Our Proven Process
Making being a Landlord Enjoyable Again!
Hello PM offers property management services for single family homes or condo units, apartment buildings and condo buildings as well.
OUR PROVEN PROCESS
- Property Preparation
- Property Marketing
- Tenant Screening
- Rent Collection
- Tenant Support
- Property Maintenance
- Lease Renewal
- Move Out Assistance
We prepare your property to be move-in ready
Initial Walk Through
A Leasing Agent will conduct a walk through and prepare a report that identifies any repairs, painting, or cleaning that is needed. They may also note any special features of the home or safety concerns.
Communicate Findings with Owner
The report will be shared with you. If required, the Leasing Agent will give a projected timeline to complete noted items and a target date to have the home on the market.
Coordinate Work Needed
The report will be shared with our network of qualified vendors who can get the work done quickly and at a fair price. For jobs exceeding the maintenance limit, an estimate will be provided for your approval. The Leasing Agent will coordinate the scheduling and completion of work to be finished by the target date.
Rent Ready Check
Once all the work is completed, a quality control walk through will be performed. Invoices for work performed will be reviewed and paid by our team, on your behalf.
We blast market your property and manage tenant showings
Property Photos
High quality marketing photos will be taken of your property, along with any community amenities.
Online Listing
A custom ad description will be created that highlights the home’s features and amenities, as well as additional information such as included utilities, special lease terms, etc. Each listing will be posted on our social media outlets. Signage will be installed at the property and surrounding area to clearly indicate the property is available to rent.
Lease Management
A lease will be prepared that includes specific property details, including any additional required disclosures, to ensure compliance with all local, provincial, and federal regulations.
Showings
Our Leasing Agents will coordinate showings that allow prospective renters to view the home at their convenience, 7 days a week. Once the showing is completed, they’ll be asked for feedback and sent a link to our rental application.
Tenant screening and moving in qualified tenants
The third step of our proven process is to find the most qualified tenant for your property.
Application Screening
Hello PM will manage the entire process from start to finish including rental history, credit check, and information surrounding their sources of income and expenses
Tenant Selection
Once qualified, we offer, prepare and send a lease to the applicant for signature.
Lease Signing
Our leasing team will follow up with the tenants to answer any questions about the lease, collect the signed documents, and collect move in funds.
Move in Condition Checklist and Photos
Prior to move in, a final walk through will be conducted to ensure the home is ready for the new tenants. During the walk through, the condition of the property will be photo-documented, and if needed, a final cleaning may be scheduled.
Making the collection and disbursement of funds easy
Online Rent and Deposit Payments
Most of our tenants pay their rent and security deposit via a secure online portal.
Owner Direct Deposit
We use a method called “full month accounting”. The rent received is held for the month so expenses can be paid. On the last business day of the month, the rent is direct deposited into your account. With this method of accounting, we won’t require an ongoing reserve and your statements will run for a full calendar month.
Protecting and maintaining your biggest asset
Maintenance Troubleshooting
We’ve found that many maintenance requests can be reduced by troubleshooting with our tenants. In order to prevent sending vendors out as much as possible, we’ve created dozens of troubleshooting steps for our tenants. We make every best effort to handle the issue without incurring extra costs.
Vendor Dispatch
When a maintenance request does require a vendor, we use our high quality and extensive network of trusted vendors to get the job done.
Owner Approvals
All non-emergency work over $250 will receive your approval. Each property owner can set their own maximum work price.
Repair Invoicing and Photos
Vendors swiftly send their invoices for work performed and we require photos of the completed work
Emergency Maintenance
Tenants can text or call our after hours emergency line so that vendors can be contacted 24/7
Annual walk throughs
Our goal with annual inspections is to make sure we address property concerns before they become a serious expense. Check out our annual inspection procedures below to learn more about how we safeguard your property.
Test Smoke/CO Alarms
Landlords in Ontario are responsible for maintaining important safety features of the home like smoke and carbon monoxide alarms. We ensure that they are installed in the correct location, not expired, and operating properly.
