• Lease enforcement with tenants.
• Hand deliveries of notices to tenants as necessary.
• Attending to correspondence.
• Organizing maintenance repairs and quotes.
• Administering rent through the trust account.
• Electronic funds transfer to your account.
• Copying/Scanning of invoices.
• Starting eviction process "if" necessary.
• Preparing calendar monthly statements for property owners and collating supporting information for the owner's statement.
• Preparing annual year end income/expense statements and IR1099 Forms.
• Liaison with home owner or condo associations if applicable.
• Organizing utilities to be turned on and off when required.
• Conducting annual rent reviews.
• Regular follow up with maintenance contractors.
• Periodic visual inspections of the property to ensure lease compliance.
• Processing notices to vacate or to renew a lease term.
• Liaison with insurance companies, when authorized.
• Conducting the video recorded and written move-in/move-out inspections.
• Lodging security deposit claims, when necessary, in accordance with the California Landlord Tenant Laws.
• Liaison with and assisting with sales brokerage firms.
• Maintaining a staff of highly skilled and trained professional property managers who answer the phones to conduct business during normal business hours.
• Maintaining a professional office with the latest in technology and property management tools in our industry.
• Constant ongoing training and cutting edge knowledge of our industry.
• Direct supervision by company managers who belong to the National Association of Residential Property Managers and hold the prestigious designation of (PRM) Professional Residential Manager.

Leasing fees

The leasing fees are for our services in connection with arranging photos and videos, property flyers, marketing venues, showings, applications, tenant screening (credit reports, eviction searches, criminal background checks, sex offender checks, former landlord references, and employment verification), lease negotiation, and lease signing in accordance with California Landlord Tenant Laws.

A - Advertising & Setup. Fee covers the time it takes to setup and build the marketing strategy and advertising for a property. This includes researching and including the average utility cost, school zoning, marketing photography using watermarked pictures to avoid scams, writing the marketing description, and organizing and preparing the property file. Manager will submit property advertisement to multiple websites, including some paid website advertising, as well as manual-entry websites. Examples of manual websites can include Social Media, Craigslist or any other special manual-entry websites. The websites posted to are chosen at the discretion of the Manager. Manager will perform a rental comparative market analysis to determine proper pricing. Additionally, fee includes providing a video walkthrough. Other possible items included at the discretion of the manager are special self-show lockboxes designed for rentals and a For-Rent yard sign. Lastly, weekly communication to the owner regarding on-market status updates. Manager reserves the right change advertising methods and services based upon technology constraints and individual property characteristics.

B - Leasing Process. Manager will show the property by appointment and/or scheduled through an online scheduling system. This fee covers scheduling showings electronically and by phone, and processing credit/background/eviction checks.

C - Lease Signing. The manager can provide an updated lease prepared by an attorney in accordance with California State Law. Lease signing will be performed by a California Real Estate Licensee.

An initial setup fee is to cover the initial cost of having the account entered into the operating system, including accounting setup, 1099 setup, portal access, insurance processing, utility processing, and/or lease file set up, emails to owner/tenant informing them of the processes, and online portal setup. This typically takes 25-45 employee hours. Additionally, initial setup fee includes first dwelling unit property condition review.

In order to start managing your property, we need to have a copy of the keys. This allows us to attend to maintenance issues and access the property in emergencies. Follow the instructions below to make a copy using the KeyMe app on your mobile phone.

We'll receive the virtual copy of your key instantly, but it generally takes about a week for us to receive a physical copy. For the fastest possible transfer, your best bet is to overnight the keys via FedEx or UPS to our office. The office address is on the contact page.

1. Download the KeyMe app in the iOS App Store or Google Play Store.
2. Create an account. You can log in with an existing Facebook or Google account, or create a new account using your email address.
3. Scan and name your key. Hit the yellow "scan" button on the bottom bar, and follow the instructions. It may take a few minutes to analyze the key. If it does not work the first time, try again. If you have further trouble, it may not be a compatible key. Type the address for the key name.
4. Repeat until all keys are scanned. Once the scans are complete, share them with Rentor through the contact page. Select "Share," then "Use Keyboard," and send the scans to Rentor.

We currently cover most areas in Humboldt County. Contact us to find out more, or see areas we serve.

If the property is occupied, tenants are responsible for paying utility bills. When we move a new tenant in, we'll guide them through the process of getting the relevant utilities in their name. For single family homes, the tenants are typically responsible for all utilities. For multi-unit properties, tenants are typically responsible for any utility that is separately metered, while owners are responsible for any jointly metered utilities. (The most common example of a jointly metered utility is water.)

Pacific Gas & Electric (PG&E): see How do I give Rentor authority to manage my PG&E account?. Water: City of Eureka.

What are the three utility billing names and what do they mean?

• Rentor-OC: The utility bill is in the owner's name and the owner pays for the cost of the utility.
• Rentor-OTC: The utility bill is in the owner's name, but the actual cost is charged to the tenant each billing period.
• Rentor-TC: The utility bill is to be in the tenant's name and the tenant will be responsible for the payment each billing period.

What are the typical utility payment structures?

1. Tenant pays all (common). Tenant shall be responsible for having all utilities in their name and paying them in full as due. Tenant shall be charged a utility admin fee for each utility invoice received that they do not put into their name upon move in.
2. Mixed (common). Landlord pays for some, but tenant pays for remaining items, for example water, sewer, garbage, PG&E, or security.
3. Landlord pays all (rare). Landlord pays for all utilities.

The PG&E Property Management Portal is a web portal designed specifically for landlords and property managers. The portal allows you to consolidate all your properties into a single view and to perform administrative activities online such as assigning specified responsibilities to Rentor to ensure that any vacant units transition smoothly and automatically to billing on your account to prevent interruptions in service, and reviewing who is responsible for PG&E charges for your units in near real time.

1. Set up your username and password. Create a landlord username and password on the PG&E registration page.
2. Locate your property. Find the buildings you want to manage by entering the addresses. Review all the units for each building to verify the list is complete or add any missing units.
3. Choose a property management firm. Do a search for Rentor, Corp. and complete the property manager authorization.

Once you authorize our company, we can manage payments and turn service on and off as needed.

Owners can request a site visit to facilitate access for deliveries and maintenance. Many of our owners ship appliances and items to the home and need someone to meet with the shipping company. Many owners also need help coordinating access for repairs for properties not yet under our management. For both of these scenarios, we can help.

Facilitating access for these reasons is not offered in our core services. There will be a charge for helping provide access to your property. To request assistance, use the contact page.

Yes, but please consult with your CPA to confirm the details.

• Franchise Tax Board: Doing business in California
• Keyt Law: California member of a non-California LLC

Portfolio review calls are an opportunity to speak directly with your Portfolio Manager, a Rentor representative assigned to your portfolio, to discuss any recent updates or upcoming events at your Rentor properties. This includes, but is not limited to: rent status, tenant placement progress, ongoing maintenance issues, and upcoming lease renewals.

The calls are typically 15-20 minutes in length, and we encourage you to be at a computer reviewing your owner portal during the call, so that you can follow along.

Calls must be scheduled at least 24 hours in advance. You can use the contact page or call 707.444.3835 to request a portfolio review call, or your Portfolio Manager may reach out to set one up.

If you are not available during US business hours, we cannot guarantee that we will find a time that works for your schedule. If you miss your call or need to reschedule last-minute, we also cannot guarantee that there will be a different time available for you that day. Our Portfolio Managers are busy making sure things are running smoothly at your properties, so please try to be available during your scheduled time.

Section 8 is a rental program for very low-income households. Information regarding the program should be directed to the Housing Authority of the County of Humboldt.

You can find more information about Humboldt Housing on the County Housing Division website.

