Residential Management Services for Transferred Personnels
Leasing Preference And Tips
ATTACHÉ - TMS will counsel you with regard to the options, which are available to you as a landlord in setting reasonable requirements for any tenancy.
The selection of a Management company or other individual to look after your home during your absence is a process that you, needless to say, will undertake with careful scrutiny. Your home is, in most cases, the single most valuable asset, which you possess. In our experience we have encountered some people who have undertaken to leave the care of this property in the hands of friends or individuals who operate on a part time basis. With few exceptions this has not turned out to be a very wise decision. Several of these homeowners have had to return to Ottawa at their own expense to sort out or to solve problems with their home and the tenancy.
We would suggest that you engage a professional property management firm whether that be ATTACHÉ - TMS or another credible property management firm. One of the easiest ways to determine the capability of the property management firm is to inquire about the number of years the company has been in service. As well, the number of permanent full time staff and the location of the business facilities will also indicate the level of professionalism. We at ATTACHÉ - TMS take pride in our operation and infrastructure and would welcome a visit from you to our offices.
Finally, the management of your home is not simply the collecting of rents but a more comprehensive set of activities that require the attention of someone dedicated full time. The staff at ATTACHÉ - TMS believes that we have the team, the experience and the infrastructure to carry out these activities in the best possible manner.
Leaving your residence for a temporary job assignment can involve many administrative details, such as notifying appropriate utilities, maintenance companies, and other service providers, including your mortgage company and insurance company. ATTACHÉ - TMS will provide you with notification forms which you will complete and then ATTACHÉ - TMS will notify the various service agencies of your temporary absence instructing them that future payments and contracts will be from either ATTACHÉ - TMS or the tenant, as the case may be. For example, utilities and services such as electricity, heating, water, telephone, internet and TV are usage-related services that the tenant would normally be expected to pay. Municipal taxes, insurance premiums, service contracts on furnaces, appliances and so on, are the responsibility of the homeowner. Such things as lawn service/chemical treatment, pool opening and closing, and chimney cleaning would be considered maintenance of the property itself and, therefore, are normally paid for by you as the landlord. Specifying all of the service requirements that you currently have for your property is important to give us an idea of the type of tenant, which we would like to occupy your home.
Renting your home during a temporary job assignment will entail a range of landlord responsibilities and conditions of which you should be aware; and which ATTACHÉ - TMS will manage and address in your best interest. Some examples are:
- 01 The possibility of experiencing a vacancy period during which time no rental income is being generated. (We recommend you have a line of credit to cover expenses during a vacant period)
- 02 Maintaining your home with professional assistance when required.
- 03 The need of authorization on how to proceed in the event that special repairs are required at a cost which is above a pre-arranged dollar limit, or if insurance claims, rental delinquencies, or eviction proceedings need to be undertaken.
- 04 Anticipating “ordinary wear and tear” in your home during the term of a tenancy which might require some minor redecorating or refurbishing upon your return.
The flip side of these responsibilities is the benefit arrived through continuous ownership such as:
- 01Your Family will return to a home and community environment that is familiar to you.
- 02Current home financing arrangements are preserved.
- 03You can participate in continued appreciation in the value of your home.
- 04You may be able to enjoy certain tax benefits as a landlord by performing some upgrades your home (consult your tax advisor to confirm how you would qualify).
- 05A hedge against inflation-equity is preserved.
Some of the things which we do for you:
ATTACHÉ - TMS will counsel you with regard to the options that you have available as a landlord in setting reasonable requirements for any tenancy, such as:
Renting unfurnished versus furnished: ATTACHÉ - TMS recommends renting unfurnished, since the wear and tear on your furniture and other personal belongings cannot be recovered through the rents received, the increased rent for a furnished property over a non-furnished property being marginal. Tenants with few exceptions have their own furniture.
Renting to Tenants with pets: As a general response it is preferable not to rent to tenants who have pets. However, on a few rare occasions if the pet is a small animal and sufficient research indicates that the tenant is a responsible person, we have considered pets.
Renting to non-smokers versus smokers: ATTACHÉ - TMS recommends that if you currently reside in a non-smoking household you may wish to preserve this environment by stipulating that the tenants must acknowledge this fact. With cannabis now being legal ATTACHÉ – TMS recommends placing a clause in the lease prohibiting smoking of vaping any substance within the premises period. We also recommend a clause to prohibit the cultivation of cannabis within the premises as well.
At your convenience we will visit your home in order to evaluate the physical condition of the property to recommend changes which may have to be made in preparation for renting, and to identify any conditions which may require attention during your absence.
The purpose of the Market Analysis is to protect your interests by highlighting at an early date those conditions in and around your home which may be significant enough to possibly cause damage to your home in your absence or cause injury to a tenant or visitor and to maximize the amount of rent collected. As an example, a water heater that may be ready to rupture, electrical wiring which could be exposed to water or which has been frayed by contact with moving parts. ATTACHÉ - TMS feels that such problems should be corrected prior to your departure and before the home is advertised for rent. We will also point out those areas which may require either complete painting or simply touching up to increase the ability to rent the property.
Before any efforts are made to advertise and lease your home to a qualified tenant, a reference point must first be established as to your home’s comparative rental value in the current market. An ATTACHÉ - TMS representative who is knowledgeable about local market conditions will perform a Rental Analysis, which will compare your home with recent rentals, and where warranted, competing listings. The approach taken with the Rental Analysis is quite similar to the appraisal process used to estimate a likely sales price on home so that appropriate marketing decisions can be made.
The following sample observation might be included in a Rental Analysis.
- Rent could be higher if the kitchen was repainted and the floors refinished.
- Lot size is small relative to comparables, but the home is much closer to schools
- Subject property is adjacent to a large recreational area, complete with playground structure. Such access could be desirable to a family with children and would be much more desirable as a result.
Using the Rental Analysis to establish a target range for the rent, a Marketing Strategy is developed to attempt to achieve this rent in as short a time frame as reasonably possible. We will ensure that you are a participant in the development of his strategy.
Advertising and market techniques to be considered include sign posting and internet advertising. Rental circulars about the home might also be strategically placed at certain locations in the area, such as hospitals or other institutions where we feel we might find quality tenants.
ATTACHÉ - TMS will also maximize your property’s exposure by utilizing our own local contact network for developing the best leads. Often, the tenants who might want to rent your home will be a family moving into your area on a similar, company-supported temporary assignment.
ATTACHÉ - TMShas contacts with many of the larger corporations within the region.
Allowing strangers to live in your Home while you are away can be rather disconcerting to some people. ATTACHÉ - TMS will take all reasonable steps to minimize your worries and place the right tenant into your Home. Each applicant will be thoroughly screened as follows:
- Verification of Employment. Current and previous employers will be contacted in order to verify the tenant applicant’s stability and ability to pay the rent.
- Verification of previous residence. Current and previous landlords will be contacted in order to verify the tenant applicant’s history of timely rent payments and responsible care of the premises.
- Verification of Credit (Equifax credit report).
After a prospective tenant has been accepted for tenancy, ATTACHÉ - TMS prepares the mandatory Ontario provincial lease agreement for the tenant’s execution. ATTACHÉ - TMS has developed addendums that may be attached to the mandatory Ontario provincial lease through years of experience in dealing with many different properties, tenants and situations. The objective of the addendums is to protect your interests within the terms of the Landlord and Tenant Act of the Ministry of Housing for the Province of Ontario. We will customize your lease addendums to your specific needs and/or requirements.
ATTACHÉ – TMS will schedule a move-in inspection with the new tenant at which time we will go through every room with the tenant taking digital photographs of the condition of the property. This will establish a baseline from the perspective of all parties the particular condition of the premises and its contents upon the beginning of the Tenancy as per the Lease.
