LEASE REVIEW CHECK LIST A rental agent’s commission should not be submitted for payment by PC until a lease package is complete, including THC decision entered in Scorex, and Lead Paint Forms filled out correctly. When the check list below is complete the PC will make a copy and attach to the rental agents commission bill and submit to accounting or payroll for payment, the second copy is filed in the tenant’s lease file. The policy is no rental agent gets paid a leasing fee or commission unless THC decision is entered in Scorex, and the lead paint documentation is complete and correct. The PC is supposed to check both items when entering the lease. The manager is supposed to approve all leasing fees and commissions. So ultimately that responsibility rests with the manager, with the PC's advisement. When a Property Coordinator has received a new lease packet from a rental agent, the lease packet must be reviewed by the PC who receives it. If the lease packet is incomplete, the PC will contact the broker or THC rental agent and inform him/her the lease packet is incomplete and what is needed to complete the lease packet. The PC will return the lease packet to the rental agent if lease is drafted incorrectly or hold the lease packet at their desk as incomplete until the rental agent has submitted the required paperwork/deposits. If it is a CAA broker the PC must place the lease packet in the CAA designated box (main office only) note in the Renewal Tracker and Lease Log Sheet as returned/incomplete and reason why. The PC will be responsible for following up with the rental agent regarding the required paperwork/deposits. The following items must be reviewed for within a received lease packet: CAA Ledger Card (Main Office Only) & Money: o Amount of money rec’d must match amount recorded on ledger card o No checks accepted if move-in date is less than 30 days from receipt of leases o Checks/money order must be in tenants’ name (parent and guarantor checks are acceptable) o Free Rent and/or No Deposit promo must reflect ledger and leases Leases (2 copies): (No checks accepted if move-in date is less than 30 days from receipt of leases) o Checks/money order must be in tenants’ name (parent and guarantor checks are acceptable) o Lease made date must be less than commencement date o Tenant names o Unit address o Commencement date & Lease end date o Term of lease o Term rent amount o Monthly rent amount o Pro-rate month stated (if applicable) o Free Rent Promo (if applicable) o No Deposit Promo (last sentence of 1st paragraph must be deleted if Prepaid Rent is not required) o Utilities included with rent shown (even if none, 1111 Beacon must have Utility Rider #1) o Security Deposit amount shown (even if $0) o All pages initialed by all tenants o Last page signed by all tenants o If a Sec 8 lease, no PPR required (last sentence of 1st paragraph must be deleted) Pre-paid Rent Receipt (2 copies if applicable to rental): o Tenant names o Unit address o Amount of pre-paid rent (one month’s rent) o Landlord’s name Security Deposit Receipt, if applicable (2 copies): o Unit Address o Security Deposit amount o Name of Apartment Complex Tenant Certification Form (see below Lead Paint Tenant Certification/Notification policy and procedure) o Each tenant must initial proper Tenant’s Acknowledgement section, specific to the property o Each tenant must sign and date o Broker must initial and sign in designated section o Landlord’s address and phone # must be filled in o Form must be filled out correctly, specific to the property Application o The application approved by THC must be received initialed by reviewer o THC App decision entered in Scorex by PC Guarantor forms (if applicable) o Original guarantor’s form (signed and notarized) Other Lease Amendments, Riders, Rules & Regulations specific to the rental property o Signed by all tenants If balance on lease is paid in full, the Lease Review Check List must be attached to commission bill, initial bill and submit to accounting for payment. If tenant owes money or lease packet is returned to broker , the Lease Review Check List is incomplete…..> place check list and commission bill in RED “Commissions on Hold” folder until balance is sent to THC in full or until lease packet has been corrected and received. Complete the Lease Review Check List, attach to original commission bill, initial bill and submit to accounting for payment Leases Packet Reviewed by:__________________________________ Date Lease Packet Reviewed:_____________________________ Revised 1/06 LEAD PAINT FORM / POLICY & PROCEDURE The Hamilton Company Process Lead Paint Tenant Certification and Notification Forms Both forms, Tenant Certification Form and Tenant Lead Law Notification, must be included in all residential leases. The landlord copy of the Tenant Certification Forms must be completed and signed by: Tenant Owner Broker\Leasing Agent The Tenant Certification Form marked (THC Copy) must be retained and filed with the executed lease. When approving an application, and prior to approval being provided to the Leasing Agent, the person approving the application must attach the "Lead Law Certification/Notification Forms" to the approved application before returning it to the Broker/Agent. The "Lead Law Notification" can be found by going to “My Computer” on J:\PROPADM\Lead Paint The forms are listed by property ID, then unit number. If you go into a Property ID file and do not find the unit # you are looking for, you must use the General Lead Law Notification for that particular property. Once an application is approved. The person reviewing the application must forward all reports to the leasing Agent. This will insure the Tenant Certification Forms are filled out correctly. List of properties and dates of construction are available to date from each manager. Should the applicant have a child six years of age or under, the unit will need to be inspected. Procedures for having a unit inspected are in The Hamilton Company System. In word, open file J:\SHARED\MAINTENANCE PROCEDURES\LEAD INSPECTIONS Tenants Acknowledgement section: Again the tenant must complete this section and initial. Should the tenant refuse to sign the form, or fill it out, the Broker\Leasing Agent must fill out the bottom section stating this fact and initial. NEW MOVE INS RESIDENTIAL All new move-ins must be entered into the system and all moneys deposited within 48 hours of initial receipt from the broker or on-site personnel. Balances for new move-in's must be paid in the form of a money order or certified check if the move-in date is less than thirty (30) days away. Broker commissions are only paid when all proper lease documentation has been received and tenant balance has been paid in full. Brokerage bills are prorated accordingly if the lease term is less than 12 months. New move-in packages are reviewed by the PC prior to system entry in order to verify that all appropriate paperwork has been received and that all lease documents are accurate. If an error is discovered, the PC returns the package to the broker or THC rental agent for correction. No commission bill will be paid until the corrected document(s) have been returned to the PC and all tenant balances are paid in full (see reviewing new leases). The policy is that no one gets paid a leasing fee or commission unless THC decision is entered in Scorex, and the lead paint documentation is complete and correct. The PC is supposed to check both items when entering the lease. The manager is supposed to approve all leasing fees and commissions. So ultimately that responsibility rests with the manager, with the PC's advisement.
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