Owners can request a site visit to conduct an inspection. The site visit will involve looking out for exterior and interior conditions of the property as well as violations of the lease and house rules. When the inspection is complete, a report will be generated with photos and details about any deficiency.

Tenanted property inspections are not a part of our core service. There will be a charge for a Property Condition Review Report. To request one, use the contact page.

Rentor does not keep On-Site Resident Managers (OSRM) on our payroll.

There are two options for employing On-Site Resident Managers:

• Option 1. The rental property owner has an employer entity that they control to employ the OSRM and we will coordinate management with the OSRM.
• Option 2. The OSRM becomes an employee of Cardinal Services. The OSRM reports hours to Cardinal, who manages the payroll, workers compensation insurance, and other payroll related tax and administrative duties. Cardinal then sends an invoice to Rentor to be paid out of the rental property owner's property balance.

Transitioning an existing OSRM to Cardinal

1. Have the on-site resident manager complete a Cardinal application.
2. The OSRM then goes to Cardinal for about 30-45 minutes to complete enrollment paperwork (I-9, W-4, new employee orientation, and so on).
3. Cardinal will then manage the payroll and send invoices to Rentor to be paid out of the property balance.

Hiring a new OSRM with Cardinal

1. Rentor can provide a job description for positions to be advertised by Cardinal Personnel Services.
2. Cardinal will manage all inquiries for the open position.
3. Cardinal will screen candidates for Rentor selection.
4. Rentor will perform an interview with the prospect to confirm they are a good fit for the property.
5. If approved, the new OSRM can be employed by Cardinal or the property owner's chosen entity.
6. Rentor still receives and distributes the report of hours to the accountant (Cardinal) and to you, audits the reports, creates updated manager agreements for rent increases and wage increases annually, and has communications with the OSRM regarding activities at the property.

Cardinal will provide a cost per hour for the hours the OSRM is authorized to work per month. OSRM typically have a minimum number of hours they must work on the grounds. The hourly rate Cardinal charges includes advertising, processing of employment applications, onboarding, payroll, workers compensation, taxes, W-2s, and tax forms.

Further reading: Nolo, tax rules for hiring resident property managers, and property management company licensing in California.

First, you'll need to let Rentor know how the water and electric/gas utilities are metered at your property. Most multi-unit buildings have electric/gas metered by unit (separately) and water metered at a building level (jointly).

Separately metered: If a utility is metered on a unit level, tenants will be required to change the utility into their name once they move in. The tenant will be responsible for the utility payments as a condition of their lease.

Jointly metered: If a utility is jointly metered, the tenants will not be required to transfer the utility into their name. The utility will remain in the owner's name. At a jointly metered property, Rentor will incorporate utility payments into the rental price prior to signing a lease with a tenant.

Log in to the owner portal and open the owner portal to view your dashboard.

Log in to the owner portal. Click on Contributions on the left side and then click on "Make a contribution." It is recommended to use a bank account to avoid credit card fees.

Some property owners want to communicate directly with their renters: we strongly discourage this.

We want to do all we can to ease your mind from the concerns that arise from being a landlord. However, we cannot effectively do the job that you have hired us to do if you are communicating directly with the renters.

The renters may interpret your communication(s) as further contractual obligations that may cause you to incur legal liability. By keeping the lines of communication clean between Rentor and the tenant, the potential for ambiguity can be eliminated.

We are happy to work with you to relay information to the renters if necessary.

To see what's included in Rentor's services, please refer to your management agreement.

We understand that you may need someone from Rentor to assist with an irregular task, such as visiting the building department to deliver paperwork with a quick deadline, or be present at a property for the installation of a security system. If you would like us to make an exception, we can certainly help, but require that our customers cover that expense.

For tenanted property inspections, water turn-ons, and assistance with deliveries or property access outside of our normal scope of services, see Can Rentor perform inspections on my tenanted property?, What should I do if water is off or not in my name at my vacant property?, and Can Rentor facilitate access to my property for deliveries/maintenance?.

After getting set up with your dedicated Rentor account manager, here's what you can expect to happen:

• A follow up email with any additional or reminder items to complete.
• Assigning a walkthrough of your property to make sure that it is rent ready. This takes three days from the day we receive your keys. You can view the results of the initial property walkthrough on the inspection section of your owner portal.
• If your property is rent ready, we'll schedule professional photos. This takes five days from when the walkthrough is complete.
• If your property has minor maintenance issues, we'll file them and assign contractors to make repairs or provide bids. Once those are completed and confirmed, we will schedule professional photos.
• If your property has major maintenance issues, we'll hand you off directly to our contractors to take care of the rehab work. Once the rehab is complete, we would assign another walkthrough to make sure the property is rent ready.
• Once we schedule the photos, we will ask you for additional details about your property. We will confirm rent, ask if pets are allowed, and note any additional details for the listing.
• Once you provide the responses and we have the photos uploaded, we'll list the property for rent on Zillow, Trulia, Craigslist, and other websites.
• After this, your property will enter the leasing process. See How does the application process work for tenants?.

We require owners to have a landlord public liability insurance policy that covers losses related to the property and names our company as a co-insured (also known as additional insured or, at a minimum, an additional interest). During onboarding, we will request proof of insurance from you.

You can ask your insurance provider to add our company as additionally insured or additional interest, with this information:

• Company: Rentor, Corp.
• Phone: 707.444.3835
• Address and email: see the contact page.

If possible, please also ask your insurance provider to set a retroactive start date to the start date of your management agreement with Rentor.

Landlord liability insurance protects you (and us) from accidents at the property — for example, if the mailman trips and falls on the sidewalk and sues you. We are an agent for you and thus the mailman may also choose to sue us for this bodily injury. This is different from replacement coverage, which reimburses you for physical damage to the property. Rentor only requires liability coverage — whether or not to get replacement coverage is up to you.

If you don't have insurance yet, please contact a trusted insurance agent. Another option, if you have 1-5 units, is National Real Estate Insurance Group.

You can be enrolled in Rentor's Master General Liability Insurance if Rentor does not receive coverage that lists Rentor as additional insured. The cost of that insurance is billed to the property. You may opt out of Rentor's Master General Liability Policy at any time by providing a copy of public liability insurance that lists Rentor as additional insured. You have the option of obtaining dwelling insurance only to cover the physical property and continuing with the Rentor master general liability insurance to cover the liability requirement. The owner statement will detail all charges.

Landlord insurance is not required by law, but it is a requirement if Rentor is to manage the property. You need landlord insurance when you do not occupy the same residence as your tenant. A homeowners policy most likely will not cover damage to a rental property, unless you are only renting out a portion of the home you are living in.

Rentor, Corp. is a licensed Corporation with the California Department of Real Estate. Our License ID is 01527620.

A fiduciary is a person who holds a legal or ethical relationship of trust with one or more other parties. "A fiduciary is someone who has undertaken to act for and on behalf of another in a particular matter in circumstances which give rise to a relationship of trust and confidence."

As the agent for the property owner, Rentor is a fiduciary for the client. Therefore, Rentor has the legal and ethical responsibility to represent the best interests of the client. Rentor is required to act for the sole benefit of the client in matters that evolve from the relationship, whether or not those matters are seemingly insignificant or they are significantly material. A fiduciary agent is held to a higher standard than that of a non-agency relationship.

The fiduciary agreement is one of trust. Key components: loyalty, confidentiality, disclosure, reasonable care and diligence, and accounting.

Loyalty

A duty of loyalty obligates a real estate broker to act at all times solely in the best interests of their principal to the exclusion of all other interests, including the broker's own self-interest. A corollary is a duty to avoid conflicts of interest that might compromise the broker's undivided loyalty to their principal's interests.

