Rental and HOA Property Management
Ready to renew your lease? Our Management team has 7 reason to do so.
Our property management team knows you want to enjoy your home for many years. This is why we hope you will renew your lease at the home for years to come.
The lease renewal process is a 2 way street where you are evaluating your options, but the owner and the management company are evaluating the relationship to ensure that our landlord has tenants who make regular rent payments and maintain the home to the appropriate care and standards that we have outlined in our lease agreements. However, we want to share 7 reason why a tenant should stay at a home for many years versus jumping around to various properties.
Moving can be a headache:
- Looking for a new home in these difficult times can be stressful
- Security Deposits from your prior home can take up to 30 days to be refunded
- Saving up to put a deposit on a new home takes the average household 2.5 - 7 months
- Each property you apply for will typically charge a non-refundable application fee
- Transferring or reconnecting utilities can be time consuming
- If you're moving yourself, reserving a truck, boxing up your stuff and preparing to move can be taxing
- If you're hiring a moving company, their fees can be costly - especially if they are boxing up your items for you
Lets make this work for both landlords and tenants!
- Tenant lawn pictures must be submitted
- Tenant AC filter change outs are being submitted (if you are on a AC filter deliver program, we may audit you periodically for proof 3 times a years)
- Pet Audit was updated within prior 6 months
- Tenant Maintenance Assessment was done within prior 6 months
- A thorough Tenant Self Guided Walk Through is submitted within last 90 days
- Tenant Renters Insurance Policy is Updated (managers may call to audit to insure it is in force)
- Updated Renters Insurance Information has been provided
A breakdown of each step outlined above has been explained below.
Review your Lease and Move In Photo Condition Report
Tenants should review their lease as it is a legal agreement between a landlord and a tenant. It provides guidelines between the landlord and the tenant on how to pay rent, expectation of when rent is due, rules on maintenance requirements, etc.
The lease provides guidelines on how far in advance you must give notice if you plan to move. In addition, it outlines things that could be deducted from your security deposit. Ashoka Lion has a move in inspection done at the home at time of move in that is in the tenant portal to review. Your home is to be returned in a similar condition to when it was received outside of "Normal Wear and Tear" adjustment.
"Normal Wear and Tear" does not mean that we have to change the carpet after one year, or repaint a home completely after 2 years. In fact, we have provided guidance in our lease about how we evaluate damages to help you understand what we may deduct from a tenant's security deposit.
You are following all lease procedures
Tenants who are renting properties that Ashoka Lion is managing are asked to follow procedures and policies. During our renewal process, our property managers will be reviewing your adherence to these procedures and agreements.
- Tenant is paying rent on time and is paying rent amount
- Tenant is providing us with landscaping Per our lease requirements, we require pictures on a regular basis of the landscaping from many of our tenants who have yards to maintain.
- Tenant is changing AC filter on a regular basis. As our managers get tons of AC repairs in summer and winter, it has become obvious many of these repairs are caused by tenant failure to change filter on a regular basis. In addition to it saving on electric bills by regularly changing the filters and keeping the exterior unit clean, it prevents damage that can cause unit to work less efficiently or fail.
- Tenant adheres to HOA or City Policy
- Tenant maintains any other obligations outlined in the lease
Update Tenant Contact and Emergency Information
As the property managemer, tenants need to be responsive to our communication. This could be regarding coordinating for a repair, coordinating on a tenant requested payment plan, discussing a renewal, etc. Therefore, it is imperative that the tenant updates their contact information in the portal.
Today, as we deal with the fact that Covid 19 has put many Americans at risk, we are adding a few additional questions to our tenant contact update forms.
1) Who is your emergency contacts?
2) Which members of your family can enter your property without you being present due to incapcitation or even death?
Therefore, during our leasing and renewal process, we will confirm all contact information is up to date with the tenant.
Pets Profile Must Be Updated
Our property managers are requesting that tenants who have not filled out a pet screening.com to please do so. We need a updated profile if you have never filled one out. If tenant states they do not have a pet, then they must reaffirm that they understand that this is still the case.
