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Property Management
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What will you do as our property manager?

As your property manager, I have 3 fundamental objectives: protect your monthly cashflow, protect your property, and keep tenants safe and happy. To accomplish these three fundamentals, I take care of the day-to-day operations such as but not limited to: collecting rent, enforcing leases, maintaining and inspecting your property, coordinating with handymen and the like for unexpected repairs, and remaining compliant with regulations.

How much does your service cost?

The industry’s average rate for property management is 10% of the property’s monthly rent. However, here at Zapien Real Estate, we only charge 9% and as low as 7% during our seasonal special offers. Additionally, our annual renewal fee is just $200 and two bi-annual property inspections for $80/ea.

What is the benefit of hiring you as property manager? Or hiring any property manager in general?

The benefits of having us become your property manager are vast. To start, we have an efficient tenant-screening, income verifying procedure, and background-checking process. That alone is the backbone of a successful rental experience moving forward. If any emergencies arise on your property such as water leaks, we’ll contact a professional vendor from our contact-list who is responsive, experienced, and offers the most affordable pricing — passing the savings to you. Our years of experience in property management and trail of happy tenants and owners prove our quality of work you’ll also be provided with.

How can I know if you’d be a good property manager?

You can verify my vast experience as a stellar property manager by simply contacting us and asking for images of properties we currently manage. We’d gladly share images of our managed properties’ pristine conditions to demonstrate our level of maintenance and super-vision. In addition, if your curiosity calls for qualifications, I’d like to share the fact that I’m a proud member of Silicon Valley Association of Realtors (SILVAR), a certified property manager from the California Association of Realtors (C.A.R.), and licensed under the highly reputable The Property Network brokerage, where they’ve successfully managed countless properties for over 30 years.

What should I look for in your property management agreement?

When reviewing a property management agreement or (PMA) , there are several key factors you should consider. Firstly, it’s important to ensure that the contract clearly outlines all the services I will provide. This includes details such as rent collection, property maintenance, tenant screening, and financial reporting. You should also take the time to understand the fee structure outlined in the contract. This includes management fees, leasing fees, and any additional charges for services such as maintenance or repairs.

Pay close attention to the termination clause. I will ensure that you understand the notice period required to terminate the contract and any associated fees. Additionally, we’ll need to determine the duration of the contract, whether it’s for a fixed term or month-to-month. As the property owner, it’s important for you to understand your responsibilities. This includes any required insurance coverage, maintenance responsibilities, and communication expectations. I will ensure that the contract complies with all local, state, and federal laws governing property management and landlord-tenant relationships. Finally, we’ll review the dispute resolution process outlined in the contract in case conflicts arise between us. By carefully considering these factors and ensuring that the contract meets your needs and protects your interests, we can enter into a successful partnership.

How do you handle maintenance and repairs?

During our first meeting, we’ll discuss a “maintenance allowance”. This allowance is an agreed-upon financial threshold, such as $500. When this financial threshold is surpassed from property expenses, I’m required to contact you (the owner) of the larger expense prior to moving forward. All other expenses that fall under the set threshold will be automatically taken care-of by our company which will later be reimbursed by you (the owner). This system allows the home owner to not be disturbed for every inexpensive light bulb that must be purchased and for the system to run smoothly. All expenses are logged.

Scheduling vendors and handymen is similarly straight-forward. When a maintenance issue comes up, the tenant will login to their portal and place a work order. I will then be notified of the requested maintenance order. Upon needing a service, we’ll contact a vendor using our contact-list and schedule a date. We will continue to coordinate with the vendor until all services have been successfully completed. We have established a trusting relationship with all vendors in our contact-list, and in most cases they’re willing to give us affordable pricing which we then pass onto the owner.

How do you handle evictions?

Although every situation varies in detail, each situation must adhere to the legal process. In most cases, the assistance of a professional lawyer is required. However, while I’m not a lawyer, I do have vast experience in writing contracts specifically for property management and am familiar with the most common reasons why landlords seek to expel tenants. These common eviction reasons are taken into account when I write your lease to protect you from future evictions and help you more easily win your case. A properly written lease will help you take your property back with minimal hassle if the need ever arises. Most common violations include:

  1. Nonpayment of Rent (which can be addressed with a 3-day pay or quit notice)
  2. Property Damage
  3. Expiration of Lease
  4. Nuisance
  5. Illegal Activity
  6. Health and Safety Violations
  7. Violation of Rules and Regulations

If a tenant has lived on the property for more than 1 year, a 60-day notice is required. If a tenant has lived on the property for less than 1 year, they receive a 30-day notice. In order for an eviction to be successful, the tenant must have committed a violation. Otherwise, they are entitled to stay for the duration of their lease.

How do you handle tenant screening and selection?

Finding the right tenant is the cornerstone to the foundation of a smooth operation. Our tenant screening process is relatively straightforward. After collecting applications, we run credit checks, background checks, and rental history checks for all applicants. From there, a tenant is selected. Within the rental application, the applicant must provide personal information such as their SSN, license, and pay stubs. A soft credit check will also be pulled. Employment is also verified as well as their income-to-debt ratio. All people of over the age of 18 must fill out an application. For a renter to qualify, their income must be at least twice the monthly rent amount, and they must possess a minimum 700 credit score.

How do you handle rent collection and late payments?

All payments are handled by software to ensure perfect and reliable record-keeping. Tenants are able to log in to this software to pay using their debit/credit card or by ACH bank transfer. For the tenant and owner’s convenience, the tenant also has the option to enable Autopay within the software. All payments are deposited into the Broker Trust Account. Finally, all payments are transferred into the owners’ accounts. Tenants have a 5-day grace period but afterwards must pay a 5% late fee.

How would you market my rental property?

I’ll be marketing your rental using modern online tactics, including Zillow, Redfin, HotPads, Trulia, MLS, and social media platforms. Additionally, I’ll utilize word of mouth, referrals from other agents, and occasionally traditional yard signs to attract potential tenants.

How do you handle security deposits?

Security deposits are transferred and held in the broker’s trust account. When a potential client is interested in your property, the first month’s rent and security deposit are required. Starting July 1st, 2024, security deposits will be equal to one month’s rent.

How do you handle emergencies?

I’m available 24/7, 365 days a year to handle emergencies efficiently and promptly. I have a trusted and large list of vendors ready to attend any needs.

  1. No Electricity: Complete power outage in the building.
  2. No Water: No water supply in the building.
  3. Plumbing Emergency: Burst pipes, major leaks, or sewage backup.
  4. No Heating or Cooling: HVAC system failure in extreme weather conditions.
  5. Gas Leak: Suspected gas leak inside or outside the building.
  6. Fire: Smoke or fire alarms activated.
  7. Carbon Monoxide Alerts
  8. Severe Mold Issues
  9. Security Breach: Break-in, vandalism, or suspicious activity.
  10. Elevator Malfunction: Trapped passengers or malfunctioning elevator.
  11. Lockouts: Tenants locked out of their apartments.
  12. Storm Damage: Severe damage due to storms, such as fallen trees or flooding.
How do you handle HOA (Homeowners Association) rules and regulations?

When a property resides within an HOA community, all the rules and regulations will be strictly followed. In addition, all tenants will be required to abide by the HOA regulations and receive a copy of them prior to moving in.

How do you handle property inspections?

Our property inspections are $79.99 each and are conducted twice a year, typically in May and November.

During an inspection, all smoke detectors and carbon monoxide detectors are checked to ensure they’re fully functional and placed in their proper locations within the property. I also ensure tenants have the right amount of fire extinguishers for the size of the property. Tenants are also taught how to shut off the property’s water and gas in case an emergency arises. Air filters are also replaced during this time and a visual inspection of the property is conducted.

What can I expect from our consultation?