Confidentiality

An agent is obligated to safeguard their principal's confidence and secrets. A real estate broker must keep confidential any information that might weaken their principal's bargaining position if it were revealed. This duty does not include any obligation to withhold from a prospective tenant any known material facts concerning the condition of the property or to misrepresent that condition.

Disclosure

An agent is obligated to disclose to their principal all relevant and material information that the agent knows and that pertains to the scope of the agency, including facts affecting the condition or value of the property, the broker's relationship to or interest in a prospective tenant, and all profits related to the agency relationship. The broker must not have secret commissions. If the principal provides fully informed consent, the fiduciary may keep the benefit.

Obedience

An agent is obligated to obey promptly and efficiently all lawful instructions of their principal. This duty does not include an obligation to obey any unlawful instructions, for example an instruction not to market the property to minorities or to misrepresent the condition of the property.

Reasonable care and diligence

An agent is obligated to use reasonable care and diligence in pursuing the principal's affairs. The standard of care expected of a real estate broker is that of a competent real estate professional. This duty includes an obligation to affirmatively discover facts relating to their principal's affairs that a reasonable and prudent real estate broker would be expected to investigate.

Accounting

An agent is obligated to account for all money or property belonging to the principal that is entrusted to the agent. This duty compels a real estate broker to safeguard any money, deeds, or other documents entrusted to the broker that relate to the client's transactions or affairs.

• Marketing and listing. Rentor takes professional pictures of a vacant property, and cross-lists the property on over 40 websites.
• Property showings. Show properties to interested applicants.
• Tenant screening. See What criteria do you use to screen tenants?.
• Lease facilitation. Rentor prepares the lease and facilitates the lease signing.
• Maintenance coordination. Once a property is occupied, Rentor is responsible for taking care of maintenance on behalf of the owner and tenant.
• Rent collection. Tenants can pay rent online via their bank account or with credit card.
• Lease enforcement. Rentor is responsible for enforcing the rental agreement and following up with legal action, including evictions, if necessary.

What services does Rentor not provide?

• Insurance (but we can make a referral)
• Full rehab services
• Consultation on buying or selling real estate
• Brokerage/realtor services associated with buying or selling (but we can make a referral)
• Warranties
• Legal advice (we let our lawyers handle that)

Management services also include daily inquiries, timely rent collection, a manager on call 24 hours a day, organizing keys, advertising, paying property expenses, collecting late rent, lease enforcement, notices, maintenance quotes, trust-account administration, electronic funds transfer, monthly and year-end statements, utility turn-ons, annual rent reviews, inspections, move-in and move-out inspections, and security deposit claims in accordance with California landlord-tenant law.

Leasing services include advertising and signage, photos and video, flyers, internet marketing, showings, owner updates, applications, screening, lease negotiation, and the lease closing.

We will notify you when we are beginning the lease expiration / renewal process.

The annual California Franchise Tax Board withholding paperwork uses Form 589 (Nonresident Reduced Withholding Request), Form 588, and Form 590. Print the current forms from the Franchise Tax Board and send them to Rentor through the contact page.

When your home is vacant it can be a very stressful time. We want to keep you updated so you know if there is interest in your property and if it is close to being rented so you are not simply left in the dark.

We send out a weekly email on leads for your rental, showings, approved applicants, deposit notifications, move in dates, or other updates regarding the leasing of your property.

If applicable, we may share recommendations for changing the rent or making some curb appeal enhancements. For example: we may recommend adjusting the price lower to increase interest, or we may recommend a repair to make the property more attractive to prospective residents.

The update looks like this: we report how many leads the property received in the last week, attach a report of leasing activity, and continue taking inquiries and screening applicants. No action is required on your part, but please let us know if you have any questions.

What does "5 leads" mean?

"Leads" are inquiries. At this time a "lead" is an email from someone expressing interest in your property on one of the many sites we advertise on. We are still working on a way to accurately gauge all other lead sources such as calls, showings, and walk-ins. So 5 leads would be 5 emails asking about your property from a week range of Wednesday of the previous week to Wednesday of the current week.

What does it mean if my property is split on the activity report?

If the property on the report has multiple units and there is a row that says "No Unit," that is because there was an inquiry for the property, but the prospective tenant did not identify the specific unit of interest.

Some property owners want to attend showings and inspections, but we strongly discourage this.

We want to do all we can to ease your mind from the concerns that arise from being a landlord by sending you reports and pictures and confirmation on the status of your rental property. However, we cannot effectively do the job that you have hired us to do if we have to involve additional parties when coordinating our workflow. Many times appointments change, as work demands adjust, so it complicates our work when there are more parties involved. Additionally, we highly discourage property owner clients from directly communicating with prospective or current residents.

The residents may interpret your communication as further contractual obligations that may cause you to incur legal liability. By keeping the lines of communication clean between Rentor and the tenant, the potential for ambiguity can be eliminated.

We are happy to send you weekly leasing updates as well as copies of Property Condition Review reports after they are completed. You will receive pictures of the property so that you can have peace of mind.

As your property manager, it is our responsibility to take care of the details and keep you updated. It is in our mutual interest to have well maintained properties with quality residents.

Getting the property ready and documenting it

• Complete all maintenance before listing the property.
• Conduct a thorough move-in inspection.
• Pictures, video, and a written report.

Legally Complaint Marketing & Tenant Selection

• Market the property with quality photos, video, appropriate language and pricing.
• Create a legally compliant rental application and process.

The importance of a written lease agreement

• The rental agreement should cover all the rules for the property.
• In the current market, Rentor typically recommends month to month agreements.
• There are legally required disclosures and addendums.

Managing the landlord-tenant relationship

All terms of the rental agreement must be enforced at all times with written documentation to the tenant. The most common violations are non-payment or late payment of rent, allowing someone to move in without prior written approval, getting a pet without prior written approval, the interior or exterior not being maintained, and noise or neighbor complaints.

Important forms include a 3 Day Notice To Pay Rent or Quit, a 3 Day Notice To Cure Covenant or Quit, and a 24 Hour Notice To Enter.

Handling maintenance

In order to protect, maintain, and maximize your investment, the investment must be maintained. This is a cooperative endeavor between the landlord and the tenant. The tenant is responsible for reporting items to the landlord, particularly on the interior. The landlord is responsible for doing due diligence as well. Conduct a landlord yearly inspection with or without the tenant present to check for maintenance needed and whether the tenant appears to be adequately caring for the property.

How to close out a tenancy

• Offer and conduct a pre-move out inspection. It must be performed within 2 weeks of the tenant vacating.
• Perform a detailed move out inspection that includes pictures of tenant-related items that need to be remedied, video of the overall condition, and written documentation.
• Complete maintenance items that a tenant is responsible for within 21 days of move out.
• A tenant can only be charged for repairs in compliance with useful life guidelines. Useful life of carpet is 10 years, vinyl is 15-20 years, and paint is typically 5 years.
• Send the tenant an itemized statement of any security deposit withholdings within 21 days of the tenant vacating.
• If the tenant disputes any of the charges, instruct the tenant to detail in writing the items they don't agree with and why, and to associate a specific monetary refund request for each item they do not agree with.

By default, Rentor holds a property reserve balance per unit, to cover maintenance and other regular expenses. You do not have to deposit this money into your account when you start with Rentor; instead, we'll fill the balance using rent and other income.

You can request a payout of the full amount we owe you, including the property reserve, at any time through the contact page. The property reserve will then be refilled using rent or other income.

Occasionally we are forced to spend the owner's money on repairs or invoices, the ultimate cost of which belongs to the tenant. When this happens the owner pays the expense on the front-end and we pursue the tenant for reimbursement.

Broken door frame: We can't tell the tenant to fix it themselves because they lost a key and broke the door to get in. We must provide a secure property. We have to do the repair, pay the vendor, and pursue the tenant for reimbursement.

Broken window: We can't say the tenant's child broke it and they must fix it. We must protect the property from the elements no matter what the cause, pay the vendor, and bill the tenant back for the expense.

Broken railing: When a railing is broken we can't tell the tenant to fix it. We must secure the railing, pay the vendor, and pursue the tenant for reimbursement.

Turning the utilities off: Utility companies often will not take service out of our name, or will refuse to turn it off, if the tenant has not ordered it on in their name, because turning it off can create a health hazard. When the bills come in we have to pay them out of the owner's account and charge the bill back to the tenant. This can go on for several months before it is corrected. In the meantime, the owner covers the cost and waits for reimbursement from the tenant. If the tenant will have a utility chargeback each month, as listed on their rental agreement, we have a system to charge the utility back to the tenant.

How do we determine if the tenant broke it? We usually rely on the contractor to tell us how it was broken. Sometimes it is obvious and sometimes it is not. Proving that to a judge during a collection process, or withholding it from their security deposit, is often impossible.

How does Rentor press the tenant to reimburse the expense? Like collecting rent, we have certain steps we must go through. We build fines in the lease for failure to pay monies due. We send certified letters demanding payment with charges attached.

There are three other things we can do to collect outstanding charges. First, we can report late payments to the credit bureau. Second, we can default their lease and threaten to evict them. This is the brass knuckles approach and we would never do it without your written permission. A vacancy is usually a lot more expensive than some outstanding charges but it is an option. Third, we can take the unpaid balances out of their security deposit when they move out. This ultimately gets the owner their money back but it may be a long way off.

We always remember we are representing you in this process and your interests are our greatest concern.

The lease agreement will state whether the landlord or tenant is responsible for the utilities. Most cities allow tenants to start accounts in their name, but a few cities mandate that the landlord keep utilities in their own name.

Tenants who do not pay their utility bills pose a significant risk to your investment. Unpaid water bills stay with the property, and delinquent bills may even roll over to your property taxes. Keeping utilities in your name, but leasing the property for a higher rent, is one way to reduce the risk of your tenants falling behind on their bills. If you do want the utilities to be the tenant's responsibility, there are a few enforceable policies to incentivize tenants to pay their bills:

• Risk of shut-off. If tenants aren't paying their bills, the utility provider will issue warnings of a shut-off, with the intention of prompting payment. Depending on the provider, it can take months to actually turn off the water, giving time for the bill to creep up.
• Loss of security deposit. If the tenant has unpaid water bills at the end of their lease, you can deduct the outstanding balance from their security deposit payment.
• Termination of lease. By not paying utilities or transferring utilities into their name, the tenant may be in violation of their lease agreement. According to California law, this gives the landlord the authority to send a Notice to Perform Covenant or Quit. If the tenant complies with their lease during the notice, the notice may be cancelled. If the tenant does not comply, they will face eviction.

7 Day Notice, or 7 Day Eviction Warning Notice (warning prior to taking the first step for eviction). Reasons to deliver: non-payment of rent.

3 Day Notice, or Notice to Pay Rent or Quit (first step of the eviction process). Reasons to file: non-payment of rent; extensive and continuing physical injury to property; serious and continuing health hazards.

30 Day Notice, or Termination Notice. Reasons to use: owner wishes to terminate tenancy during a month to month tenancy. A 60 day notice must be used if tenancy has been longer than one year. A lease cannot be terminated with a 30 day notice, but the owner may send a Notice of Non-Renewal prior to the lease end date to confirm with the tenant that they must vacate at the end of the lease.

90 Day Notice. A 90 day notice must be provided to terminate a HAP (housing assistance payment) contract. See Civil Code Section 1954.535; Wasatch Property Management v. Degrate (2005) 35 Cal.4th 1111.

If the amount of maintenance expenses or other fees associated with your property exceeds the amount of rent coming in, then you may accumulate a balance with Rentor.

You have a few payment options:

1. Log in to the owner portal and make a contribution. See How do I make an Owner Contribution?.
2. Check payable to Rentor. The mailing address is on the contact page.

We appreciate you making this payment as soon as possible.

Rentor follows the standard eviction process to collect delinquent rent. When our lawyers go to court, their intention is to get a possession judgement for the amount owed, so that we have legal leverage to enforce the lease.

At court, unless there is an adjournment, the judge will add the court fees to the tenant's possession judgement. Rentor will then add the court fees to both the tenant ledger and owner ledger. In order to avoid eviction, the tenant must reimburse you for the court fees, and pay their back balance.

Unfortunately, if there ends up being an eviction, and the tenant does not pay their judgement dues, then you as the landlord will bare responsibility for these fees.

If you believe there was a mistake on the tenant ledger or your ledger, please use the contact page so we can follow up.

You should receive your Owner Draw directly into your bank account on the 1st or 2nd business day of each month. You will generally receive your Full Month Owner Statement by the 3rd business day of the month and it will show the prior month's Owner Draw as occurring on the last business day of the month.

We will initiate the Owner Draw on the last business day of the month and your bank account will receive the deposit a 2-3 business days later. See What kinds of bank accounts can I link in my portal?.

The deposit in your account will be listed as "Professional Pro/SIGONFILE" and then your name.

If you cannot link a bank account online, we'll issue payouts via check, but there may be an additional paper check printing fee.

For owners with multiple units, we shift balances between ledgers before making any payouts. For example, if one unit has an outstanding balance and another unit receives rent, part of that rent may be transferred to the unit with the outstanding balance before anything is paid out to you. Each transfer to a different unit will have a line item showing the amount of money moved and the destination of the money.

You may see a utility charge on your owner statement if a utility bill is received that the tenant is responsible for paying. In order to keep the account in good standing with the applicable utility company, the bill will be paid by the property and then charged back to the tenant. We will then begin the collection process to get the balance owed from the tenant as well as working to have the utility appropriately placed in the tenant's name.

See Who pays the utility bills at my property?.

We do everything we can to ensure that rent is paid on time, including offering tenants multiple payment options and sending them reminders a few days before and on the day rent is due. While these steps lead to the vast majority of our tenants paying rent on time, there's no avoiding the fact that late payments do sometimes happen.

We follow the same legal process for rent collection each month. Our lease gives tenants a grace period of five days from the due date during which they can pay rent with no consequences. During this period, we continue to send reminders. Many tenants wait for a paycheck on the 1st of the month before paying rent, so receiving rent in the following few days is common and nothing to worry about.

After the fifth day, a late fee applies. If you come to us with a preexisting lease, we'll continue to enforce the terms of that lease (assuming they comply with state law).

If a tenant still hasn't paid after the 5th, we'll charge a late fee and then continue following up with the tenant regarding non-payment. In the vast majority of cases, we are able to collect the rent without the need to move forward with an actual eviction. On rare occasions, however, legal action may become necessary. See How do evictions work?.

Most leases charge a late fee if rent isn't received by a certain date. Usually, there is a grace period of a few days after rent is due before the late fee is assessed.

In Rentor's standard lease, rent is due on the 1st of the month, and a late fee is assessed if rent is not received by the 5th of the month. If Rentor begins managing a property with an existing tenant, we will continue to enforce the current lease until it expires.

The late fee is retained by management as an administrative fee to cover the expense of collection activities.

Owner Draws occur on the last business day of the month.

If the unit was vacant, rent was not paid by the tenant, or there were expenses that used all available funds, you won't receive an Owner Draw for that month.

