ADP PROPERTY MANAGEMENT INTAKE FORM Language English (US) Property Intake Form Please complete one form for each unit 1. Owner’s name completing this form * First Name Last Name Owner’s Email * example@example.com Additional Owner’s Email (complete to ensure auto reminders and important notifications are sent to all applicable owners). example@example.com Upload an exterior photo of the rental property (this is not required, however, this is helpful for us to have a front photo for pre-marketing until professional photos are completed). Browse Files Cancel of 2. Rental Unit #1 (Separate forms required for each unit) * Street Address Unit City State / Province Postal / Zip Code 3. Development or Condo Building Name If applicable 4. Unit Type * Single Family Condo Duplex Multi-Plex 5. Square Footage * 6. Year Built * 7. Number of Conforming/Legal Bedrooms * Must have proper egress, be 70sq ft or larger, have 4 walls and a door. 8. Number of Baths * .5 for a half bath 9. Advertised Rent Range Approved by Owner (ie $2500 -$2700): * A $200 range is ideal for single family homes and a $100 range is ideal for apartments or townhomes. 10. The home is currently * Occupied by tenants with no plans to vacate (I have uploaded a copy of the current tenant lease below) Occupied by tenants planning to vacate (I have uploaded a copy of the current tenant lease below) Occupied by the owner Vacant Upload a copy of the current tenant lease here: Browse Files Cancel of Current Tenant Name #1 (if applicable): First Name Last Name Tenant Email #1 (if applicable): example@example.com Tenant #1 Phone (if applicable): – Area Code Phone Number Current Tenant Name #2 (if applicable): First Name Last Name Tenant Email #2 (if applicable): example@example.com Tenant #2 Phone (if applicable): – Area Code Phone Number 11. When will the home be vacated (enter lease end date if currently occupied)? * 12. How soon will the home will be ready for new occupants? N/A if the home is currently occupied with no plans to vacate. 13. Home Amenities (Check all that apply). Please note, YPPM does not manage furnished homes or homes with hot tubs or pools. YPPM does not manage the conditions or inventory of personal property left for tenant use. * Refrigerator/Freezer Dishwasher Sink Disposal Stand Alone Freezer Gas Range Gas Oven Convection Range Convection Oven Electric Range Electric Oven Ice Maker Wine Fridge Microwave Washer/Dryer – Individual Units Washer/Dryer – Combo Unit Washer/Dryer – Hook ups only Central AC (please remove all window and portable units) Built In BBQ Sauna Wet Bar 2nd Kitchen Exterior Water Feature Dehumidifier Heated Floors Built-in Speaker System Alarm System Fenced Yard Pet Door Nest System Kegerator 14. Parking (Check all that apply) * Private Garage Private Driveway Alleyway Parking Carport Street Parking – Metered Street Parking – Free Building Garage – Assigned Parking No Parking Available Building Garage – 1st com first serve 15. Parking – Notes on tenant parking. * Assigned space numbers, # of cars that can comfortably park on the property, parking zones, etc. 16. Storage – Available for tenant use * Onsite shed Assigned Storage Room/Closet/Locker No Additional Storage 17. Storage- Details on storage available to tenant. Assigned storage rooms numbers or directions to the storage if located in condo building. 18. Mailbox- Tenants must have access to their own personal box, even in ADU units. * Mailbox post at property Single box – Keyed (minimum of 4 mail keys/unit) Community mail station – Keyed (minimum of 4 mail keys/unit) No box – Delivered directly into the home 19. Access- How will we access the property? (Select all applicable) * House keys Access key fobs (Owner must provide 1 fob per # of bedrooms in home + 2 additional fobs for office use) Garage remotes Building access codes, keypad Garage door codes Storage keys Amenity key (non-fob) Combination codes 20. Access Notes. Please provide information, codes and instructions based on your answers above. Don’t forget to include directions on controlled access buildings. * 21. How and when will the keys be transferred to our team? * LRPM office drop off, key exchange with agent, onsite concierge etc. Back Next Save 22. Fireplace * Gas Fireplace(s) Wood Burning Fireplace(s) Wood Stove(s) Pellet Stove(s) None 23. Fireplace Notes- If wood burning, when was the last time the chimney(s) were cleaned or serviced? If unknown or over 2 years, please plan to have the chimney inspected prior to listing the home. 24. Features of your home that make it special. Info used in marketing. 25. Your favorite community/neighborhood amenities and schools. Walkable parks, stores, restaurants etc. Info used in marketing. Back Next Save Pets Did you know that almost 70% of potential renters have a pet? Ensure you are attracting the max number of prospects and allow pets. An additional deposit will be collected for each cat and dog classified as a pet, based on the screening report the pet receives through our 3rd party screening company. Keep in mind, we are unable to deny an applicant the right to have an approved service/aid/ES animal in the home regardless of you preferred pet policy, however, our pet screening company will verify the validity of any pet that is declared as a service/aid/ES animal). Deposits are not collected for service/aid/ES animals. 26. Check all approved pets * Large Dogs (50 lbs+) Small Dogs (Under 50 lbs) Indoor Cats Outdoor Cats Caged Pets Tank/Aquarium No Pets 27. Number of pets permitted? * Standard of 2 28. Breed Restrictions – Please check with your insurance agent and HOA for information on restricted breeds and list below. Specific breed restrictions must be listed. * N/A if all breeds are approved. Back Next Save Landscaping Landscaping – Please note, tenants typically make poor landscapers and more than likely will not have the tools required to manage the lawn care. To reduce owner/tenant frustrations you may want to consider bundling this service into the advertised rent. 29. Owner landscaping preference * Owner has a preferred landscaper and information is provided below Owner would like YPPM to collect a bid from our list of approved landscapers Landscaping is the responsibility of the tenant Landscaping is managed by the HOA Landscaping is not required 30. