Management Specialists Welcomes You
Management Specialists welcomes you as a new resident. To achieve a successful tenant/management relationship, we prepared the Management Specialists tenant handbook to assist you with your tenancy. We recommend that you keep it in a convenient location so that you can refer to it easily.
You will find maintenance guidelines, rental payment instructions, general information, safety tips, vacation guidelines, emergency instructions, holiday tips and more. Management Specialists wants you to be prepared throughout your tenancy. Therefore, we want to provide important information and documents that you may need in the future.
The owner of the property has retained Management Specialists as their property management company and representative to manage the property you are renting. Therefore, you need to contact Management Specialists when you need assistance. We have listed contact information on pages 5, 6, & 7.
If you have questions or concerns on any of the information contained in this documentation, contact our office. Management Specialists is here to help you.
We wish you a successful and enjoyable tenancy in your new residence.
MANAGEMENT SPECIALISTS PERSONNEL
At management specialists we have a complete staff to assist you. They concentrate on assisting you with all the details of your tenancy. Please contact them to answer you questions.
|Position||Name||Phone & Ext.|
|Property Manager||Donna Caillier||Ext: 803||Donna@mgtspec.com|
|Administrative||Amber Bebout||Ext: 802||Amber@mgtspec.com|
|Broker/Owner||Jeff Miller||Ext: 808||Jeff@mgtspec.com|
On the next page we have provided general office information. Communication makes a difference in any area of life and it can only enhance your tenancy by letting Management Specialists know what you need.
Use the telephone, fax, your Property Manager’s email, the Management Specialists website email access, or written correspondence to contact us. What is important is that you DO contact us when you need assistance. Remember, Management Specialists is here to help you.
Telephone Calls During Office Hours
Our office hours are 9:00 AM to 5:00 PM weekdays. During office hours there is normally a person to answer your call. Please state the reason for your call so that you can be directed to the right party.
If, during the day you reach our voice mail system, use the extension number for the party you are trying to reach and, if they are not available, leave a message, complete with your name and the telephone numbers where Management Specialists can reach you, both day and evening. Someone will return your call during office hours. The benefit of a voice mail system is the ability to leave a message twenty-four hours a day, seven-days a week.
After Hours Calls
Of course, the voice mail system will take all messages after hours.
During normal office hours you should be able to discuss your emergency with your Property Manager or our staff. If you reach the Management Specialists voice mail system after the office is closed, immediately choose the emergency option. Only Fire, Flood, Septic, and Electrical Hazards are considered after hour emergencies. Any other issues require a work order request and will be repaired during normal working hours.
Please remember that all Work Orders must be submitted in writing, unless it is an emergency. This is in your rental/lease agreement. You can email or fax a work or maintenance request directly to your Property Manager.
*You can now also submit online here.
Change of Information
It is important that you notify Management Specialists of any changes in telephone, fax, cell numbers or email. Please email all changes to the Administrative Assistant, Amber; her email is Amber@mgtspec.com
Email is a great way to communicate and we request that you send your email address to Amber@mgtspec.com Please state your name and the address where you are currently renting. Management Specialists will put your email address into our database. This enables the staff to contact you quickly and efficiently, and when needed, send you important information.
The Management Specialists website, MgtSpec.com, contains important information for tenants.
General Office Information
|St. Lucie County
|2355 SE Seafury Lane
Port St. Lucie, FL 34952
|Monday – Friday||9:00 AM – 5:00 PM|
|Saturday||By appointment only|
|After Hours Emergency Information|
|Call 772-380-9011 choose emergency option|
PROTECT YOUR RENTAL AND CREDIT HISTORY
Some day you will eventually move out of the property. It is important that during your residency you care for your rental history and credit. Most likely you will either rent again or purchase a home. In either case, you will need good rental references and a good credit report. Avoid late rent payments, care for the property and move out properly. Give Management Specialists the pleasure of being able to provide a good reference for you when you vacate the property.
You received a copy of your rental/lease agreement, including maintenance instructions, move in checklist, and any other necessary documentation. We recommend that you keep this paperwork with this Handbook for easy reference. Please always remember a rental/lease agreement is a binding contract. If you have any questions regarding your lease, please call your Management Specialists Property Manager.