Owner Draws for each month will be sent on the last business day of that month. Your owner statement will show the Owner Draw as "Cash Out" on the last business day of the month. If you receive your Owner Draw through ACH direct deposit, your draw should hit your bank account by the 2nd or 3rd business day of each month. For example, this means that your January Owner Draw will be received on the 2nd or 3rd business day of February. If you receive your Owner Draw via check in the mail, the check will be received separately from your owner statements on or around the 7th business day of the month, or sooner.

Sending draws on the last business day of each month reduces the likelihood of issues with bounced checks from tenants or funds not being available for maintenance during the month.

To ensure incoming tenants have the ability to pay, we always charge full rent on the first month, and prorate the next month's rent.

When a tenant moves in, we prorate rent for the 2nd month based on the move-in date. For example, if a tenant moves in on September 16, they would pay the full rent upon move in and then would owe half the normal rent amount on Oct 1st.

We always file for eviction right away because the process is so long. In California, it can often take at least two months for an eviction to resolve. In the meantime, if the tenant pays, we will dismiss the eviction right away.

If you want to hold off on an eviction at one of your units, please use the contact page or call 707.444.3835.

We do everything in our power to avoid having to evict a tenant, but on rare occasions an eviction may be necessary. Attorney and court costs vary with the situation. A list of court fees is published by the Humboldt County Superior Court.

Broadly speaking, the eviction process works as follows:

1. File notice.
2. Get a court date.
3. Go to court (handled by a member of our team or a representative).
4. Receive default judgment.

The judgment describes how much the tenants must pay to avoid eviction, which is usually the full amount of back rent, plus legal fees. If the tenant doesn't pay what they owe by the time the judgment expires, we pursue the final steps: file for a writ of possession, receive the writ of possession, and hire the sheriff to remove the tenant. Legally, we must hire a sheriff to remove the tenant. If a sheriff removes the tenant, disposing of trash and rekeying the unit are part of that work.

Although the process is fairly simple, the wheels of justice turn slowly, and it can take a few months for the whole thing to work its way through the courts.

Court resources: evictions for landlords and unlawful detainer information.

What is an unlawful detainer?

An unlawful detainer is a lawsuit that a landlord files in court to evict a tenant. If the judge agrees with the landlord, the landlord can ask the sheriff to physically remove the tenant from the rental unit. If not, the tenant can stay in the property.

Can a landlord evict a tenant?

Maybe. In California, a landlord may be able to evict a tenant if the tenant is behind on the rent, breaks the lease or rental agreement and will not fix the problem, commits waste and damages the property, becomes a serious nuisance, or uses the property to do something illegal. In Humboldt County, the landlord can also evict the tenant if the tenant stays after the lease is up, or the landlord cancels the rental agreement by giving the proper written notice.

How does a landlord evict a tenant?

First, the landlord gives the tenant written notice. If the tenant doesn't do what the notice asks, the landlord can file an unlawful detainer in court when the notice period ends. If the judge agrees with the landlord or if the tenant does not answer the court papers, the court will order the sheriff to evict the tenant. If the judge agrees with the tenant, the tenant will get to stay.

Can a landlord evict a tenant without filing an unlawful detainer?

No. It is against the law for landlords to evict tenants on their own. Even if the tenant is months behind on the rent, the landlord cannot physically remove the tenant, get rid of the tenant's personal property, lock the tenant out, cut off the utilities, remove outside windows or doors, or change the locks.

A lease or rental agreement does not need to be in writing to be valid. The same rules apply with written or oral agreements.

The unlawful detainer process usually takes about 30 days, but it can take much longer if the parties do not complete and file the proper paperwork in a timely fashion. The tenant has 5 days to file a response after being served before the landlord can file a request for a default judgment. If the tenant files a response, the landlord must then request a hearing date. The clerk will then schedule a trial within 20 days (or less) of the landlord's request. The trial usually takes one hour or less.

The landlord and tenant do not have to get a lawyer. There are strict court rules and court forms. If you don't do things correctly, you may lose your case.

A tenant cannot file a counter-suit against the landlord in the unlawful detainer case. If the tenant has claims for personal injury or damage to personal property, the tenant can file a separate lawsuit. If the landlord tries to evict the tenant illegally, the tenant can file a lawsuit for wrongful eviction.

An unlawful detainer clinic is held at the Court's Self-Help Center in the Eureka Courthouse. Location and hours for self-help assistance are subject to change. For assistance with unlawful detainer paperwork, tenants may also contact Legal Services of Northern California. Their office is located at 123 3rd Street, Eureka, CA. They may assist only tenants and certain income qualifications may apply.

Tenants evicted for nonpayment of rent will have a back balance when they leave. If you want to collect on the back balance, you'll have to hire a collections agency.

Our eviction attorneys recommend Hunter Warfield.

Yes, we issue a 1099-MISC to anyone who has received qualifying gross rent in the previous calendar year. We issue one 1099 to every bank account holder who received the qualifying amount of gross rent.

When tabulating gross rent, make sure to refer to your ledgers and not to your bank account statements, which will only show net rent paid out. Note that unless we pay out a tenant's deposit to you to make up for back rent, the deposit will not be counted as rent on the 1099.

1099s are issued in January of each year.

For electronic 1099s, log in to the owner portal and request that your 1099 be submitted electronically:

1. Open the owner portal.
2. Click "Settings" underneath your email address.
3. Click "1099 Settings".
4. Click the checkbox beneath the consent form and then click Save.

Your 1099 will then be accessible from your owner portal. By choosing electronic copies you acknowledge that you can access the internet, view the files, and that the returns remain available electronically for one year. You agree to electronically receive Form 1099-K and Form 1099-MISC. You permit Rentor to obtain your electronic signature if you choose to sign certain communications. You will update your Rentor account for any changes to your email address.

Our management software generates 1099s based on net change in all income accounts not exempt from 1099 reporting, plus net change in prepaid rent. These amounts will not necessarily match, and the owner statement is not a recommended year-end report to compare with the 1099. The owner statement shows cash in and cash out of the key operating cash account and is affected by suppression and GL accounts that may be marked as exempt from 1099 reporting. The IRS considers all prepaid rent as taxable income on a 1099.

If prepaid rent is reported on your 1099 for a prior year, it will show up as a negative prepaid rent balance on your cash flow for the most recent year. This is to ensure that you are not taxed in two consecutive years for the same prepaid rent amount.

We do not suggest using the owner statement to identify the amount of income received in a year. The owner statement titles the columns Income and Expense, when really it should be referred to as cash in and cash out. For example, if a vendor reimburses an overpaid expense then this would be recorded as a receipt coded to an expense type account. This would show in the Income column on the owner statement, however this is not income to the owner because it was not coded to an income type account. Only transactions coded to an income type account that are subject to 1099 reporting will impact the owner's 1099 balance.

An owner's 1099 total equals the net change in income and other income GL accounts in the tax year plus the net change in prepaid rent in the tax year. The IRS considers advance rent taxable income, even if the owner does not receive the prepaid funds until January.

No, you do not need to send Rentor a 1099-MISC.

Please do confirm with your tax advisor, but a 1099-MISC does not need to be sent to our company as we are a C-Corporation and, for the type of services we provide, you do not need to send a 1099-MISC. See the Intuit discussion of 1099s and corporations.

Please consult with a tax professional for any questions related to Schedule E (Form 1040).

Confer with a tax professional to confirm the following: if a vendor is performing cleaning or maintenance services and charges mileage for the job, that expense can generally be listed as part of the applicable cleaning and maintenance expense. If you use a vehicle for business use related to your rental property activities, you can deduct the expense on IRS Schedule E. Auto and travel is generally related to your auto or travel expenses, not third party vendors.

