NEW PROPERTY PAPERWORK

Thank you for choosing Holland Properties

Once you review the property standards continue below to submit 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 investment property.

 

With years of experience, industry knowledge, and understanding of the current market, Holland Properties' 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.


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


Proof of Ownership

In most cases Holland Properties will be able to get your proof of ownership from county records.You will be notified if this is not the case.


If recently purchased submit a copy of the deed or a copy of the Statutory Special Warranty Deed provided at closing as the county websites will not be updated.


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 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.

Owner Information

Fill out the Owner information form. Include all owners listed on the proof of ownership (see above), use a personal (non work) email address and a US address that is not the rental property.


If you are an existing client adding an additional property with same ownership structure this form is not needed.
Fill Owner Information Online


IRS W-9



The IRS requires reporting rental income. Submit an IRS form W-9 for each owner. Remember to use a US address that is not your rental property.


At year end Holland Properties, Inc. will issue an IRS form 1099-MISC to each owner reporting rental income. Also at year end you will be able to download a summary of income and expenses for the year that you can use to complete your taxes.  


Consult with your attorney and/or CPA if you have any questions.
Submit W9 Form

Contract Signing

Once the above items are received you will be invited to create your online Owner Portal where you can electronically sign the Property Management Agreement (PMA).  All documents will be visible in your portal to view any time you want.


Once the PMA is signed you will receive instructions for submiting 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.

Property Information



Submit one Property information form per property/unit.  Fill all sections to the best of your knowledge.
Fill Property Information Online


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, Inc. as additional insured and have minimum liability coverage of $300k.  Submit your insurance policy declarations page to us or use the letter below to authorize us to receive it from your insurance provider.
Download Insurance Form

Utilities

Complete and sign the Portland General Electric (PGE) form if your house is in the PGE service area which is everywhere Holland Properties operates except Forest Grove.

Submit PGE Form

What to do with your various utilities and services?


Some utilities that need to be TURNED OFF when you move out:

  • Cable - You may need to return cable boxes
  • Internet - Turn off and remove equipment (unless you have solar panels that require a connection)
  • Monitored Alarm System - Equipment usually stays
  • Garbage outside City of Portland - They may pick up the cans

There are some utilities that you LEAVE ON and REMOVE AUTO PAY and let the utility know Holland Properties, Inc. will be managing:

  • NW Natural gas
  • Electricity usually PGE
  • Water and Sewer are often the same company if billed quarterly change it to monthly
  • Garbage in City of Portland

  • How will Holland Properties help manage my utility accounts?

    For a stress-free management experience, Holland Properties handles all aspects of utility billing. This includes charging tenants for overlapping move-in/move-out periods and for utilities that cannot be assigned to their name. Interim billing for vacant units is also managed on your behalf. If utilities are included with your property, management ensures that usage and consumption are considered when calculating rent increases.

  • What do I need to do to make sure Holland has access to my utility accounts?

    To ensure Holland successfully manages your utility accounts, complete the Property Information Packet, name each utility company, and complete the provided management release of information forms. Crucially, turn off autopay for all utility accounts. If you've recently purchased a property, notify utility companies of your ownership and inform your Pod of the service establishment date. Once Holland has management of your utility accounts, do not pay bills yourself. Forward any notices or payment requests to your Pod. Holland Properties will set up paperless statements, and you should verify with your Pod if an outstanding balance or late notice is received to avoid duplicate payments.

  • How can we charge tenants correctly if I own a multi-unit but only one meter?

    By implementing an accounting process called Ratio Utility Billing System (RUBS), bills can be entered for your property that bill the tenants based on the number of occupants and/or the square feet of the unit to ensure billing is charged to the tenant as fairly as possible.


    If you currently have a multi-unit where utilities are included but are interested in transitioning to the RUBS method of billing, please reach out to your Pod about how this can be set this up on a lease renewal or on a new tenant lease agreement.



If your property is in a Home Owners Association (HOA) or Condominium Owners Association (COA)

 

  • Does the Association provide any of the utilities for the property
  • You may need approval to rent the property.  Some Associations have a cap for % of homes as rentals
  • Does your Association require that any new tenants are screened by them? 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
  • Send to sales@hollandprop.com PDF copies of the CC&Rs, By Laws, Rules & Regulations and Tenant Registry form if required
  • Notify your Association that Holland Properties, Inc. 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 for confirmation that it is done.
  • If they are 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. Failure to do this, such as in the case of a tenant violation, could lead to large charges from your Association which you would be responsible for.
  • It is your responsibility to continue to pay Association dues



 

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.


There is 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.  

Next steps once all the above is completed


  • A Property Review will be completed on the vacant property
  • The review will be posted to your owner portal
  • Any required work orders will be forwarded to you
  • Maintenance techs and/or outside vendors will be scheduled
  • After all work is completed cleaning will be performed
  • Professional photography will be scheduled
  • Marketing and pricing will be communicated
  • Advertising will start
  • Great tenant will move in!


The systems and process at Holland Properties, Inc. 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.

You may also be interested in...

Check out our Frequently Asked Questions page to find out more about what it is like to have a home managed by us.


Our Standards and Cleaning page if you have any questions about if your property will qualify for us to manage.