Ashoka Lion Tenant Maintenance Responsibility
The responsibilities that tenant have towards the maintenance of their home differ from expectations of maintenance in many apartment complexes. When tenants move into a home, they enjoy the space, privacy, in many cases front or back yard, etc. However, with this privacy and space, there are trade off. Tenants have more maintenance requirements and obligations regarding the yard, exterior, and interior of the home.
At the time of renewing your lease or if you intend to remain at the property, Ashoka Lion requires tenants to complete a maintenance review and assessment. The assessment can be found with a library of common repairs and maintenance items that we are providing resources for a tenant to complete. Our goal is that with some of the more minor repairs, our property managers and tenants can resolve minor repairs without incurring expense cost related to sending maintenance people.
Remember tenants are responsible for certain maintenance or could also be responsible for repair deductibles being paid. By educating our tenants, our property management team hopes that we can avoid these costly expenses with some DIY options.
Tenant Self Guided Video Walk through of the Home
Due to the new precautions for our property management company and residents, our property managers have developed a guide for tenant to do a self guided walk through of the home. Instead of our managers doing an in person walk through, we are developing protocols to do remote inspections either by video or via platforms like Zoom/Google Meet/Zoho Meet.
For Tenants Renewing:
If you do a comprehensive self guided video that meets the requirements, then our managers can share with the owners and senior management to approve renewals.
For Tenants who decide to move out:
If you are moving out, a comprehensive video will help you get an idea of what may be areas to repair to avoid extensive deductions from deposit. Remember that owner's can charge for excessive damages, and if those damage repair charges are unpaid the account can be turned over to collection or legal counsel to handle the matter. This is why a good walk through can help give tenants time to fix items in a proper manner prior to move out to avoid these kinds of issues.
This program can make life easier for a tenant, as they can avoid having the head ache of trying to coordinate with another person for the inspection and the video walk through can be done when it is convenient for you - prior to our due dates.
Tenants are required to update their renters insurance
Ashoka Lion's leases and property management company policy is that tenant's are required to maintain renters insurance at the property with the management company and owner being added as "Additional Insured".
During the renewal process, our property managers will obtain a updated copy of the latest insurance certificate to insure that tenants are maintaining this requirement.
Tenants can also obtain a low cost policy from Roost Insurance through their tenant portals.
Update Our Property Management Team Your Intent
Whether your are moving out or you are renewing, you will be using your tenant portal to notify us of this. If you are moving out, there is an option to provide notice and provide us your forwarding address.
NOTE: Deposits, if eligible for a refund, can be issued up to 30 days after a tenant has moved out and provided proper move-out notice as per their lease. If the tenant has not provided proper move-out notice, then the management company has 30 days from the date of the notice.
Our Renewal Process Has 3 Goals
Goal 1: Update our information on the tenant, update our tenant policies, and update our lease paperwork.
Ashoka Lion's leases require that tenants maintain updated information with us. Three of the primary things that we need to update is the tenants current status with regards to pets, tenant contact info, and the tenant's renter's insurance is updated.
Pet Audit and Information Update:
Property Managers need tenants to understand our pet policies are constant and not simply to be observed at move in. We are requiring tenants have update information on all pets at the property on a annual basis. We use a 3rd party firm PetScreening.com that has tenants create active profiles for their pets. We need to insure that all pets information and profiles are updated (shot record, etc).
In addition, even if you do not have a pet, you will reaffirm that you understand that you must report all pets or face fines or fees for failure to update.
Another area that we need to tenants to maintain compliance is their renter's insurance. The importance of renter's insurance is critical as it protects tenant from damages for accidents that happen at the property. Also, landlords are not liable for tenant's personal belongings and this is covered by coverage that tenant can have. Additionally, if you have a pet, your policy must have a endorsement or coverage that covers for any incidents that may happen with pet
Warning: If insurance has expired, we will need a new copy, and tenant must list landlord and management company as additional insured. This is to avoid expired coverage gaps.