Payments can fail for a few reasons:

• The account has insufficient funds.
• The account is a savings account and cannot make payments.
• The account holder puts a stop order on payment.

When a payment is initiated, the ledger shows it as Pending. It takes the U.S. banking system 1-4 business days to resolve the payment as Succeeded or Failed. As soon as our payments processor informs us of the resolution, we update the payment's status in the ledger.

If the tenant has had successful online payments before, we ask them to make sure they have sufficient funds, then try again. If the tenant has had other failed payments recently, we will ask them to pay by secured funds or electronic cash processing instead, which turns cash payments into electronic payments and cannot fail. We may also charge a failed payment fee, depending on what the tenant's lease allows.

When Rentor is managing a Section 8 unit, we will receive the portion of the rent covered by Section 8 directly from the Housing Authority.

Rentor will be registered as the managing agent, so the Section 8 office will contact us regarding inspections, maintenance, and other administrative issues.

We will fill out the relevant paperwork to receive Section 8 payments directly. See What paperwork do I need to complete in order to transfer a Section 8 property between management companies?. The local Section 8 office will set the rent for a Section 8 property based on their analysis of market rents. If a property is rented through Section 8, the owner must adhere to the Section 8 agency's set rental rate.

Section 8 is a rental program for very low-income households. Information regarding the program should be directed to the Housing Authority of the County of Humboldt. For more information, refer to the Housing Division website.

Use the contact page or call 707.444.3835 if you wish to request that we initiate a rent increase. It is important to note that we cannot increase the rent if a resident is on a fixed term lease.

We recommend keeping rental rates comparative with market rental rates as this makes your rental units competitive and reduces the chances that a tenant will move out after receiving notification that the rent is being increased. See How much will my property rent for?.

Rentor conducts a full portfolio wide rent review in February each year.

A "Full Month Owner Statement Cycle" means that you will receive your net owner draw deposited into your bank account and your statement on or around the 3rd business day of the month.

Generally, we will place utilities into our company name for long term rentals, but we may ask you to call utility vendors and put the bill under your name in specific situations which would include, but are not limited to, the following:

• Extended vacancy where there are not expected to be rent proceeds.
• The property is being transferred to a new manager.
• The property is simply being leased by Rentor and then we will be handing back management.

It's important to recognize that we do not set the price of rental housing; the market conditions set the price of rental housing. We conduct a thorough market analysis to determine pricing, but the only way to know for sure how much your property will rent for is to put it on the market and find out. However, we can generally make an estimate by looking at comps of other, similar properties in the area.

Use the contact page or request a free rental analysis and we'll happily provide an estimate for your property. A Rentor team member prepares it.

When listing your property, we'll generally start at the high end of our estimated rental range and adjust downward if we're not getting enough interest. Our team will work with you throughout the process to ensure we get the best possible price for your property.

Please see your Rentor management agreement for a schedule of fees.

The leasing fees are for our services in connection with advertising and signage, videos, property flyers, internet marketing, showings, owner updates, applications, tenant screening (credit reports, eviction searches, criminal background checks, sex offender checks, former landlord references, and employment verification), negotiating the lease, organizing the new lease, and attending the lease closing.

A - Advertising and setup. Fee covers the time to build the marketing strategy, including average utility cost, school zoning, watermarked marketing photography, the marketing description, and the property file. Manager submits the advertisement to multiple websites, including paid and manual-entry sites such as social media or Craigslist, chosen based on which sites are providing inquiries. Manager performs a rental comparative market analysis. The fee includes a video walkthrough. Other possible items are self-show lockboxes and a for-rent yard sign, plus weekly on-market updates. Manager reserves the right to change advertising methods based on technology constraints and the property.

B - Leasing process. Manager shows the property by appointment and/or an online scheduling system, and processes credit, background, and eviction checks.

C - Lease signing. The manager can provide an updated lease prepared by an attorney in accordance with California state law. Lease signing will be performed by a California real estate licensee.

Assuming your property is rent-ready and priced appropriately, we can generally find a tenant within six weeks.

Our tenant screening process is designed to ensure the placement of quality tenants who will treat our customer's properties well, and to treat all applicants justly, honestly, and in compliance with fair housing laws.

• Income verification. We review each applicant's income to verify that they have sufficient income for the unit they are applying to rent.
• Credit report. We review each applicant's credit report for indicators of their ability to pay rent in a timely manner, including frequency of late payments, foreclosure, and bankruptcy.
• Eviction report. We look for any judgments within the last five years.
• Criminal report. We look for convictions of arson, assault, battery, breaking and entering, drug manufacture and cultivation, fraud, homicide, rape, sexual assault, and vandalism. We base our list on risk of harm to neighbors, risk of damage to property, and risk of lost rent.

Other than choosing whether or not to accept tenants with pets, property owners cannot be involved in the tenant selection process.

To comply with fair housing law, we have to implement a standard, non-discriminatory process for tenant placement at all properties under our management. As such, we aren't able to offer property owners a specific choice about which tenant they'd like in their property. See What criteria do you use to screen tenants?.

Protected classes

• Race
• Color
• National origin or ancestry
• Religion
• Sex
• Familial status (including children under the age of 18 living with parents or legal custodians, pregnant women, and people securing custody of children under 18)
• Disability
• Sexual orientation
• Gender identity and expression
• Marital status
• Breastfeeding and any medical conditions connected to breastfeeding
• Age
• Medical condition (including HIV status)
• Victim of domestic violence
• Source of income
• Religious grooming or clothing practices
• Genetic information
• Discrimination based on arbitrary grounds
• Immigration status or the absence of immigration or citizenship documentation, citizenship, or primary language

Example leasing clauses: the prospective resident may be screened for credit history, criminal and sex offender history, employment, income, and rental history. All applicant screening and approval or denial is at the sole discretion of the agent. The agent does not warrant or guarantee the quality of any renters. In order to minimize legal liability for violations of fair housing, the owner authorizes the agent to select the most qualified applicant based on the agent's sole authority. Any lease executed by the agent for the owner shall not exceed one year without the owner's approval. The property will be rented without regard to race, creed, religion, sex, age, physical or mental handicap, height or weight, marital status or familial status, color, or national origin. If the owner requests the agent to disregard fair housing laws or state or local landlord-tenant laws, the contract may be terminated immediately at the agent's discretion and the leasing fees for the balance of the contract will be due upon termination.

The Fair Housing Act protects people from discrimination when they are renting, buying, or securing financing for any housing because of race, color, national origin, religion, sex, disability, and the presence of children. See HUD: fair housing rights. It is illegal for a landlord to refuse to rent to someone with children.

The simple answer is because it is against the law and our cyber security policies. See What are your cyber security / data security policies?. The Fair Credit Reporting Act has several regulations about how a credit report and Social Security numbers are handled. At worst it opens the door for identity theft. Rentor does not release private and confidential information including credit reports that we pull on prospective tenants.

The scenario usually goes like this: the tenant vacated and owes money. The owner wants the credit report or Social Security number to collect. Should you release it? No. If you provide credit-related information to others on a regular basis, you too are a credit reporting agency, subject to the same kind of rules as Equifax. A debtor can sue for a violation of the FCRA. Credit information can only be released for appropriate purposes. That does not include releasing credit information for the purpose of suing to collect on a debt.

The fact that the owner hired you as agent, or paid for the credit report, does not change that advice. Written consent from the tenant also does not allow the release. There are limited exceptions: a proper subpoena, or letting your attorney see the document when you are seeking legal advice.

A savvy property manager will have this clause in the management agreement: due to laws which may affect disclosure of private and credit information, landlord shall not be provided with the tenant's credit report and/or application unless specifically authorized in writing by the tenant(s) and the provider of the credit report.