When you rented the property, Management Specialists canceled the utilities in the owner’s name to coincide with the first day of your rental agreement. It is mandatory that you have utilities turned on prior to occupancy. Receipts will be required at the time of closing. Keys will not be released without documentation that utilities have been turned on in tenant’s name.
Rent is due on the 1st of each month in full and late if not received by the 2nd. If you know that you will have a delay or problem paying by the due date, contact the office immediately. At no time are partial payments accepted. Your lease gives you a grace period before late charges will be assessed. The grace period is through 5:00 PM on the 4th of the month. Any payments received after that time will not be accepted without the late fee AND must be in certified funds or money order ONLY. NO personal checks will be accepted after 5pm on the 4th of any month and NO exceptions are made for weekends or Holidays. Remember, lack of communication can affect your payment record.
Management Specialists prefers to receive rental payments in the following order:
- By using ACH (Automated Clearing House) – this automatically takes your rental payment directly from your bank and deposits it into the Management Specialists bank, saving you time. This service is free.
- You can log on to MgtSpec.com to pay your rent on online.
- PayLease (a company which provides e-check or credit card payments)
- US Mail, however, should you choose to make payments by mail, please remember that rent must be received by the 4th of the month – not postmarked by the 4th.
- Bring your payment into our office
Management Specialists does NOT accept rental payments in:
- Rolled coins
- Post-dated checks
If you fail to pay rent on time and in full, you could incur the following charges:
- Late fee – the Management Specialists late fee is 5% of the amount owed or $50.00, whichever is greater, if rent is not received before 5 pm on the 4th of the month.
- Maintenance charge – Management Specialists will bill you if you have made an appointment with a vendor but failed to meet them at the scheduled time. If Management Specialists receives a service call billing, you are responsible for reimbursement.
- If it is after hours and you lock yourself out of the property, you should call a locksmith. Management Specialists will NOT meet you at the property or at the office after hours under any circumstances!
- If you lock yourself out of the property during regular office hours, you may call the office and schedule someone from the staff to meet you at the property. There will be a charge of $35.00 that must be paid at the time the service is rendered. It may not be paid with your rent.
Generally, Management Specialists assigns a vendor to perform work that you request at your residence. If, however, you have contacted Management Specialists and indicated that you are willing to perform a minor maintenance item and Management Specialists has agreed to reimburse you for materials purchased, you must do the following:
- Pay the bill and send the receipt to Management Specialists. Management Specialists will reimburse the amount due to you.
- Do NOT deduct the amount from your rent.
Care of the Property
Getting To Know Your Residence
When you move into a property, it is helpful to know where important items are located. Take the time to know or locate the following:
- Main circuit breaker in the event power goes out
- Gas shut off valve – turn off during emergencies/disasters for safety
- GFI plug(s) – so you can check them if your plugs or appliances in the bathroom, kitchen, patio or garage fail to work. Some GFI switches may be located in areas that are not obvious.
- Electric meters to check your utility bills
- The main water shutoff valve in case of major flooding
- Water shutoff valves below the sinks and behind toilets in case of water leaks
- Method of cleaning for the oven so you use the right products
- Time bake knobs on the oven – in the event the oven will not work, these may be on
If you are uncertain about any of the above items, contact your Management Specialists Property Manager for help.
When you rented the property, your lease contained detailed maintenance instructions. Please review them before requesting a work order. Management Specialists has provided more tips in this handbook.
It is the Management Specialists policy that tenants do not do repairs or alterations. You agreed to this in the Management Specialists rental agreement/lease. If you do want to make a special request for renovation or repair to the property:
- Submit your request in writing before making any changes.
- Do not proceed with any work until you are notified by Management Specialists.
- Management Specialists will consult the owners to see if the request is acceptable to them.
- If the request is acceptable to the owner, tenants must do one of the following prior to vacating the property:
- Leave the alterations if this is part of the owner’s condition to accept the alteration/repair
- Return the property to its original state if this is part of the owner’s condition to accept the alteration/repair and pay for any necessary repairs to restore the alteration/repair to its original state
- Sign an Management Specialists agreement regarding the alteration/repair
Tenant Maintenance Responsibilities
The property owner has a duty to maintain your residence to uniform codes of safety for landlord/tenant law. Therefore, you may submit a Work Order Request when there are legitimate repairs. We want you to report maintenance items.
However, there are items that are the tenant’s responsibility and we have listed them again:
- Replacing smoke alarm batteries.
