Information For Tenants
The Application Process and Lease
Closing: A Brief Overview
Before the Application
Prior to completing an application, all applicants must see the interior of the property. Submitting an application for said property is acceptance of the property in as-is condition. Submission of an application without viewing the property requires management approval.
The Application and Fees
Application
The application must be completely filled out by each applicant and signed. Each adult over the age of 18 who will live in the property is required to submit an application and the appropriate application fee. All adults must also submit government issued photo documentation of themselves (driver’s license, passport, etc.) as well as proof of income.
Fee
The application processing fee is $35 per adult, which must be in the form of a cash, check or money order. The application fee is non-refundable.
Security Deposit
The security deposit must also be in the form of a separate cash, cashier’s check or
money order. If you are approved for the property, the security deposit is non-
refundable.
Screening and Criteria
Screening
We conduct a rigorous screening process, including but not limited to the following background checks: credit, criminal, eviction history, sex offender and tenant history.
Criteria
The applicant’s credit history must have satisfactory ratings. Management may verify residency for the past three years. Gross monthly income must be satisfactory to support the monthly rent amount, currently we look for three times the rent in monthly income. Income may be confirmed with pay stubs, bank statements or if self employed, copies of tax returns.
All personal information obtained for the application process is confidential in nature and for company use only.
• Should the applicant’s income not meet the minimum criteria, a Guaranty Form must be submitted within 24 hours of the submission of the application. The Guaranty Form is a co-signer application where a family member or friend with superb credit becomes equally liable according to the terms of the applicant’s lease.
Pet Application
There is a non-refundable pet fee of $350 per pet. Some owners/landlords may require a higher fee. Each pet application must be submitted with a photograph of the pet and copies of the current license & shot record. Some breeds of dogs, including Dobermans, Pitt Bulls, German Shepherds, Chows, Rottweilers or any mix of these dogs are not permitted on any property. In addition, any dog identified as a "dangerous dog" by County ordinances or by
Lease Prohibitions and Renter’s Insurance
Lease Prohibitions
• All water-filled furniture is prohibited.
• Trampolines are prohibited on all properties.
• No pets are allowed unless specifically permitted by a separate written addendum.
Renter’s Insurance
Please be aware that your landlord’s insurance will not cover the damage or loss of your personal effects. Management strongly encourages all of its tenants to purchase a renter’s insurance policy to protect their personal belongings. A Management staff member will be happy to further explain or provide information for you regarding this matter upon request.
Landlord Approval and Processing Time
Landlord Approval & Processing Time
Processing an application usually takes one to three business days, but may take longer due to unforeseen circumstances. Before the application is approved by management the landlord is notified and informed of the prospective tenant and is involved in the approval process.
The Lease Closing
As the prospective tenant, you must schedule a Lease Closing with management within three business days of the date that your application was approved. At the Lease Closing, the tenant(s) will be required to pay one full month of rent in the form of a cash, cashier’s check or money order. If the move-in date is not the 1st of the month, then the tenant(s) will be prorated to the end of the month.
At the Lease Closing, a management team member will answer any questions that you may have and he or she will review the terms of the lease with you. If you would like to review the lease with legal counsel you may do so.
Keys
After all the lease requirements have been met and verified by Management, keys will be released to you, the tenant on the first day of occupancy during office hours. You should not change any locks without the written authorization of Management.
If you lose your keys or lock yourself out of your home you may come to our office during regular business hours and we make you a new set of keys. You will be charged $50.00 for the new set of keys. If the lockout occurs during non-business hours and you must call a locksmith, it will be at your own expense.
Move-In and Tenancy
Move-In Inspection
Prior to each move-in, the property will be inspected by a Management team member. We will be taking video footage and/or photographs to document the state of the property at the time of move-in.
Move-In: Tenant Walk-Through
Move-In Sheet
At your Lease Closing, you will be given a property Move-In Sheet. When you perform your walkthrough inspection, please note any deficiencies, cosmetic or otherwise, that you observe in the property. Please be aware that your move-in inspection sheet and our video/photograph inspection will be kept on file and will be used as a reference when any claims are filed against your security deposit.
