NEW PROPERTY PAPERWORK

Thank you for choosing Holland Properties

Once you review the property standards you will find below the information needed to begin management of your property. This may take you more time than expected as there is quite a lot of information needed to successfully manage your investment property.

Once all documentation is submitted we will set up your property in our software giving access to your 'Owner Portal' where you will be able to sign the management contract electronically and perform subsequent steps.

With years of experience, industry knowledge, and understanding of the current market, our promise is not only to look after your property as if it was our own, but to give both you and your tenants the best property management experience ever. Thank you for your trust in us to manage your investment property.

Our email address for any of this information is sales@hollandprop.com

Owner Form

All owners listed on the proof of ownership (see next section) must submit a personal (non work) email address. This is required to facilitate electronic signatures and owner portal access. For additional properties with an existing owner this form is not needed.

Fill Owner Form Online

Download Owner Form

Proof of Ownership

We can get your proof of ownership if you are in Washington, Multnomah or Clackamas counties and have owned your property for at least a few months.

If recently purchased please submit a copy of the deed or a copy of the Statutory Special Warranty Deed provided at closing.

If the property is owned by an LLC, Trust or other entity please complete the paper trail by submitting Articles of Organization, Certificate of Trust or other paperwork showing who has authority to sign on its behalf. If you have gotten really complicated and your entities are owned by other entities, complete the paper trail so we know the right person is signing.

If the signer has Power of Attorney (POA) for the owner we will need a copy of the POA paperwork.

A mortgage statement is not proof of ownership for the above requirement.

Download NW Natural Gas Form

IRS W-9

You are required by the IRS to report your rental income. You will need to complete and turn in page 1 of IRS W-9 before commencement of management of your property so that an IRS 1099 can be sent at year end. You will be sent a summary of income and expenses at the end of the year that you can use to complete your taxes. You do not need to complete this form again if this is an additional property with the same tax ID number.

One W-9 from the primary owner or taxpayer regardless of the number of owners is all that is needed. Generally for a married couple whoever puts their name first on their jointly filed taxes is who we would suggest submit the W-9.

If the property is owned by an LLC, trust or other entity a Federal Tax Identification Number (TIN) is used to identify a business entity. Use that information to appropriately complete the form.

Consult your attorney and/or CPA if you have any questions.

Submit W9 Form Download NW Natural Gas Form

Contract Signing

Once the above items are received you will get an invitation to create your Owner Portal online account so you can electronically sign the Property Management Agreement. Once signed it will be visible in your portal for you to view any time you need it.

After the contract is signed you will receive instructions on how to submit the property set up fee ($200 first unit $100 each additional) and the maintenance reserve ($500 not a fee, money held in case of future maintenance needs).

Please continue with the following required items.

Download NW Natural Gas Form

Property Form

Print and complete one Property Form per property/unit that you are having us manage. Please make sure that all sections are filled to the best of your knowledge.

There is a question on the property form about an air filter service we use to help maintain your HVAC equipment so it has a longer life, saving you money. If you have forced air heating or cooling in your home check out the information on our air filter program page.

Fill Property Form Online

Download Property Form

Proof of Insurance

Proof of a current landlord policy for your property is required. If you have been living in your home this will replace your homeowners insurance. Rather than covering your personal possessions a landlord policy covers loss of rents, among many other differences. Make sure you talk to your insurance agent, many companies also give a discount for hiring a property manager so ask about that.

You must list Holland Properties LLC as additional insured and have minimum liability coverage of $300k for single family or $500k for multifamily. Either submit your insurance policy declarations page to us or use the letter below to authorize us to receive it from your insurance provider.

We will not enter your property or begin management until this step is complete.

Download Insurance Form Download NW Natural Gas Form

Utilities

You must complete and sign the Portland General Electric (PGE) form if your house is in the PGE service area which is basically everywhere Holland Properties, Inc. operates except Forest Grove.

Submit PGE Form

What to do with your various utilities and services?

There are some utilities that need to be TURNED OFF when you move out:

Cable - You may need to return cable boxes
Internet - Remove equipment
Monitored Alarm System - Equipment usually stays
Garbage - They may pick up the cans (City of Portland properties leave garbage on)

There are some utilities that you LEAVE ON and REMOVE AUTO PAY:

NW Natural gas
Electricity usually PGE
Water and Sewer are often the same company if billed quarterly change it to monthly

If your property is in a Homeowners Association (HOA)

There are several items that need to be addressed when it comes to renting homes in an area with a Homeowners Association (HOA)

Let us know if your HOA provides any of the utilities for your property
You may need approval from your HOA to rent your home. Some HOAs have a cap for % of homes as rentals, be sure it has not been exceeded.
Does your HOA require that any new tenants are screened by the HOA? If so, there is usually a fee and you need to decide if you going to pay that fee or require the tenant to pay 2 screening fees putting your home at a disadvantage compared to similar properties that do not have this additional fee.
Send to sales@hollandprop.com electronic copies of the HOA's CC&Rs, ByLaws, Rules & Regulations and Tenant Registry form if required.
Notify your HOA that we will be managing the property
Ask them to direct notices and/or violations to main@hollandprop.com, do this with an email to them and BCC sales@hollandprop.com so we can confirm it is done.
If the HOA is not able to send us notices because they only want to work with the owner you will need to forward all communication relating to the tenant that you receive from them to us. Failure to do this, such as in the case of a tenant violation, could lead to large HOA charges which you would end up being responsible for.
It is your responsibility to continue to pay any HOA dues that are required.

Keys and Final Property Checklist

All of the above completed? All moved out of your home? Any maintenance that you are handling yourself is done? New Property Checklist reviewed and completed? It is time to drop off or mail in the keys.

You can leave garage door openers, mailbox keys, back gate keys, extra keys, etc. on the kitchen counter and just get us one set of front door keys via mail or by dropping them off.

We have a drop box at our front door that can be accessed 24/7. Please keep in mind much of our team works remote or is out at properties so stopping by even mid day does not guarantee someone will be here.

Need our mailing address or how to get to us check out our contact us page.

Our next steps once all the above is completed

We will be out to your property for a Property Review
The review will be posted to your owner portal
Any required work orders will be forwarded to you
We will get our maintenance techs and/or outside vendors scheduled
After all work is completed cleaning will be performed
Professional photography will be scheduled
We will be reaching out to set up marketing and pricing
Advertising will start and we will find you a great tenant!

Our systems and process are top notch as you would expect from a company led by a couple of people from the IT industry and a large team of great employees but if you ever notice anything you feel we should be aware of please reach out to us. We get better through feedback.

Thank you for your trust in us to manage your investment property.