Check for Visible Leaks
All plumbing fixtures are inspected to look for visible signs of water damage so it can be mitigated before it gets worse.
General Walkthrough
Property photos are taken of the exterior and interior of the home along with notes on the general condition of the home.
Check HVAC Filter
A dirty or improperly installed furnace filter can lead to HVAC system inefficiencies and damage. We educate the tenant on where the filter is and how to change it properly if it is dirty. We will follow up with the tenant to confirm it is changed following the inspection.
General Photos
We take some general photos of the property in case you haven’t visited the property for a while.
Report Sent to Owner
All walkthrough reports are stored on your online portal for easy review and reference.
Your expert property manager proactively contacts you to review a lease renewal offer
Market Survey
Comparable properties are researched and data is used to recommend the rental rate for a renewal offer. We collaborate with you on sending an offer that maximizes the chances of a renewal.
Lease Extension Execution
We draft the lease extension including annual disclosures required by law. We will handle all negotiations with the tenant. Once signed by the tenant, we will sign the renewal agreement on your behalf. We add this renewal document to your owner portal for you to access at any time. In Ontario, when a residential lease expires, and there is no new lease, the tenancy automatically becomes a month-to-month tenancy.
Coordinating Move outs and Security Deposit Refunds
When tenants are ready to move our, we coordinate the move out process, inspections, and disbursements of security deposits according to Ontario Residential Tenancies Act .
Move Out Guidelines
Clear instructions are provided to outgoing tenants on our property condition standards and how to give possession back to us.
Pre Move Out Inspection
Tenants can exercise their right by law, to a Pre Move Out Inspection. The purpose of the inspection is to identify what items may be deducted from their security deposit, and give them enough time to fix them if they choose, before moving out.
Utility Management
We begin the process of transferring utilities back to us to ensure they remain on during the vacancy. This is important to facilitate any needed repairs, cleaning, and showing of the property until it is leased again.
Final Walkthrough
Similar to our initial walk through, a Leasing Manager will conduct a walk through and prepare a report that identifies any repairs, painting, or cleaning that is needed. Additionally, they’ll identify items that need repair, cleaning, or replacement that can be deducted from the security deposit.
Initial Walk Through
A Leasing Agent will conduct a walk through and prepare a report that identifies any repairs, painting, or cleaning that is needed. They may also note any special features of the home or safety concerns.
Communicate Findings with Owner
The report will be shared with you. If required, the Leasing Agent will give a projected timeline to complete noted items and a target date to have the home on the market.
Coordinate Work Needed
The report will be shared with our network of qualified vendors who can get the work done quickly and at a fair price. For jobs exceeding the maintenance limit, an estimate will be provided for your approval. The Leasing Agent will coordinate the scheduling and completion of work to be finished by the target date.
Rent Ready Check
Once all the work is completed, a quality control walk through will be performed. Invoices for work performed will be reviewed and paid by our team, on your behalf.
Property Photos
High quality marketing photos will be taken of your property, along with any community amenities.
Online Listing
A custom ad description will be created that highlights the home’s features and amenities, as well as additional information such as included utilities, special lease terms, etc. Each listing will be posted on our social media outlets. Signage will be installed at the property and surrounding area to clearly indicate the property is available to rent.
Lease Management
A lease will be prepared that includes specific property details, including any additional required disclosures, to ensure compliance with all local, provincial, and federal regulations.
Showings
Our Leasing Agents will coordinate showings that allow prospective renters to view the home at their convenience, 7 days a week. Once the showing is completed, they’ll be asked for feedback and sent a link to our rental application.
The third step of our proven process is to find the most qualified tenant for your property.
Application Screening
Hello PM will manage the entire process from start to finish including rental history, credit check, and information surrounding their sources of income and expenses
Tenant Selection
Once qualified, we offer, prepare and send a lease to the applicant for signature.