Goal 2: Tenants must maintain their home both on the interior and exterior
Ashoka Lion lease has outlined a clear understanding that tenants are supposed to maintain and upkeep the property. Tenant's when renting a home or a private condo are doing so for amenities or features of that home. The trade off is that they must understand that repairs are not instantaneously addressed and do take time.
This is why we are making a point of emphasis that tenants understand how to take care of their home and handle systems with appropriate care or maintenance. This reduces down the head ache of broken system.
Warning: We are reminding tenants that repair deductibles or repairs can be charged to tenant, and tenants cannot expect to avoid paying them.
It is okay if you cannot handle a issue, but you may have to pay for the service if it is a tenant responsibility or may have repair deductibles that are not owner designated expenses per the lease.
Goal 3: Tenants keep owners and property managers apprised of condition of the home.
2020 Changes in our lease from prior years:
New Programs or Requirements for Tenants with Renewals
As the world is more aware of social distancing, we want to make sure that tenants are aware of new changes to our business and operations that are designed to help tenants and the property management company have a long and positive relationship.
Changes to Tenant Lease:
- Renewal Period: Our new renewals have a 60 day notice from original 45 day period. As property managers are working to balance tenants need for safety and our need to help owners. We will be requesting that move outs are done earlier to give more time to plan for marketing home (tenant provides a walk through of home ) so we can limit showing. Also, once showings resume on occupied properties (we are limiting during these times), we will be working with tenants to create blocks for prospects to see the home at particular times.
- Tenant AC Filter Delivery: Many aspects of our lives have shifted to delivery or online ordering. We are partnering up with company to provide high quality filters . The default filters are Merv 8 which are higher quality allergen and pollen stopping filters, but tenants can upgrade to higher MERV when ordering such as MERV 13 *(Additional Fees May Apply). The fee for the standard service including delivery is $20 a month.
- Tenant Filter Audits: As Tenants are being required to change filters every month, our property management firm will be contacting tenants to make submissions of filter cha nge outs. Remember, AC professionals can tell if a AC system has not had filters changed regularly. The cost of repairing those damages can run in the hundreds of dollars.
New Tenant Service Programs
- Improve Credit by Paying Rent On Time: Many tenants make a strong effort to pay rent. We are partnering with a firm so that you can be rewarded. This service unlike others will report to all 3 credit bureaus. Our fee will be $7 a month.
- Tenant Newsletter: For Ways to Save and Improve Credit: We are working on a new newsletter with articles and information to help you prepare you to improve credit to buy new furniture, cars, or eventually a home.
- Tenant Referral Program: If tenants refer us renters who are strong renters who are agents can help or people looking to buy, we will provide a $50 value for each referral after closing, or we can work on crediting services that you signed up for such as a crediting 16 months of the tenant credit payment program, or credit a half years worth of standard filter service. Note: These referral are earned after the deal closes that we assisted.
- Review your Utility Rates to Insure your getting best rates: Ashoka Lion property management team understands that every dollar counts, so we have setup a free service to help tenants review their utility and other essential services. Services that tenant have to use can be reviewed like electricity, cable, cell phone, and other services to see if you can save money.
Information About Brokerage Services
Texas Real Estate Commission Consumer Protection Notice
Want to Buy a Home?
Also, as outlined above, we are creating programs that can help you improve your credit report. If you eventually decide to buy with us, we have incentives that may reimburse some of those cost that you are incurring to build or improve credit. etc. Please reach out to let us know of your interest.
Contact Us
Houston Phone: (832) 364-6025
Dallas Phone: 972-863-2080
Leasing Line Houston- (832) 295-0541
Fax: (832) 364 -6025
Texas Corporate Office:
5444 Westheimer, Suite 1000, Houston, TX, 77056
Texas Mailing Address:
3120 Southwest Fwy Ste 101 PMB 93424
Houston, Texas
77098-4520
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