Please take note that you must return your move-in inspection sheet to a Management team member within 10 business days of taking possession of the property. Once you turn this inspection sheet in, needed repairs will be made if agreed to by the property owner.
Tenant Responsibilities
As a tenant, you have many responsibilities including that you pay rent and other fees in a timely manner, that you do not use the property for illegal purposes and that you do not damage the property.
Another responsibility that you have is that you must provide the landlord with reasonable access to the property to make any required repairs.
PAYING RENT
Rent is due on the 1st of each month and it is considered late if it is not received or postmarked by the 5TH of each month. Check payments should be made out to Realty Executives Property Management. Please include the leased property address in the memo line of your check.
Late Fees: Management will not tolerate the delinquent payment of rents. If rent is paid after the 5th of each month, the tenant will be assessed additional rent. Additional rent is money due under a lease in addition to base rent, such as a late fee. Should a tenant continue to make late rental payments without paying additional rents, the landlord may begin eviction proceedings.
Generally, A Tenant Shall:
• Comply with all building, housing and health codes
• Keep the dwelling clean and sanitary
• Remove garbage from the dwelling in a clean and sanitary manner
• Keep plumbing fixtures clean, sanitary and in repair
• Not destroy, deface, damage, impair or remove any part of the premises or property belonging to the landlord, nor permit any person to do so
• Use and operate in a reasonable manner all electrical, plumbing, sanitary, heating, ventilating, air-conditioning and other facilities and appliances, including elevators
• Conduct him/herself, and require other persons on the premises with his/her consent to conduct themselves, in a manner that does not unreasonably disturb the tenant’s neighbors or constitute a breach of the peace.
End of Tenancy, Move-Out:
Procedure and Last Minute Details
References
We are happy to provide good tenants with a recommendation to other landlords, so be sure to have them contact us if you need a reference.
Move-Out
Preparing the Property
You should restore the home to move-in condition and be careful to note that there is no discrepancy between the move-in inspection list and the state of the home at the time of move-out. You may refer to your lease for mandatory move-out procedures. Management understands that the last few weeks of residency will most likely be busy ones so we have created a vacating checklist so to help you keep track of the details that will need your attention.
Management strongly requests that tenants have the home professionally cleaned and install fresh air filters. The carpets must be professionally cleaned and a copy of the receipt should be turned into Management at the time of move-out. If there are pets on the premises, we require that the home be de-odorized and both the home and the lawn sprayed for fleas by a licensed pest control service. Tenants should fill all visible nail holes with spackle and cover these holes and any other wall marks with matching interior paint. If the property has a yard, the grass should be freshly cut, edged and the bushes trimmed back before move-out inspection.
Key Turn-In
Once the property has been properly prepared and vacated, you should turn in all keys and garage door openers along with any receipts for professional cleaning, pest control and yard/pool maintenance. These items must be turned in at the Management office and cannot be left at the property that is being vacated.
Keep in mind that tenancy may remain in effect and tenants may be subject to double rent if the keys are not turned in by or on the date of lease termination.
Inspection
After you have completed the move-out process and turned in your keys, Management will schedule a move-out inspection to assess the current condition of the property compared to state of the property at move-in.
NOTE: YOUR SECURITY DEPOSIT MAY NOT BE APPLIED TO YOUR LAST MONTHS RENT. IN DOING SO YOU PLACE YOURSELF IN JEOPARDY OF BEING TURNED INTO THE CREDIT BUREAU FOR UNPAID RENT.
Security Deposit Claim
& Refund Process
Security Deposit Refunds
Please be assured that it is not our policy to withhold any portion of your security deposit without good reason. If cleaning and repairs are necessary, we will notify you of a claim against your security deposit. To avoid the inconvenience of the claim process, you should thoroughly clean your residence before you vacate it. We will inspect the premises after you move out and will render an accounting of your security deposit as soon as possible at your forwarding address.
Security Deposit Claims Process
Management will hold tenant security deposits in a non-interest bearing account and notify the appropriate parties if a claim against the security deposit is made.
