SERVICES FOR OWNERS

All of our property showings are completed by a Texas licensed Realtor. Unlike other property management companies who simply sign out keys to anyone who requests them, all of our properties are shown to the prospect by a Realtor, and an initial review of the prospect is completed. This process helps to provide the maximum protection of the property, while helping to move prospects through the process quickly and efficiently. This cuts down on vacancy time. Each property showing is recorded and a weekly report is sent for listed properties regarding marketing and showing activities for the property.

Each prospective tenant is screened in a comprehensive process to ensure well-qualified tenants who meet or exceed our established minimum standards. The process starts with a pre-screening of prospects and disclosure to potential tenants of our Rental Procedures & Tenant Selection Criteria. This document outlines to prospective tenants what they can expect from our leasing process and helps to eliminate prospects who cannot qualify.

Key selection criteria include proper legal identification, income verification equal to or exceeding three times the monthly rent amount, a positive rental history for the past 24 months, analysis of criminal and eviction history, and disclosure of any serious past issues with credit including foreclosure and bankruptcy.

Each prospective tenant over age 18 is screened against this criteria, ensuring the lease term can be fulfilled by all responsible parties to the lease. In the instance of multiple applicants, the most qualified prospect(s) who successfully complete the application process will be offered the lease.

While many of our rental property owners are willing to accept pets, we have established a list of restricted breeds which are not accepted. We also require an additional per pet refundable deposit, based on property condition at move out. This additional deposit is due prior to move in along with written authorization from the owner and a pet
addendum is included as part of the lease.

As a property management company, we work diligently on behalf of our rental home owners and tenants to efficiently fix maintenance issues quickly with quality repair work. We take our duty to safeguard your rental property seriously, and work hard to ensure repairs are done expediently and cost effectively, while also abiding by the Texas Property Code laws.

We utilize a variety of successful methods for marketing your rental property. We start with a well-placed yard sign. We also list the property on our website BirdsongManagement.net. 

Our website is updated in real time, and provides a detailed description, pictures, and availability date for each property. Property pictures are regularly reviewed and if needed, updated while listed, in order to present the property in the best manner possible.

This process allows us to immediately promote your property and any changes. In addition, the details about your rental property are shared with some of the top marketing sites available, including Zillow and HAR. All available rental properties are also promoted to our experienced team of realtors with Birdsong Real Estate for those who are unable to purchase a home or who are seeking relocation assistance.

Our dedicated Tenant Relations Coordinator also utilizes outbound marketing emails to prospects to advertise properties each week. We receive referrals from existing tenants, prior tenants, industry contacts, and more, thanks to our long-standing reputation in the community as a top-quality property management company. This word of mouth marketing is invaluable to leasing your rental property quickly.

Each prospective tenant is screened in a comprehensive process to ensure well-qualified tenants who meet or exceed our established minimum standards. The process starts with a pre-screening of prospects and disclosure to potential tenants of our Rental Procedures & Tenant Selection Criteria. This document outlines to prospective tenants what they can expect from our leasing process and helps to eliminate prospects who cannot qualify.

Key selection criteria include proper legal identification, income verification equal to or exceeding three times the monthly rent amount, a positive rental history for the past 24 months, analysis of criminal and eviction history, and disclosure of any serious past issues with credit including foreclosure and bankruptcy.

Each prospective tenant over age 18 is screened against this criteria, ensuring the lease term can be fulfilled by all responsible parties to the lease. In the instance of multiple applicants, the most qualified prospect(s) who successfully complete the application process will be offered the lease.

While many of our rental property owners are willing to accept pets, we have established a list of restricted breeds which are not accepted. We also require an additional per pet refundable deposit, based on property condition at move out. This additional deposit is due prior to move in along with written authorization from the owner and a pet
addendum is included as part of the lease.

While evictions from our managed properties is rare, sometimes it becomes necessary to evict a resident for various reasons including, but not limited to non-payment, destruction of the premises, illegal activity or chronic disruptions to the community.
There is a specific legal process be used to evict a resident; conducting an eviction by blocking residents access to the unit, turning off their power, or removing their belongings without using the legal process is illegal and will result potential legal action taken against the landlord or management company. Attention to the detail and
legal timeline is extremely important to prevent an illegal eviction.