We require vacant units to have utilities on for two reasons. First, we need to make sure the utilities are in working order before a tenant tries to switch service into her name. If utilities are off when a tenant moves in, the utility providers may find issues like a faulty meter or a broken supply line, which will cause delays in service and make for a negative move-in experience. Second, we need to make sure the utility-related infrastructure inside the house is in working order before the tenant arrives. For example, we need to have the water on to make sure there are no leaky pipes or fixtures.

We can provide additional services to turn on electricity, gas, and water at your vacant unit. See What should I do if gas and/or electricity are off or not in my name at my vacant property? and What should I do if water is off or not in my name at my vacant property?.

We generally do not market properties while they are occupied until they are vacant and scheduled to be rent ready, but if we do market the pending vacancy, we only conduct showings with approved applicants. We generally do not show units that are not rent ready or are in the process of an eviction.

We only show occupied homes to approved applicants because there are often issues and generally tenants are unhappy with people in their home. See What is the Property Turnover process?.

When properties are vacant, they are prime targets for theft. The most common crime is to break into a home and steal the furnace and water heater.

Regularly attending to lawn care in the summer and seasonal maintenance in the winter, which Rentor does for all vacant properties, can help a property look occupied and thus reduce the risk of theft. We also regularly send team members to vacant properties for property showings and walkthroughs, but while the property is vacant, it's still vulnerable.

To protect your home, Rentor recommends the installation of the Armor Concepts door jamb. Armor Concepts are an alarm-free security option that prevent kick-ins and have a lifetime warranty. Once Armor Concepts are installed at a property, they don't have to be removed. At your request, we will also leave a battery-powered radio in the property, so that the noise may deter someone from approaching the home.

Installation of a theft-deterrent does not guarantee that there will not be a break-in during vacancy or tenancy. This particular system prevents kick-ins, but does not prevent someone from entering with keys or through a window. For other security options like SimpliSafe, use the contact page.

A property is rent-ready when:

• All doors and windows are secure and all doors have functioning keys.
• The lawn is maintained.
• The property is clean and there is no trash or debris on the premises.
• The property does not contain any personal belongings of the property owner or previous occupants.
• There are no visible signs of damage to the exterior (gutters, walkways, porches, railings, and so on).
• There is no mold or mildew in the house.
• Smoke and CO detectors are present throughout the house.
• There are no visible signs of damage or extensive wear to the interior.
• Utilities are on and running throughout the house and there are meters installed for the property.
• The roof is in good condition.
• All necessary fixtures and mechanicals are present (toilets, furnace, water heater, and so on).
• Doorknobs, doors, and cabinetry are in good condition.
• All outlets have covers and light fixtures and lightbulbs are in place.
• Window screens are in good condition.
• Paint, floors, and carpeting are in good condition throughout the house.
• Any remaining repairs could reasonably be completed within one week.

It is best to not list and market any property that is not rent ready. We have found that this causes a property to be very hard to rent, and that it can turn off otherwise interested applicants. See What condition does a property need to be in before Rentor can take it on?.

The benefit of a month to month rental agreement is that the landlord has greater flexibility in controlling whether or not they want the tenants in the rental. If there are compliance or rent collection issues, they could give the adequate notice and then the tenant would have to move out. It's also easier to implement policy changes, raise the rent, or enact any other updates to the rental agreement.

Many landlords feel that a month to month gives them greater flexibility in dealing with tenants. It is especially important in states like California that tend to favor tenants over landlords in disputes.

The majority of property owners we work with have agreed that a month to month rental agreement is the most flexible arrangement and good tenants will stay whether it is a term lease or a month to month.

Further reading: benefits of a month to month lease.

Responsibilities of both parties. According to landlord-tenant law, the lease is the source of truth for all other responsibilities for the landlord and tenant, such as who pays for utilities and maintenance responsibilities.

Type of tenancy. Most lease agreements are for fixed-term agreements, approximately 1 year in length. Between the start and end date of the lease, as long as the tenant is in compliance with the lease terms, the landlord cannot regain possession from the tenant or raise the rent. The main advantage to this lease is it ensures that tenants are committed to stay at a property, so that there is not frequent turnover. Some tenants are on a month-to-month lease, which is a lease for an indefinite period. Typically, if a tenant or landlord gives 30 days notice, the lease can be terminated. With sufficient notice, the landlord can also change the rent at any time. Most fixed-term leases have a clause that states they will convert to month-to-month at the end of the fixed-term.

Information on the security deposit. The security deposit is the property of the tenant, but held by the landlord to enforce the terms of the lease. If the lease is followed with full compliance and there are cleaning or damage charges excepting wear and tear, than the landlord returns the deposit at the end of the lease. The landlord can claim the security deposit if the tenant owes unpaid rent, unpaid utility bills, or causes damage beyond reasonable wear-and-tear.

Yes, there is a non-smoking policy for all properties. Here is the language in our Rentor rental agreement: this unit is dedicated as non-smoking and tenant agrees not to smoke or permit smoking in the unit. Smoking is not permitted in any common area(s) or within 30 feet of the building. Notwithstanding any law to the contrary, the growing, cultivation, production, sale, or use of any federally recognized illegal substance in any form, including but not limited to marijuana, for any purpose, is not permitted in or about the premises, at any time, by tenant, or tenant's guests, invitees, or friends. The failure to abide by the covenant shall constitute a material breach of this agreement and is a just cause for eviction.

Because it's much easier to find residents during the summer, we time our leases to end during warmer months. While we want our leases to be close to a year-long as possible, we adjust the duration in case we need to find a tenant for a house. Ultimately, our goal is to provide a good rental experience so that everyone agrees to stay on and renew a lease.

Leases that are signed between September and December typically end on July 31st. For example, if you sign a lease on October 15th 2030, it will end July 31st, 2031.

Leases that are signed between January and May typically end on June 30th of the next calendar year. For example, if you sign a lease on February 15th, 2030, it will end on June 30th, 2031.

If you would like to change the lease contract to be exactly one year in length, send that request through the contact page.

We always recommend allowing pets. It's your choice as the property owner whether or not to accept tenants with pets. If you do accept tenants with pets, we'll require the tenant to sign a pet agreement addendum to the lease outlining the additional responsibilities that come with a pet and pay a monthly pet rent.

Allowing pets imposes additional administrative work and risk, including pet screening and verification, tracking of pet-liability insurance and vaccinations, evaluation and handling of assistance-animal and reasonable-accommodation requests in compliance with fair-housing law, resolution of pet-related complaints, and inspections.

Pet rent does not apply to a verified assistance animal (service animal or emotional-support animal), for which no pet rent or other pet-related charge may be imposed. Registered service animals are not considered pets. We are legally required to accept tenants with registered service animals, even at properties where the owner has chosen not to accept tenants with pets. Qualifying emotional support, ESA, ADA, and service animals cannot be legally denied.

Example pet addendum terms:

• Only the pets listed are authorized. Additional pets must be approved. If a pet is no longer on the premises, there will not be a reduction in rent or security deposit.
• Tenant agrees to immunize pets in accordance with local laws and to keep dogs and cats spayed or neutered, and to provide proof.
• Dog owners must provide proof of liability insurance within thirty days. Insurance should name landlord as additionally insured.
• Dogs must be licensed where the rental property is located.
• Pets will not cause danger, damage, nuisance, noise, or a health hazard. Tenant agrees to clean up after the pet.
• Dogs must be kept on a leash in common or unfenced areas. Barking will not be tolerated.
• Birds will be properly caged. Fish aquariums will not leak. Tenants with large aquariums (over 10 gallons) will be required to provide evidence of liquid filled furniture insurance.
• Tenant is responsible for controlling flea infestation and for having the carpet professionally cleaned by a licensed carpet cleaning company upon vacating.