My main objective during our consultation is to understand your personal goals and property details. This information will then go hand-in-hand towards painting a detailed blueprint of our actions moving forward. By understanding your goals with renting your property and the property’s details, we can find the best course of action, consider possible repairs and upgrades, bring the property to market value, and attempt to maximize the amount of rent we can get monthly according to the market.

We will also discuss any questions you might have, my approach and philosophy to property management, and any guarantees I might have for you.

If you already have current tenants, the pre-existing lease will be revisited to see if it needs necessary updates.

Overall, the consultation is my attempt to understand your goals as the property owner and reveal any solutions I might have for you.

How do you handle lease renewals?

We charge a $200 lease renewal fee. During the last 60 days of the current lease, the owner will be contacted to see if they will allow a lease renewal. If we get the ‘okay’, we’ll then contact the tenant and conduct the lease renewal.

How do you handle utilities?

Tenants pay all utilities for single family homes. For HOA properties, all utilities are included within the rent price.

What is your process for handling tenant move-ins and move-outs?

For a successful move-in, tenants must pay the first month’s rent and security deposit (typically equivalent to 1st month’s rent). We will ensure the property is in acceptable condition and pictures will be taken. This will serve as proof in case the property is returned in poorer condition in the future.

When tenants move out, the must give us at least a 30-day notice. During the last 2 weeks, we will have a walk through with the tenants to see the property’s condition and point out what could be fixed. We will then give the tenants an opportunity to repair any damages prior to moving out.

After the tenant moves out, any remaining damages will be at their expense and be deducted from their security deposit.

What are the communication channels between you and landlords?

I believe transparency and consistency are key for successful communication. I also understand most home owners hire a property manager because they’d like to remain hands-off from their property. Taking these two things into account, I contact you enough to keep you updated with anything I find noteworthy and important, while giving you your space away from minor things — maximizing your intentions or remaining hands-off.

How do you handle accounting and financial reporting?

All accounting and financial reporting is handled through software. All the end of the year, you’ll receive a 1099 for tax purposes.

Where are you located?

Willow Glen at 1342 Lincoln Ave, San Jose, CA 95125

How many properties do you currently manage?

We currently manage 102 properties.

When do I get paid as an owner?

Relying on the tenant’s consistency to pay rent, owners get paid on the 10th of every month.

What is a Certified Property Manager such as yourself?

The National Association of Realtors defines a certified property manager as “Certified Property Managers® (CPM®) are recognized as experts in real estate management, and they are at the top of the profession.”

What are the benefits to me if you are a member of SILVAR (Silicon Valley Association of REALTORS)?

As a member of SILVAR (Silicon Valley Association of REALTORS), we are expected to uphold the highest ethical standards of real estate practice. We also serve as an advocate for home owners and represent the interests of property owners in the Silicon Valley.

Which cities do you manage properties in?

We currently service: Campbell, Cupertino, Gilroy, Los Altos, Los Altos Hills, Los Gatos, Milpitas, Monte Sereno, Morgan Hill, Mountain View, Palo Alto, San Jose, San Martin, Santa Clara, Saratoga, and Sunnyvale.

Who is “The Property Network”?

The Property Network is the parent brokerage I’m under.

What is your fee for tenant placement?

If you only want our Tenant Placement service, it will be 40% of first month‘s rent plus $500 for the lease set-up.

This option is great if you want us to screen all applicants to find right one, and write a legally-binding lease between you and the tenant, while you manage your own property moving forward.

How long does it take to rent out my property?

Here at Zapien Real Estate, renting out your vacant property typically takes us an average of 3 weeks, which is faster than most agencies. In the past, we’ve impressively rented out a property just 1 day after listing it. But on the contrary, there’ve also been times when we had to wait longer than 3 weeks. The exact duration depends on situational details such as market demand and asking price.

Do you charge for coordinating and scheduling vendors?

We do not charge charge for scheduling and coordinating with vendors. We’re aware many other property management companies charge for their time to schedule painters, plumbers, etc, but we don’t. If we help schedule and coordinate work with a plumber, you only pay for the work the plumber completed.

If you're having trouble finding an answer, please don't hesitate to contact me directly!

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