If an eviction is necessary, we will assist you with filing relevant paperwork to initiate and complete the petition and filing of a suit in court for a writ of possession, coordinating with an attorney for legal representation in court as needed, coordinating with law enforcement to remove tenant and tenants possessions from unit, assessing the property’s condition and seeking remedy for any damages and treatments needed to restore the property to marketable condition.

We provide an online portal for lease documents, tenant correspondence, as well as rental owner’s access to invoices and property management statements. Our privacy policy insures protection of your personal information and adheres to all federal and state laws in the acquisition, handling and storage of your personal information.

We provide online account access to both owners and tenants. For owners, this allows access to a range of financials including details regarding all payments received for the rental property, invoices, a balance sheet, a report of all completed tasks for the property, lease details, and more. Rental property owners can even submit a request
through the online account.

Tenants have online account access to make rent payments, submit repair requests, and access lease documents and tenant related correspondence.

All of our leases are prepared by an experienced Texas licensed Realtor to ensure compliance with the Texas Property Code, as well as protecting your property’s unique needs. Our standard lease preparation includes a complete lease application process with credit, criminal, and eviction history, as well as income verification and rental history check for all occupants over 18.

As part of the leasing process, a home owner’s association (HOA) review if present, is completed with the tenant prior to lease signing and move-in. Included is a non-real property review for appliances, lawn furniture, and any other property to be included in the lease. A pet review and all applicable addenda and deposits are also processed, per applicable laws

Each lease includes a frequently asked question (FAQ) document which highlights common situations for tenants, to encourage lease compliance from the beginning.

This comprehensive process helps to reduce issues over the course of the lease and increases tenant satisfaction as well as compliance with lease terms. The result for owners are better qualified tenants who are more likely maintain the property correctly and pay rent on time.

Our rent collection process allows for tenants to pay via personal check, free online electronic funds transfer from their bank account, cashier’s check, or money order. Our exterior secure drop box allows tenants to drop off payments at their convenience if they don’t wish to pay online or they can visit our office during business hours to hand deliver their payment. Cash payments are not accepted.

Late payments are reduced due to our frequent reminder system. Tenants are reminded five days before rent is due via email, then if rent isn’t paid on the first, those tenants are sent a late notice daily until rent is paid. If rent still hasn’t been received by the fifth of the month, tenants receive a breach of lease notice via email and a
deadline to cure the breach. If rent continues to be unpaid, this is followed up with a series of phone calls and a notice posted inside the door, at which time if rent is not received, formal eviction process will begin. Because of this diligence and our rigorous screening process, our need to evict is very low compared to national averages and rent payments are received on time, allowing for a timely disbursement to rental property owners.

Our property management condition reports help keep owners aware of issues within their investment property. We complete an initial visual inspection with every property we take under management and our experienced team will help point out serious issues as well as minor issues that may benefit from repairs. We work with owners on a
consultative basis to advise them regarding actions to take and whether a repair is cosmetic or could affect the ability to quickly lease the property.

However, our inspection service doesn’t stop with the initial inspection. Bi-annual condition reports are also available to take note of any changes or potential upcoming issues with the property that should be addressed. This process includes a review of the exterior and interior of the property along with pictures and a detailed report is
furnished to the owner.

With lease renewals, all tenants wishing to extend their lease are required to complete a visual inspection as well. This inspection includes feedback to the tenants regarding any maintenance issues that require their attention or any standards that aren’t being met.

These regular condition reports ensure properties are well maintained and in great working condition by the time they come available for rental again.

Our accounting system for property management services and tenant relations is comprehensive. We utilize a powerful accounting system offering real-time reporting. This system provides owner disbursements, expenditure tracking, annual 1099 reporting, security deposits, real-time tenant ledgers, and accurate owner trust accounting for
security deposits and repair escrow.

In addition, our services provide detailed documentation of expenses via invoices and receipts, and maintains all historical records (paid invoices, leases, condition reports, warranties, etc.). This allows us to give our rental property owners annual reporting, structured for tax purposes as well as required tax documents, including a 1099 form. Our easy to read property owner statements offer a detailed breakdown of income and itemized expenses as well.