Lease Signing
Our leasing team will follow up with the tenants to answer any questions about the lease, collect the signed documents, and collect move in funds.
Move in Condition Checklist and Photos
Prior to move in, a final walk through will be conducted to ensure the home is ready for the new tenants. During the walk through, the condition of the property will be photo-documented, and if needed, a final cleaning may be scheduled.
Online Rent and Deposit Payments
Most of our tenants pay their rent and security deposit via a secure online portal.
Owner Direct Deposit
We use a method called “full month accounting”. The rent received is held for the month so expenses can be paid. On the last business day of the month, the rent is direct deposited into your account. With this method of accounting, we won’t require an ongoing reserve and your statements will run for a full calendar month.
Maintenance Troubleshooting
We’ve found that many maintenance requests can be reduced by troubleshooting with our tenants. In order to prevent sending vendors out as much as possible, we’ve created dozens of troubleshooting steps for our tenants. We make every best effort to handle the issue without incurring extra costs.
Vendor Dispatch
When a maintenance request does require a vendor, we use our high quality and extensive network of trusted vendors to get the job done.
Owner Approvals
All non-emergency work over $250 will receive your approval. Each property owner can set their own maximum work price.
Repair Invoicing and Photos
Vendors swiftly send their invoices for work performed and we require photos of the completed work
Emergency Maintenance
Tenants can text or call our after hours emergency line so that vendors can be contacted 24/7
Our goal with annual inspections is to make sure we address property concerns before they become a serious expense. Check out our annual inspection procedures below to learn more about how we safeguard your property.
Test Smoke/CO Alarms
Landlords in Ontario are responsible for maintaining important safety features of the home like smoke and carbon monoxide alarms. We ensure that they are installed in the correct location, not expired, and operating properly.
Check for Visible Leaks
All plumbing fixtures are inspected to look for visible signs of water damage so it can be mitigated before it gets worse.
General Walkthrough
Property photos are taken of the exterior and interior of the home along with notes on the general condition of the home.
Check HVAC Filter
A dirty or improperly installed furnace filter can lead to HVAC system inefficiencies and damage. We educate the tenant on where the filter is and how to change it properly if it is dirty. We will follow up with the tenant to confirm it is changed following the inspection.
General Photos
We take some general photos of the property in case you haven’t visited the property for a while.
Report Sent to Owner
All walkthrough reports are stored on your online portal for easy review and reference.
Market Survey
Comparable properties are researched and data is used to recommend the rental rate for a renewal offer. We collaborate with you on sending an offer that maximizes the chances of a renewal.
Lease Extension Execution
We draft the lease extension including annual disclosures required by law. We will handle all negotiations with the tenant. Once signed by the tenant, we will sign the renewal agreement on your behalf. We add this renewal document to your owner portal for you to access at any time. In Ontario, when a residential lease expires, and there is no new lease, the tenancy automatically becomes a month-to-month tenancy.
When tenants are ready to move our, we coordinate the move out process, inspections, and disbursements of security deposits according to Ontario Residential Tenancies Act .
Move Out Guidelines
Clear instructions are provided to outgoing tenants on our property condition standards and how to give possession back to us.
Pre Move Out Inspection
Tenants can exercise their right by law, to a Pre Move Out Inspection. The purpose of the inspection is to identify what items may be deducted from their security deposit, and give them enough time to fix them if they choose, before moving out.
Utility Management
We begin the process of transferring utilities back to us to ensure they remain on during the vacancy. This is important to facilitate any needed repairs, cleaning, and showing of the property until it is leased again.
Final Walkthrough
Similar to our initial walk through, a Leasing Manager will conduct a walk through and prepare a report that identifies any repairs, painting, or cleaning that is needed. Additionally, they’ll identify items that need repair, cleaning, or replacement that can be deducted from the security deposit.
Find your next career at Hello PM.
We are always looking for motivated, outgoing individuals to join our team!