- Replacing light bulbs with the correct size.
- Replacing AC filters every 3 months, or every month if there are pets.
- Reporting non-functioning smoke alarms immediately if replacing batteries do not solve the problem.
- Reporting all necessary repairs over $100. All other repairs are to be paid for by the tenant.
- Professional steam cleaning and spot cleaning of carpets while residing in the property at a minimum of once a year!
- Normal insect control.
- Normal rodent control, such as mice.
- Landscape maintenance including trimming, weeding, fertilizing & mulching if a service is not provided by the owner.
- Reporting lack of landscape maintenance if a service IS provided in your rental agreement.
- Landscape watering unless there is a homeowner’s association providing this service.
- Reporting malfunctioning irrigation systems or sprinklers, even if it is the responsibility of an association.
- Disposal of all garbage in the proper receptacles and using the weekly pick up service.
- Disposal of animal feces on the property even if you do not have a pet.
- Disposing of toxic waste properly in accordance with local and county laws.
Procedures For Requesting Maintenance
Before calling Management Specialists:
- Determine if there is a true emergency or a non-emergency.
- Check to see if you can determine the cause of the problem that you are experiencing, unless you have an emergency.
- Refer to the Procedure For Calling For Repairs attachment at the back of this manual to check for common causes that you may be able to resolve on your own.
If There Is An Emergency
There are few emergencies. An emergency is a life-threatening situation such as a fire, flood and/or uncontrollable water, electrical problem, smell of gas, etc:
- Emergencies causing immediate danger such as fire, call 911
- Emergencies involving gas call the gas company and if necessary, 911
- Emergencies involving IMMEDIATE electrical danger, call the utility service or 911
- After contacting one of the above sources, call the Management Specialists office and report the problem.
- Emergencies such as backed up plumbing or flooding, call Management Specialists at 772-380-9011. If you are calling after hours, choose the emergency option and listen for instructions.
- An emergency is NOT heat, but Management Specialists recognizes this is important and will make it a priority with vendors to have the heat working as soon as is possible.
- An emergency is NOT a non-working refrigerator. If the refrigerator stops working, get a cooler and put all perishables inside and cover with ice. Notify your Property Manager by email or voicemail.
- An emergency is NOT air-conditioning, non-working dishwasher, sprinklers, etc. If the AC goes out over a weekend or holiday, make arrangements to stay with a friend or family member and notify your Property Manager. We will handle the repair as quickly as possible the next business day.
- All non-working appliances will be handled as quickly as possible the next business day.
- Fill out a tenant “work order” request form. Fax, mail, email, online or bring the request to the Management Specialists office.
- Your Property Manager will assign a vendor to contact you.
- Management Specialists does not give vendors keys to the residences without your written approval.
- Vendors are required to make appointments directly with tenants.
- Remember, this is a NON-EMERGENCY item and in most cases, the vendor will not be able to make an appointment immediately.
- Failure to show up for the scheduled appointment can mean a charge to you. Therefore, be certain to call the Management Specialists office or the vendor as soon as possible if you are unable to keep your appointment.
- If you do not hear from a vendor or repair person within 5–7 business days, call the Management Specialists office and inform your Property Manager that a vendor has not contacted you.
- Your Property Manager will contact the vendor to find out the cause of the delay, and then inform you when to expect the vendor to call.
- After a repair has taken place, if you have trouble, call Management Specialists and state you had a recent repair but there is still a problem.
- Recent repair means within the last 60 days and pest control work means within 30 days.
- If you fail to report an unsolved recent repair, and there is further damage or expense, you may be responsible for the cost, per your rental agreement.
Preventative Cleaning Tips
Cleaning is easier when you use a “preventative approach.”
- Always put away food and wipe up food debris.
- Avoid pouring any type of cooking grease or oils down any drains.
- Clean pet bowls regularly to avoid attracting ants and other insects.
- Do not allow grease to build up in the kitchen; use a sponge and soapy water regularly on counter tops, stovetops, and hood filters.
- Avoid cooking with very high heat. This will add to more grease build-up and cause damage to appliances. It can also be dangerous.
- Avoid mildew by venting rooms and bathrooms properly, particularly after baths and showers.
- Clean bathroom tile or other surfaces regularly to prevent the buildup of grime.
- Clean toilets regularly to avoid build up of grime, rings, and mildew.