Upon the vacating of the premises for termination of the lease, if the landlord does not intend to impose a claim on the security deposit, the landlord has fifteen (15) days to return the security deposit to the tenant. In the event that a claim is being made on the deposit, the landlord has thirty (30) days from the move-out date to give the tenant written notice by certified mail that a claim is being made on the security deposit. The tenant has fifteen (15) days from the receipt of notice to object to the claim. If the tenant does not object, in writing, the landlord may deduct the amount of the claim from the security deposit and return the remainder to the tenant within thirty (30) days. Any unsettled disputes regarding damages may be settled in court.
Vacating Checklist
Please utilize this checklist when you are preparing the property for move out. If you have any questions about move-out preparation, please contact the Property Manager. You can also download a Security Deposit Return Guidelines form from this website.
Kitchen
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All exhaust fans and vent covers should be in working order and thoroughly cleaned.
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Kitchen cabinets, shelves, drawers, sink and counter tops must be washed inside and out.
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Refrigerators and freezers must be cleaned inside and out.
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You should move the refrigerator away from the wall so that you can clean behind and underneath the appliance. Take special care not to damage the flooring when you are moving the refrigerator.
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Stoves, ovens, cook tops and microwaves should be thoroughly cleaned both inside and out. Please do not use steel wool or other abrasive materials on the appliances because such materials can damage the finish. Be sure to operate the self-clean cycle if applicable.
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The dishwasher, trash compactor and garbage disposal should be washed out and wiped clean.
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Kitchen walls and floors must be cleaned and free of stains, dirt, dust and grease.
Bathrooms
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Bathtubs, showers and toilets must be cleaned, disinfected and free of soap scum and or mold.
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Cabinets, vanities and drawers should be wiped clean inside and outside, and shelf liners should be removed. Mirrors should be wiped.
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The floors and walls should be washed including the grout and caulking.
All Rooms
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If you have made alterations to the property, such as painting, you must restore it to the original condition unless agreed to by Management in writing.
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All windows, sliding glass doors, screens and storm windows must be washed including the window tracks and the area between the interior window and the screens/storm windows.
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All woodwork, trim and doors must be wiped clean of dust and dirt.
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Smoke detectors should be in working order with fresh batteries.
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All light fixtures should be cleaned and the light bulbs should be in working order.
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Furnaces/AC filters must be brand new.
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All fireplaces must be swept and free of ashes and debris.
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All non-carpeted flooring should be washed and waxed where appropriate.
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Carpeted surfaces (including steps) must be cleaned by a professional carpet cleaner. If you have a pet, Management requires that the carpets be treated for odor and pests. You must turn in a copy of the paid receipt to a
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Management team member when you turn in your key(s). If the carpets are unsatisfactorily cleaned, they will be cleaned/treated again at your expense.
Grounds
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All trash, yard debris and personal items must be removed from the property.
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Only a minimal amount of trash may be left at the curb or trash pick up point.
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NOTE: Tenant must make proper arrangements with waste services for removal of larger items. If proper arrangements are not made, then tenant shall be subject to a waste removal fee by Management.
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Please make sure that firewood is not stacked up against the home. If there was firewood on the property when you moved in, then a like amount should be left at your departure.
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All shrubs should be neatly trimmed and flower/shrub beds should be cleaned and free of weeds and leaves.
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The lawn must be freshly cut and free of debris.
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Walkways should be swept clean.
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If your vehicle has leaked oil in the garage or driveway, the stain must be removed.
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If there is a garage or tool shed on the property, it must be swept clean and tools that were present at move-in should be cleaned and in place when you leave (including BBQ grills).
- Gutters and downspouts should be cleaned and free of debris.
Lease Changes, Termination & Eviction
Change of Leasehold
Any request to make changes to or alter the property or lease in any way (such as new pets, adding or deleting names from the lease, etc.) MUST be submitted in advance, in writing, to Management for approval from the Owner/Landlord. Such approval is at the discretion of the landlord.
Florida
Abandonment
If a tenant unjustifiably abandons a rental property, a landlord has the right to repossess the property, which terminates the lease. . Abandonment shall be conclusively presumed that the tenant has abandoned the dwelling unit if he or she is absent from the premises for a period of time equal to one-half the time for periodic rental payments (e.g. 15 days). The tenant is liable for any unpaid rent prior to repossession and any extraordinary damages done to the property. Another option for the landlord is to do nothing and sue the tenant for rent as it comes due.