ATTACHÉ - TMS will collect rents directly from tenants and will maintain appropriate records. The lease stipulates that rent is due and payable on the first of each month. Posting of rents and other expenses will take place before the 12th of the month followed by electronic funds transfer (EFT) to your bank account. The funds will be transferred to your designated bank and account on the 15th of each month or next business day.
As the owner of the property, you will receive operating statements when expenses are above and beyond management fee and any other set monthly expense that have been incurred. You will receive a year end statement and balance sheet for tax purposes in January of the following year. This statement provides monthly expenses, year-to-date totals and a list of all moneys being held on your behalf such as last month’s rent deposit, key deposit and others. Should you have any difficulty or questions relating to these statements, you are encouraged to contact us.
Acting as your agent and therefore the landlord of the property, ATTACHÉ - TMS has the duty to address any routine or special maintenance repairs for three reasons:
- to protect the physical well-being of your home;
- to guard against harm or danger to the tenant due to a problem condition in your home.
- to satisfy the requirements of the Landlord and Tenant Act which states that the property must be kept in a livable state at all times.
In accomplishing required repairs, ATTACHÉ - TMS will, at your request, utilize those contractors with whom you have established a positive relationship and who are already familiar with your home. In the absence of any such request ATTACHÉ - TMS will utilize its network of qualified contractors to perform the authorized repair work, where practical. Any contractor that ATTACHÉ – TMS hires to perform maintenance or repairs at your property must be WSIB certified.
Should a necessary repair cost be above the authorized dollar limit of the agreement between ATTACHÉ - TMS and yourself (as per the Management Agreement), ATTACHÉ - TMS will contact you or your representative with the problem status, ATTACHÉ - TMS’s recommendation, the necessary cost estimates if available, for your approval to proceed or not.
If you are a non-resident for tax purposes an account with Canada Revenue Agency - International tax department must be set up for your income from the rental of your property. The account may either be set up by ATTACHÉ – TMS or by a local accountant. Tax must be remitted on a monthly basis from the rental income.
When you have notified us of your intention to return or at the conclusion of a lease prior to the move-in of a new tenant, ATTACHÉ - TMS will arrange the inspection of the home following the vacating and cleaning of the property by the tenant. At this time we will accompany the tenant throughout the home to confirm its condition in relation to the Condition of Premises report made at the time of original occupation
IF REQUESTED, ATTACHÉ - TMS will perform an inspection of the your home at least three months prior to your return for the purpose of advising you of work which you may wish to carry out prior to your return to take full advantage of all allowable tax benefits.
Upon your return ATTACHÉ - TMS will arrange a walkthrough of your home and will be present to identify any condition, which we consider to be beyond “ordinary wear and tear”. We will then discuss the various options with you and strategize the best method to pursue. We would like to point out that such a situation is extremely rare as most of the time the tenant whom we have selected leaves the home in good condition.
The return of the keys to your home is a pleasure that we enjoy.
Before ATTACHÉ - TMS can formally proceed with the process of leasing your home; we will need to have an agreement executed between ATTACHÉ - TMS and the legal owners of the home.
The Management Agreement is designed to be consistent with most clients’ requirements.
Essentially, the Management Agreement empowers ATTACHÉ - TMS to act as your agent in regard to the leasing and comprehensive management of your home. As your agent under the Management Agreement, ATTACHÉ - TMS can perform the following activities on your behalf;
- Order “FOR RENT” signage for the property
- Advertise the property for rent
- Screen potential tenants
- Negotiate, prepare and execute a lease or leases.
- Arrange for the performance of routine and/or special repairs
- Collect rents
- Control disbursements
- Perform tenant Move-in and Move-out Inspections
- Issue a property condition and an accounting status report to you on a regular basis.
We have designed this guide to give you a general look at the Property Management Services program provided by ATTACHÉ - TMS. You may have additional questions about how certain aspects of the program work which we may not have addressed. If this is the case please feel free to jot them down so that we may address them during our evaluation visit. We would like to ensure that you have a complete understanding of all activities, which we will perform, on your behalf during your absence.