- Mop tile, wood, and linoleum to avoid “dust bunnies” and the buildup of grime.
- Do not use wax on linoleum or tile.
- Do not use “cleaning products” on tile
- Vacuum all flooring regularly, particularly carpets. This will save in carpet cleaning bills in the long run.
- Regularly pick up debris and pet feces in outside areas.
Additional Cleaning Tips
It is not always necessary to purchase expensive cleaning products. Vinegar, baking soda, ammonia, and salt are some inexpensive cleaning products with many uses. They also are helpful for people who have allergies to cleaning products and they can be better for the environment than commercial products
- Air freshener:
- Place a bowl of vinegar in the kitchen or bathroom to absorb odors
- For a great once-a-month drain cleaner, pour 1/2 cup baking soda into the drain, follow with 1/2 cup white vinegar — it will foam. Cover and let sit 30 minutes and then flush with cool water.
- For stubborn, slow-running drains, pour 1-cup baking soda and 1-cup salt down the drain. Follow this with 2 quarts boiling water. Let sit 30 minutes, and then flush with cool water.
- Tile countertops:
- To clean ceramic tile, where mold and mildew accumulate, use a combination of 1/4 cup baking soda, 1/2 cup white vinegar, 1-gallon warm water, and 1-cup ammonia.
- Alternatively, regularly clean kitchen surfaces by using a spray bottle mixed with ½-cup vinegar and a quart of water.
- Glass cleaner:
- When glass-cleaning products leave residue on bathroom mirrors, mix 3 tablespoons of vinegar with a quart of water in a clean plastic spray bottle.
- Spray glass and wipe with a clean paper towel.
- Empty the dishwasher, pour in a ¼ cup of vinegar, and run the dishwasher again.
- Even if you prefer not to use the dishwasher, run at least once a week to keep seals from becoming hard and cracked.
- Clean regularly and place a cup of baking soda in a bowl on a refrigerator shelf to absorb odors.
- A cup of dry unused coffee grinds can also absorb odors when placed on a refrigerator shelf.
- Washing machine:
- A half cup of baking soda can be added to the washing machine with regular detergent to help with mild odors
- Remove waterline marks in the toilet bowl by pouring in 2 cups of white vinegar. Let soak overnight, then flush to rinse. If this does not work, rub the waterline mark with a wet pumice stone.
- Carpet stains:
- Vacuum the carpet if the stain is dry.
- If the stain is still wet, blot gently to remove excess – blot, do NOT rub.
- Lightly soak the carpet stain with clean water first to remove the stain – blot, do NOT rub.
- If the stain remains, mix a 3 Tablespoons of vinegar with a quart of water in a spray bottle and spray the stain; blot again; do NOT rub.
- If this fails, consult a professional carpet cleaner immediately; the longer you wait may mean the stain may not come out.
- Carpet odor:
- Regular vacuuming cures most carpet odors, but if carpet odors persist, lightly sprinkle the carpet with baking soda and vacuum thoroughly, removing all baking soda from carpet. Repeat if necessary.
Energy Saving Tips
Saving water is important for the environment and can mean a lower utility bill for your residence as well:
- Always report water leaks to Management Specialists as soon as possible.
- Report water dripping under sinks
- Running toilets are big water wasters
- Report malfunctioning sprinklers
- Report standing pools of water
- Report malfunctioning water appliances such as dishwashers and washing machines that come with the property
- Run the dishwasher only when it is fully loaded.
- Check water hoses on washing machines for leaks; change hoses every three years.
- Adjust the water level to match the load, using less water for small loads.
- Avoid flushing toilets to dispose of ordinary trash.
- Take shorter showers.
- Avoid letting the water continually run while shaving, brushing your teeth, or washing your face.
- Be sure your water heater temperature is set properly. Note: do not turn the water heater up to “hi,” this is a dangerous temperature level and against code.
- Counsel all children on how to prevent wasting water.
- Do not “over water” landscaping; it is not healthy for plants and simply wastes water.
To lower air-conditioning bills:
- During warm or hot months, close the windows and doors to your home early in the day to “keep cool air in,” particularly when the air-conditioner is running.
- Close window coverings on the sunny side of the house during different times of the day; this can lower the temperature dramatically.
- Replace the air filter often and with the right size, at a minimum of every three months or monthly if you have pets. A clean filter helps the air-conditioner to run more efficiently and saves you money.