Tenant Cancellation
If a tenant wishes to cancel a lease prior to the expiration of said lease, the tenant must first submit an application to cancel the lease to Management. This application must be approved by the property owner and Management in order for the tenant cancellation to proceed. If approved, the tenant and Management will execute a Tenant Cancellation Agreement, which requires that the tenant must forfeit the security deposit on the property and be responsible for paying a Lease Cancellation Fee, in the amount of one month’s rent. In addition, tenant will be responsible for posting two month’s rent with Management as additional security. Management will then use its best efforts to re-market the property.
If the property is rented to another tenant within two month’s of the Tenant Cancellation Agreement, then the tenant who cancelled the lease will be reimbursed a prorated amount of the two month’s rent that was paid at the time of the cancellation. If the property is not re-rented during this time, then Management shall retain tenant’s payment of two month’s rent. Further, in the event that when tenant vacates the property, Management shall assess the property. Tenant shall remain responsible for any property damage done to the property during his/her tenancy.
Termination of the Lease
A landlord can terminate lease for 2 reasons: 1) Nonpayment of rent and 2) noncompliance with material provision in lease. Some instances require time to cure (7 days) and others can be immediate. Tenants have the opportunity to correct curable violations which include: pet, guest, vehicle violations, parking in unauthorized spaces, or failing to keep premises clean. If violation is curable, then landlord must give tenant a 7-day notice to comply.
A tenant may be evicted if they fail to cure violation within 7 days. Examples of noncompliance which are of a nature that the tenant should not be given an opportunity to cure include, but are not limited to, destruction, damage, or misuse of the landlord’s or other tenants’ property by intentional act or a subsequent or continued unreasonable disturbance. In such event, the landlord may terminate the rental agreement, and the tenant shall have 7 days from the date that the notice is delivered to vacate the premises. In the case that Management terminates the lease on a property and the tenant remains on the property, it is understood that the tenant is living on the premises as a holdover tenant and shall be subject to double rent, as well as, the remaining covenants in the lease agreement.
Eviction
Under no circumstance may a landlord forcibly remove a tenant from a rental property. Instead, a landlord must bring an action for possession in court. A landlord has the right to bring a possession action if the tenant holds over, fails to pay rent or is otherwise in material breach of the lease agreement, provided the landlord has given the required notice. In the event of a holdover, the landlord is entitled to double rent. In order for the landlord to gain payment of rent or possession of the dwelling, he/she must file suit in county court. If the court agrees with the landlord, you will be notified in writing. The tenant then has five days (excluding weekends and legal holidays) to respond also in writing to the court. If the tenant does not respond or a judgment is entered against the tenant, the clerk of the county court will issue a Writ of Possession to the sheriff who will notify the tenant that eviction will take place in 24 hours. The lease provides that the prevailing party shall be entitled to attorney’s fees.
Landlord Responsibilities
You just learned what your responsibilities include and you may be wondering what type of responsibilities the landlord has to you, the tenant. Landlords are required to deliver possession of the rental property to the renter when the lease period begins. Failure to do so may entitle the renter to sue for damages. A landlord must ensure that residential property is habitable. This includes complying with all building, housing and health codes. Roofs, windows, doors, floors, steps, porches, walls and other structural elements must be kept in good repair. Common areas kept clean, garbage removed, heat made available in the winter, as well as heated running water throughout the year. Landlords requiring access to a tenant’s residence for repairs must give the tenant reasonable notice before entering the property. Reasonable notice is defined as at least twelve hours prior to entry. If a landlord fails to keep up with the required repairs, a tenant should give the landlord written notice of the noncompliance. If the landlord fails to make the repairs within seven days of receiving notice, the tenant has the right to terminate the lease.
Non-Discrimination: It is against
basis of race, color, religion, sex, national origin, handicap or familial status.
The information provided on this page will help you as a tenant become familiar with our company and our rental policies. If the answers to your questions are not here please look on our other helpful pages or ask us directly using the form below.
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Florida Coastal Property Management Division
1486 South Third Street • Jacksonville Beach, FL 32250
Jacksonville Beach Office: (904) 249-7676 • Jacksonville Beach Fax: (904) 246-1010
Yulee Office: (904) 548-0277
St. Augustine Office: (904) 797 7644
