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San Jose and Santa Clara County Property Management Services

How We Manage Your Finances

1. File and Pay Vendor Invoices
2. Follow up on Delinquent Accounts
3. Monthly and Annual Year End Statements
4. Pay monthly HOA fee's

Administrative Management

1. We keep files of miscellaneous property information (i.e. insurance, HOA documents, HOA statements, vendor invoices, monthly statements, etc)
2. Complete tenant screening
3. Obtain bids and prepare work orders
4. Facilitate and participate in the eviction process
5. General Correspondence
6. Move-in/Move-out Inspections
7. Insurance Liaison
8. HOA Liaison

Maintenance Related Management

1. Making sure that all maintenance needs are taken care of
2. Perform Annual & Semi-Annual Property Inspections (Optional Program)
3. Obtain proposals and prepare work orders
4. Inspect property to ensure its compliance to HUD and ADA Standards
5. Vendor management
6. We work with several qualified and reputable vendors in the area; all of which are licensed, bonded and insured.

Steps for Advertising Your Property

1. Comparables: We search for properties that most likely meet the specifications of your property. We will find 3-5 properties within your target area that have leased within the last 6-9 months. This gives us a realistic understanding of what the market is willing to spend on leasing your property.
2. Besides being listed on our website, your property will be listed on numerous rental sites. It will be advertised daily; never leaving it to be listed at the bottom of the rental site.
3. Your manager will do a site visit of your property to perform the following tasks.
• Draft compelling copy that complies with all Fair Housing regulations and anti-discriminatory regulations.
• Take pristine digital pictures that will show your property the way you want it to be remembered.
4. Most of our advertising is done through the internet and is FREE! However, we do recommend premium advertising services for special purpose and luxury properties.

Here are some of the major sites that we advertise on out of our list of near 20 rental website!

Steps to Qualifying a Tenant

• We receive on application for each person occupying the property that is 18 years or older.
• A complete application consists of the application being fully filled out, the processing fee ($30/application) and two of the most current pay stubs for each person paying rent on the property along with any other form of verifiable income.
• If you are self-employed, we will need to review your tax returns for the past two years and your bank statements from the past three months.

• Any bankruptcy within the last 10 years is grounds for automatic denial of an application.
• We check the overall credit score and 30, 60, 90 late payment history. Too many late payments can be grounds for denial of an application.

• Anyone who turns in an application with an eviction on their record within three years from the time the eviction occurred will automatically be denied.

• We receive two of the most current pay stubs from each person paying rent on the property; two years of tax returns, plus three months of the most current bank statements from anyone self employed.
• The combined tenant's finances must be able to demonstrate their ability to afford the rent of the property they intend to lease. We make sure that the combined gross income meets or exceeds 2 1/2 times the amount of the rental amount.
• We call employers to verify that potential tenants are actually employed by the company they say they are and verify their income as well.

• We ask potential tenants to list their previous landlord(s) in order to verify that they have a history of paying their rent on time, that no nuisances have occurred on the property, and to verify that they did not cause damage to the property during their residency.

• Based on the outcome of the application screening process, an applicant will be approved or denied.
• Under special circumstances and only with owner approval will a tenant be approved that does not meet all of the applicant screening criteria.

Steps for Tenant Move-in's

1. Property Managers Move-in Inspection
• Your property manager will use the CAR (California Association of Realtors) Move-in/Move-out Form to mark the condition of the property at the time of move-in.
• Detailed pictures of the condition of your property will be taken and stored digitally and used as "back up" should any disagreement arise regarding the move-in condition of the property.
2. Remove Advertising
• All advertising will be removed, signs will be taken down, and lock boxes will be taken off of the property.
3. Lease Signing
• Tenant(s) will be required to sign a lease prior to move-in.
• Tenants will be required to pay the first month's rent, plus the security deposit at the time the lease is signed. This first payment is always paid with cash or cashier's check.
• All necessary addendums will be applied to the lease agreement (i.e. Mold, lead paint disclosure, etc.)
• Keys are given to the tenant(s).
• NorCal Property Management uses the CAR lease agreement.
4. Tenant Move-in Inspection
• The tenant(s) will also use the CAR Move-in/Move-out Form to mark the condition of the property at the time of move-in.
• The tenant(s) will then submit the form back to the manager within 5 days of receiving the form.

Steps for Tenant Move-out's

1. 30 Day Notice
• All tenants are required to give 30 days' notice prior to vacating the property. This must be in writing.
• If a tenant needs to break their lease, they will be responsible for the financial obligations due on the property until a new tenant is found.
• After receiving a 30 day notice, your manager will turn advertising on immediately.
• During this time, we will work with the current tenant(s) in regards to showing the property.
• Tenant(s) and your manager will meet so the tenant can return the keys, and to evaluate move-out property conditions in reference to the CAR Move-in/Move-out form that was used for move-in.
• Any damages that exceed "normal wear and tear" standards will be deducted from the security deposit.
• If damages exceed the amount of the security deposit, the tenants will be asked to reimburse the owner for the damages. If the tenants do not comply, they will be sent to collections.
• A disposition will be processed and furnished to the tenant(s) explaining the items deducted from their security deposit, if any.

What Maintenance Vendors Do We Use

All of the vendors that NorCal Property Management uses are licensed, bonded and insured. We treat every property as if it were our own. We work hard for the owners in ensuring that we get the best price per the work being performed. Whether it is a plumbing leak or a roof that needs replacement, you can count on NorCal Property Management to find you a well qualified vendor to get the job done right, the first time, at the right price.

NorCal Property Management also offers Annual or Semi Annual Property Inspections. This is program was set up to protect your investment from deferred maintenance. We would like to think that a tenant would call whenever there is a maintenance issue, but the truth is, not everyone is aware of property conditions in the way we would want them to be. That is why this program can be extremely beneficial to your property and is well worth the investment.

Problem items that are caught early are usually a lot cheaper to fix than if they are found out at a later time. If you are interested in this program, please see pricing below.

Optional Programs

Annual Property Inspection Service - $150

Your property manager will work with the current tenant in scheduling a time to view the property for major and minor maintenance issues. Your manager will then report the findings back to the owner. The owner will then decide which items should be addressed. Your property manager will also advice you on items (if any are found) that are required to be maintained according to HUD (Housing & Urban Development).

Semi Annual Property Inspection Service - $250

This program is the same as the Annual Property Inspection; however, the Semi Annual Inspection is done two times per year. Some people say that "two is better than one". While that may not always be true, we believe it to be this time around. The more attention your property receives, the more comfortable an owner can be that their property is in peak working condition.

Again, your property manager will work with the current tenant in scheduling a time to view the property for major and minor maintenance issues. Your manager will then report the findings back to the owner. At that point, the owner will then decide which items should be addressed. Your property manager will also advice you on items (if any are found) that are required to be maintained according to HUD (Housing & Urban Development).

Please visit Tenants to find out more about our tenant and application approval process.

Management Rates

There are no miscellaneous start-up fees.

Rates are determined by the condition the property is in

Our management fees are some of the most competitive in the industry – starting at 5% of gross rents per month, ranging up to 8%.

There are no leasing fees

There are no fees for maintenance items up to $1500 annually. Maintenance items past this expenditure will be charged at 10% of the overall cost to complete the job.

Tasks that are not performed on a regular basis and that are not in the normal scope of management duties are billed at a rate of $50 per hour.

Examples:

1. Attending HOA Meetings
2. Obtaining city permits
3. Traveling time for special projects and meetings