- When leaving your residence for vacation, turn the air-conditioner to 78 and the humidistat to 65%. This action will cause the air conditioner to stay off until the humidity gets to 65%. This action will not cool the house to 78 degrees. The AC will actually shut off when the humidity in the property returns to below 65% regardless of the temperature.
- There is no reason to keep the residence in a frigid state while you are gone, even if you are gone to work for 8 hours, but in Florida we do not turn the air off because heat and high humidity can make mold an issue.
Property owners generally carry a standard fire and liability policy, and have additional coverage with “landlord/rental” insurance, but they cannot cover the contents or possessions of the resident. The reason that insurance companies do not provide this type of coverage is because they are “non-owner” occupied properties. THEREFORE, IT IS VERY IMPORTANT FOR YOU TO HAVE ADEQUATE INSURANCE COVERAGE FOR YOUR CONTENTS AND PERSONAL BELONGINGS. THIS MINAMAL INVESTMENT COULD PROVE TO BE INVALUEABLE IN CASE OF AN UNFORSEEN CATASTROPHIC CURCUMSTANCE.
If you think it is not important, sit down and make a list of your possessions in one column. In a second column, list how much it would cost to “replace” each item. You will be surprised how the list can add up.
Contact an insurance agent if you do not have renters insurance. You can find them in the telephone directory, search the Internet, or ask a friend. The Internet can also provide both information and comparison-shopping. To avoid a loss, acquire renters insurance now.
The safety of you and your family is important to Management Specialists and many things can affect it. Here are some tips to follow:
- Unplug all heat-producing appliances like toasters, irons and coffee makers when they are not in use to prevent fire hazards.
- Never leave a stove or oven unattended; turn off all stove and oven appliances when you leave the house.
- Never leave heating pads and electric blankets on indefinitely and turn them off when you leave the residence to prevent fire hazards.
- Never leave water running unattended in a plugged bathtub or when leaving the residence.
- If you have an upstairs bathroom and you see water in the ceiling above, particularly in a light fixture, report the leak immediately to Management Specialists.
- Do not operate electrical appliances while standing or sitting in water.
- Avoid using blow dryers, curling irons, radios, TVs or other appliances while in a bathtub or over a sink filled with water.
- If you have small children, use child protector plugs when you are not using outlets
- Do not overload extension cords with too many appliances.
- Place lamps on level surfaces and use the correct wattage.
- Avoid running extension cords over walkways, under rugs, or any other place that could cause tripping.
- If you suspect an electrical problem, report it to Management Specialists immediately.
- Do not remove smoke alarms, particularly if they are beeping. Smoke alarms are for safety and removing them can endanger all residents and guests. Change the batteries if needed.
- Do not allow children to leave toys on walkways and sidewalks.
- Replace outside light bulbs so you can utilize lights properly when it is dark.
- Report any exposed tree roots to the Management Specialists office.
- Keep a portable fire extinguisher in the kitchen and the garage – they are available in hardware supply stores.
- If you use a grill or BBQ, use common sense, never leave grills unattended.
- If you have a fireplace, be sure to store hot ashes and coals away from the residence. Do not place ashes in garbage receptacles unless certain they are cold.
- Do not store fireplace wood against the residence.
- Always be certain the damper is open before starting a fire in the fireplace.
- Do not build “roaring” fires in the fireplace; build reasonable fires suited to the size of the fireplace.
When going on vacation, here are some items to check before leaving:
- If going out of town for an extended period, please notify Management Specialists how long you will be gone, and supply an emergency telephone number. Then, should any problems arise concerning your residence, there is someone to contact.
- Make arrangements for your rent payment in advance to ensure it will not arrive later than the 4th of the month. It would be a sad thing to come home to a late notice and charges.
- Notify all necessary parties such as your next-door neighbors, the paper delivery person, the post office, or any related service people. By doing so, you will avoid any panic that something is wrong.
- Select someone to pick up items on your doorstep to avoid giving signals to dishonest people.
- If leaving a vehicle in the driveway, remove any valuables and garage door openers that can be stolen, giving access to your home.
- Put garbage cans away or arrange for someone to take care of them.
- Place valuables and jewelry in a safe deposit box.
- Avoid leaving a message on your answering device telling people you are out of town and for how long.
- Set timers on interior lights, to deter burglars.