Our listings are syndicated across a wide variety of sites, including (but not limited to) Zillow, Craigslist, Yahoo Homes, Trulia, Hotpads, Apartments.com, LiveLovely, and Zumper.

Applicants can also view our listings at Rentor listings.

Rentor has a standard lease agreement for all properties at which we place a tenant, so you do not have to provide a lease. We've created this lease based on industry best practices, advice from our legal team, and our own experiences in the field.

• Application. Interested applicants submit an application for the property.
• Pre-screen. Before moving any further, we make sure interested applicants meet our basic criteria to become pre-qualified.
• Showing. Applicants who pass our pre-screen and are prequalified are invited to attend a group or individual showing at the property.
• Background check. Applicants who have attended a showing and are still interested must complete a background check that screens for criminal, eviction, and credit histories.
• Income verification. Applicants must submit either 1 W-2 from the past year or 2 pay stubs from the past 3 months to confirm that their income is at least 3x the rent.

Once the applicant is fully vetted, we offer a lease for signing. They must pay a security deposit within 24 hours of signing before we move on to the next applicant. If there are more than one qualified applicants who are ready to move forward, we will prioritize the applicant that is most qualified and/or with the soonest move-in date. If the move in dates are the same, we will prioritize the applicant who is first to put down their security deposit.

Applicants receive an app status report when they first submit an application and are pre-qualified. We store that application information, allowing them to apply to other properties.

There are many factors that drive demand for a property, but there are three main factors that an owner has control over: pets, quality, and price.

Pets. Many prospective tenants have pets and filter out properties that do not allow pets. See What is Rentor's pet policy?.

Quality. There are often discretionary repairs or improvements an owner can make that will improve the appeal of the unit. For example, outdated kitchen decor and threadbare carpets don't affect the habitability of the unit, but they will affect the number of applicants who show interest in the unit.

Price. We recommend a rental rate based on results from our internal rent survey. If a unit is looking good but still isn't renting, price is the most powerful lever for owners to pull. We recommend changing the price and then waiting a week to see the results. It is important to consider the price of acting versus the price of waiting. A repair such as interior paint could land you a tenant earlier than waiting.

We also request feedback from applicants who attend a showing and then decline to take the next step. Most applicants don't provide any reason, but a few do, so we can provide guidance based on their feedback.

Rentor does work with Section 8 programs as part of our standard tenant placement process. We also work with Section 8 agencies when taking over management of a property that is already home to a Section 8 tenant.

For more information, refer to the Housing Division website.

CodeBox electronic lockboxes are a secure and dependable tool used for providing access to properties. Once an applicant is qualified and selected for a property, they will be sent a codebox to access the unit.

There are inherent risks with providing access to a rental unit using a codebox, but we only provide access to known parties that have provided verifiable identification and we have completely screened. The benefit of codeboxes is an enhanced experience for new tenants and increasing our team's personal safety.

Landlords can be held responsible for the criminal acts of other people if they knew about the potential of crime and failed to do anything to protect tenants. The California Civil Code requires landlords to keep their properties habitable. Problems such as gas leaks, holes in the floor, and moldy carpet need to be fixed. Certain nuisances may also present a danger to tenant health or safety, including drug trafficking and gang activity. In some circumstances, criminal nuisances may also include assault, rape, robbery, and other violent crimes.

There are exceptions to the rule that a tenant who breaks a lease owes the rent for the entire lease term. State law (Cal. Civ. Code § 1946.7) provides early termination rights for tenants who are victims of domestic or sexual violence, stalking, or elder abuse, when specified conditions are met. A tenant who enters active military service after signing a lease has a right to break the lease under federal law, with written notice. If the landlord does not provide habitable housing, a court may conclude that the tenant has been constructively evicted. California law (Green v. Superior Court and Cal. Civ. Code § 1942) sets requirements before moving out because of a major repair problem. The problem must be truly serious, such as the lack of heat or another essential service. A landlord must give 24 hours' notice to enter, or 48 hours for the final move-out inspection (Cal. Civ. Code § 1954). Repeated privacy violations, or removing windows or doors, turning off utilities, or changing the locks, can also be constructive eviction.

Liability. Rentor will use all reasonable efforts to screen prospective tenants and protect the property, but Rentor is generally not liable for the action or inaction of the occupants of the property.

Indemnity. The property owner indemnifies Rentor from any liability for any loss or damage, from any cause whatsoever, to the owner's real or personal property, except for loss or damage caused by the manager's sole gross negligence, recklessness, or willful misconduct of the manager's employees. Manager shall under no circumstances have any liability greater than the amount of commissions paid to manager by owner in the last twelve months.

Example agreement language: the owner agrees to comply with obligations under the California property code, fair housing laws, and local ordinances. The agent is not responsible for personal injury or for loss or damage to any person's real or personal property resulting from any act or omission not caused by the agent's gross negligence, including other brokers, contractors, vendors, vandalism, theft, criminal acts, freezing or leaking pipes, a dangerous or environmental condition, or the property's non-compliance with laws. The agent is not responsible for damages to the owner caused by a tenant's breach of a lease. The owner agrees to indemnify and hold the agent harmless from damage, costs, attorney fees, and expenses caused by the owner, arising from the owner's failure to disclose material information, or caused by the owner giving incorrect information. If the owner or agent is a prevailing party in a legal proceeding brought as a result of a dispute under the agreement, that party will be entitled to recover reasonable expenses and attorney fees. Indemnification survives termination of the contract.

The owner acknowledges that the manager has made no inducements or representations other than those in the agreement, and no guarantee that income will be realized, that income will exceed expenses, or that any amount due to the owner by a third party shall be paid when due. The manager is in the business of renting and managing residential property and will use best efforts to treat owners in a substantially equitable manner. Nothing in the agreement is a promise to equalize occupancy rates or income.

If you are ready to sign up for Leasing Only Services, call 707.444.3835 or use the contact page and we can email you a Leasing Only Agreement for your signature. In order to initiate services we will need to have a discussion to confirm expectations and we may conduct a site visit to ensure the property meets our criteria.

If occupied, Leasing Only Services do not include performing move out inspections nor the security deposit transmittal / move out accounting for the tenant that is moving out. If the tenant disputes any security deposit charges, Rentor will conduct a review of the deposit dispute and assist in facilitating a resolution.

1. Complete a Leasing Only Agreement.
2. Provide rental information and owner preferences. Our Business Development Manager will review the rental property information and your preferences.
3. Complete a W-9 and one of the California Franchise Tax Board forms: Form 590 if you are a California resident, Form 589 if you are not, and Form 588 if you would like to request a reduced withholding.
4. Send a copy of the insurance declaration page through the contact page, or send the insurance agent's contact info.
5. Optional, but highly recommended: complete an initial property condition review and email pictures of the property for marketing.
6. If applicable, notify us of any maintenance you would like completed.
7. Provide keys for the property.
8. Once we have the items above, we will conduct a site visit to take pictures and video and then begin marketing. You will receive a weekly status update.

The Leasing Only service allows you to have Rentor market your vacancy, screen prospective tenants, coordinate the lease signing, manage the deposit and move in accounting, and then hand management back to you once we have placed a quality tenant.

Share your preferences through the contact page.

Leasing Only Services do not include performing the security deposit transmittal / move out accounting for the previous tenant moving out.

1. Sign a Leasing Only Agreement.
2. We'll conduct a site visit to determine rent readiness and take pictures and video.
3. Conduct marketing and leasing.
4. Place a quality tenant.
5. Transfer management back to the owner.

Leasing Only Services do not include performing the security deposit transmittal / move out accounting for the previous tenant moving out.