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Tenants’ Need to Know

Click on the questions below to find your answer!

What are the policies for paying rent?

  • Rent is due on the 1st of the month. It is late if it’s not post marked by the 5th of the month.
  • Rents should be sent by US Mail to P.O. BOX 668 WEST LINN, OR 97068.
  • We do not accept hand delivered rents unless you have a pre-arranged appointment.
  • Make checks payable to: The GARCIA Group.
  • Rent may be paid by personal check, cashier’s check or money order.
  • Rent may be paid on-line through our website. This service is revoked if the funds are returned as non-sufficient.
  • We can accept credit or debit cards with an additional processing fee through our website.
  • We do not accept cash or post-dated checks.
  • We do not accept rent checks from anyone not on the lease.
  • If your rent is late and paid after the 8th of the month, we require a cashier’s check or money order for your rent payment.
  • You may include your late fee in this check, or pay the late fee with a separate personal check.
  • If rent payment is returned as NSF and payment is not made by the 5th of the month, a late fee will be levied.
  • Security Deposits must be made by separate checks and are not accepted on-line.

How are property condition reports done and how often do you inspect the unit?

Inspections are generally scheduled within 60 – 90 days after a tenant moves in, and normally once per year for our residents. We use an on-line app within our data base to conduct routine inspections, which takes traditional pen and paper inspections and makes them digital. This make the process more professional and more transparent. Transparency and trust are the key for all relationships. All of the data is backed up, so it’s secure and easily accessible at all times. Photos tell the story and everyone can actually see that a “clean” house is actually a clean house. Everything that is needed to know or remember about the property remains at our fingertips.

How do you handle maintenance and repair requests?

  • The Garcia Group has contracted a professional repair call center to quickly and efficiently handle all of our emergency calls 24 hours per day, 365 days per year. They can be reached by calling our office and choosing extension 9.
  • For normal maintenance and repair request, Tenants should use the On-Line Maintenance Request link in order to submit a work order, which will be delivered directly to our Tenant Coordinator for processing,. Tenants may also call our office and press Ext 9 to go to our intake service, in order to have the work order submitted.
  • WE UNDERSTAND THAT MANY REQUESTS ARE MADE IN THE EVENINGS AND ON WEEKENDS. We will acknowledge your request in a timely manner as best as we can, however we will make a distinction between “emergency” and “non-emergency” issues when dispatching technicians.
  • Tenants only need to make 1 request at a time, as multiple attempts to contact us do not make us respond any faster.
  • Please keep in mind that, prior to authorizing a repair, we must first receive owner approval and have their funds available for that property in order to do the work. Our goal is to limit the inconvenience to the tenant without violating our service contract with the Owner, or overstepping the boundaries imposed by law.
  • No one likes being inconvenienced with a broken system, whether it is a running toilet, a broken oven or a heater on the fritz. Our role is not to frustrate the situation any further. Our aim is to address each request with the importance it deserves. We are proud to say that most of our tenants reciprocate with genuine understanding and respect for us, as well. We want to continue to foster the best relationships possible.
  • We want to emphasize that our goal is to do everything we can to get the problem remedied and then if necessary, subsequently sort out the responsibility that caused it. In other words, if a drain is plugged, let’s first get it working. Later, if we determined that a tennis ball had been shoved into it, we might need to charge the tenant, because of inappropriate use. However, if the drain was clogged due to old plumbing, we would not be compelled to try and charge for the call. Fairness is simply good business.

We enjoy working with our tenants and in striving to provide them with a quality housing experience.

Is it possible to add or remove a tenant from the rental agreement?

  1. If the rental agreement is a month to month agreement, it is possible to add or remove tenants with proper screening and notice, and there is an office admin expense of $250 for documenting tenancy changes
    1. Anyone moving out must be removed from the contract by providing a 30 day notice, however if the remaining tenants no longer qualify for the dwelling they will be given a notice to vacate.
    2. Anyone who is moving in must be approved per the same application process above, and may not take possession until they have been approved and signed the rental documents
    3. If their application is denied, they cannot move in.
    4. If their application is approved conditional to a larger deposit, those sums must be received at the time of signing the rental documents.
  2. An Add / Remove Tenant form is available from our office.
  3. No partial deposit is refunded when any applicant moves out or terminates. The full deposit remains with the tenancy and is distributed when the unit is vacated.
  4. It is important to note that when the rental agreement is a lease, the lease is conditioned on the persons who have signed the contract and any change to that could be considered a breach of contract. If a party moves out, they do not have their obligations terminated or any portion of the deposit refunded.

What is the termination and Move Out process?

  1. Eventually, tenants will move, and we want them to be prepared when this is necessary.
  2. We require our tenants to give a 30 day notice prior to moving.
    1. We can provide the 30 day notice to vacate form upon request.
    2. The notice must be signed by all tenants living at the home and can be e-mailed, return mail to our office or faxed to: 503-433-1954.
    3. The 30 days begins on the day we receive the notice in our office.
  3. If the termination occurs prior to the end of the lease, a fee equal to 1 ½ month’s rent is due and payable.
    1. Payment must be made prior to the day of vacating in order to avoid the charge being considered a delinquency and subject to the security deposit reconciliation.
  4. It is the responsibility of the tenant to deliver all keys to our office.
    1. Please place them in an envelope and make sure to identify the rental property address.
    2. Garage door remotes and mail box keys may be left in a kitchen drawer.
  5. No, we do not conduct a move out walk through with the tenant. Once the property is vacated, we will do our final inspection.
  6. The Final Accounting will be mailed to the tenant within the time prescribed by law (Oregon = 30 days, WA = 15 days).
    1. It is important that we have the correct forwarding address.
    2. Refund checks for the Security Deposit will be made payable to all of the tenants on the rental agreement, unless a fully signed letter authorizing us differently is received in our office.
  7. When vacating the Property:
    1. Do not turn off utilities! Just remove your name from the account. Please let us know if the utility company needs any additional information from our office.
    2. Leave the heat set at 55 degrees if vacating in the months of October through March.
    3. Please leave the property as clean as you found it.
    4. The carpets will be professionally cleaned per the rental agreement (and will be deducted from the security deposit).
    5. If responsible for yard care, please return the yard to “move-in” condition.
  8. Remember to stop any newspaper or periodical service to the property address.
  9. If you were approved to install a satellite dish during your tenancy, please remove the dish from the property and take it with you.
  10. We will be marketing the home to re-rent prior to the vacancy and will provide proper notice when we have appointments to show it.
Family moving into apartment