- Be sure to check all windows, window locks and doors before leaving.
- If you have an alarm, be sure to set it.
- Turn off the water valve to your washing machine.
- Turn off all appliances, large and small, such as stove burners, coffee pots, irons, curling irons, etc.
- Unplug TVs and computers in the event of lightning or power surges.
- Turn your water heater to low or “vacation” setting, but do not turn the water heater off.
- Anything else living in your house besides you, such as plants or pets? Then be sure to water plants and have someone take care of your animals. Do not leave pets in the residence unless a reliable person is going to care for them daily.
Everyone enjoys the different holidays, but it is important to exercise care during the celebrations and remove decorations when each season is over.
- Hang lights and decorations properly and carefully.
- Before hanging, check for bad plugs and loose wires. If you find defects, dispose of the lights.
- Only use lights and decorations during holiday seasons; remove them immediately when the season ends.
- Dispose of holiday trees properly – never burn them in a fireplace.
- If you use extension cords, do not overload, do not staple them to the residence, and if outside, use only cords approved for outside use.
- Never leave holiday lights on when leaving your residence to avoid fire danger.
- For fireworks celebrations – The use of personal fireworks is ILLEGAL in Martin & St. Lucie Counties.
- Do not use illegal, dangerous, or explosive devices.
- Only buy legal fireworks and check where you can use them.
- Use common sense safety rules with fireworks.
- Do not use fireworks in or around your residence.
- Store all fireworks away from any dry grass, trees, attic or roof areas.
- Attend a fireworks celebration instead of buying them and enjoy the fun without the responsibility.
Unfortunately, Florida is prone to hurricanes and disasters happen all around the world. The best solution is to be prepared. In the back of this Handbook you will find important information and instructions regarding Hurricane preparation.
There are different kinds of emergencies:
- Maintenance emergencies:
- Management Specialists outlined on page 10 of this Manual what to do for emergencies such as flooding, electrical, gas, etc.
- Please follow the maintenance instructions and call Management Specialists when appropriate.
- Management Specialists requests that you treat the Management Specialists staff courteously while under stress of the situation – we will do everything we can to help you as soon as possible.
- Area emergencies or disasters:
- When major emergencies or disasters such as a hurricane, tornado, earthquake, or some other force of nature occur, everyone experiences great inconvenience and difficulty. Remember this and be considerate of others and the degrees of different problems.
- Management Specialists requests that you call emergency services first in a disaster.
- Then notify the Management Specialists office as soon as possible what has happened.
- Management Specialists will assign priorities to work and during an area emergency/disaster, will work to assist you as much as possible
- When calling the Management Specialists office, we ask you to be patient and calmly state what problems you are experiencing. We will handle the problems as quickly as possible.
Drug Free Housing
Management Specialists has a drug-free policy for tenants and it is a requirement of your tenancy as outlined in your rental agreement. However, people can encounter drug problems from other residents from the lowest income neighborhood to the highest. We want you to be aware of signs of potential drug problems in any neighborhood.
- Do not approach a house or building if you smell a strong chemical odor. Report it to the authorities. Drug houses may contain volatile chemicals and can easily explode.
- Do not pick up abandoned purses, suitcases, filled bottles, or packages. People place “meth labs” in objects of many shapes and sizes. They are highly explosive and dangerous; report any unusual or abandoned object to the authorities. Do not attempt to examine it yourself.
- If you see constant pedestrian or vehicle traffic in your neighborhood at all times of the day and particularly at night, it could be a drug house, particularly if you observe high security precautions surrounding the property.
- First, report unusual and disturbing activities in your neighborhood to the authorities, and then notify Management Specialists of your suspicions as soon as possible.
- Educate and train children of all ages for the signs of drug activity or a drug house.
- Be aware and be alert – a drug house or drug activities are a danger anywhere and to everyone.
Frequently asked questions
Management Specialists has put together a list of the most frequently asked tenant questions that may answer many of your concerns in advance.
Why did I receive a notice when I paid the rent on the 5th of the month?
- As outlined in this Handbook before and as stated in your lease, the rent is due on the 1st and, if not received before the end of the business day of the 4th of the month, will trigger a late fee. Once the 4th of the month passes, we begin preparing 3-Day Notices to Pay or Quit. If you have received this notice, it was obviously because we served the notice before we received payment. Management Specialists serves Late Notices based on Florida state landlord/tenant law requirements and our obligations to the owner of the property.
Why can I not clean the carpet myself?
- We require professional steam carpet cleaning to preserve the life of the carpet. Home machines do not handle the deep cleaning necessary.
Can I install extra telephone lines?
- You can install extra telephone lines if you pay for the expense and disconnect them when you leave. However, you must notify MS and obtain written permission to install the lines.
Can I have a satellite dish?
- Yes, you can have a satellite dish if it is allowed by the Home Owners Association. However, no satellite dish may be mounted on the roof of any property or holes punctured on the roof during installation. You must submit a request to Management Specialists and sign an agreement prior to installing the dish. You also must take responsibility for removing the dish and repairing any damage. Call the office for details.
I did not have a pet when I moved in; can I have a pet now?
- Notify the office of your request for a pet. Do NOT move a pet into the property without permission. The Property Manager will contact the owner and submit your request. If the owner does allow a pet, an increased security deposit and/or a pet fee will be required and a pet agreement signed. If the owner says no, abide by the decision and your rental agreement.
What happens if my pet dies or runs away, can I have any increased security deposit back?
- No, the pet fee is non refundable. It is not apart of your security deposit.
What happens if I want another pet?
- Notify the office of what pet you want. The Property Manager will contact the owner and submit your request. If the owner does allow a pet, an increased security deposit or a pet fee may be required and another pet agreement signed.
My roommate wants to move, but I want to stay. What do I do now?
- Your roommate will need to complete Tenant Vacating Agreement. In addition, Management Specialists will need documentation from you to show you can support the property by yourself. Management Specialists will not partially refund part of the security deposit to your roommate since it is a condition of your rental agreement. You and your roommate will have to settle any funds owed to each other, including any or all of the security deposit. Your roommate must complete a Tenant Vacating Agreement relinquishing all rights to the property and security deposit refund.
I want to add a roommate, now what do I do?
- The prospective roommate will have to submit an application to Management Specialists along with the application fee and be approved PRIOR to them moving into the property. You can obtain applications at the Management Specialists office. If Management Specialists denies the applicant, they cannot move into the property. If approved, you and the approved applicant must sign a new rental/lease agreement or Tenant Addition Addendum and pay the cost to have an attorney prepare it.
Why do the owners want to see the property?
- The owners are showing responsibility toward the maintenance of the property, the condition, and their investment. It is also their right to see the property, but they respect that it is your residence. It is also nothing to fear. This is why Management Specialists will contact you first to set a date and time and accompany the owner on the visit.
When it is time to move
Giving Your Notice
Eventually, you will move and we want you to be prepared when this time comes. Management Specialists tenants are required to give a 60-day written notice prior to the expiration of their lease term advising us of their intent to vacate the property. Management Specialists will send you a notice advising you that your lease is coming to an end and may offer to renew your lease if you have been a good tenant and the owner is still interested in renting the property. If you do not intend to remain in the property, you are required to submit written notice of your intent at least 60-days prior to your lease expiration date.
Before giving notice:
- Check your rental agreement/lease agreement, it will specifically state when you must give notice. A lease is a binding agreement for a set period and you may still be bound to the lease.
- If you need to move and you are still committed to a lease period, contact your Property Manager to discuss your options.
- Notices must be in writing. The day Management Specialists receives the notice is the date the notice begins. For example, do not fill out a notice with the current date and mail it five days later, thinking the date you mailed is the notice date.
- Tenants may fax, email or deliver a hand written notice to Management Specialists that they will be vacating.
- Management Specialists does not provide rental history to other landlords/property management companies unless tenants submit a written 60-day notice and the tenant gives the authority to Management Specialists to give out rental references.
Returning Keys To Management Specialists
- After you submit your 60-day vacating notice, Management Specialists will mail you a move out package with specific move out instructions. Included with this package will be a “Tenant Return of Possession” form which must be completed, signed and returned to Management Specialists along with keys at time of move out. Please remember to include a forwarding address and telephone number for your security deposit refund.
- Management Specialists will perform the move-out inspection AFTER you have officially turned in your keys. Management Specialists move out inspections are NOT performed with tenants present under any circumstances.
- Under Florida law you are still in possession of the property until keys have been returned. It is the responsibility of the resident to deliver all keys and openers to Management Specialists, to the Management Specialists office!
- Failure to deliver keys and openers could incur additional charges including additional rent for each day the keys are not turned into the office.
- Use the Management Specialists Vacating Instructions so you remember important details.
Preparing the Property
When you are ready to move, if you have questions on how to prepare your residence, please call your Management Specialists Property Manager and discuss your concerns with him/her. We want your move to be a pleasant and successful one. The following are the steps to take for your move.
- Have the property cleaned throughout the interior and the exterior.
- This includes vinyl or tile floors, windows inside and out, window sills and door casings, mini-blinds, wiping out drawers and shelves, all appliances, sinks, toilets, bath tubs, showers, vanities, light fixtures, ceiling fans, fireplaces, removal of cobwebs inside and out, etc.
- Tenant caused dirt is not normal “wear and tear.”
- Pick up debris and animal feces on the exterior of the property and place them in the proper trash receptacles.
- The Carpet must be professionally cleaned and a receipt must be submitted to the Administrative Assistant when you turn in your keys.
- If you have had pets and/or you have soiled carpets exceeding normal wear and tear, there may be additional cleaning required and the cost will be taken out of your security deposit.
- If carpets exceeding normal wear and tear cannot be cleaned, there is a charge for carpet damage and stains. Depending on the damage sustained, the entire carpet may have to be replaced.
- Do NOT rent carpet-cleaning machines, use home cleaning machines or employ chemical cleaning companies. Only professional, truck-mounted steam cleaning from a reputable company is accepted.
- Call Management Specialists for a recommendation on a carpet cleaner who will give you reasonable rates on carpet cleaning.
- If you hire another carpet cleaner other than the ones recommended, the carpet cleaner must guarantee their work to the satisfaction of Management Specialists, and a receipt is required when you turn in your keys. If the carpet is not cleaned to our standards, the carpet cleaner will be called to return and clean again OR we may contact another vendor to have them cleaned again.
- Wipe all mini blinds – do not use harsh chemicals on the blinds.
- Clean all windows inside and out.
- Do NOT wash draperies if present.
- You are not expected to dry clean draperies unless:
- You have caused excessive soil or allowed water damage from open windows. Draperies with water stains could require replacement. Discuss this with your Property Manager.
- You have not been using the draperies provided and/or have not kept them in good condition.
- The following must be in working order to avoid charges when moving out:
- Burned out light bulbs
- Non-working smoke detector batteries
- Missing doorstops
- Air Conditioner filters – change the filter just before you vacate the property, and make sure you use the correct size.
- Other filters such as refrigerator or under-the-sink water filtration system filters.
- If you have a pet, you are required to have the property professionally sprayed for flea/insect control and a copy of the receipt submitted to Management Specialists along with your move out paperwork.
- If you do NOT have a pet and ants, roaches or other insects are found when you vacate, you will be charged for pest control. If you have maintained regular pest control during the course of tenancy please provide a receipt of proof of regular pest control when you vacate.
Landscape Clean Up
- The outside area is to be neatly mowed, trimmed, pruned, fertilized, and watered for outside areas that apply in your rental contract.
- Remove all trash and debris, placing in the proper receptacles.
- Remove grease or oil drips; dispose of motor oil properly – it does not belong in the garbage receptacles.
- Pick up any animal feces whether you have an animal or not.
- If you have trash that exceeds the normal pickup, you are to arrange to have it hauled away at your expense.
- Place all other trash within the appropriate trash receptacles for normal trash removal.
- Do not overflow trash receptacles.
- We request that you do not spackle, putty, or touch up paint unless sure the paint will match.
- Charges can occur if unnecessary painting is required due to tenant painting.
- Charges for painting depend on whether it exceeds normal wear and tear and the length of time in the property.
Your Security Deposit Refund
- When you follow the move out procedures and leave the property in good condition, it simplifies the task of refunding your security deposit. Management Specialists remits security deposit transmittals within 15 days if there are no deductions in accordance with the state landlord/tenant law. Remember, Management Specialists wants your move out to be a pleasant and successful process. Remember, if Management Specialists has to order any cleaning or repairs to the property, there will be an automatic $200 administrative fee subtracted from your security deposit for the added paperwork, inspection and scheduling time to process the security deposit claim. So make sure you leave the property in perfect condition and you will be guaranteed to receive your deposit back in full!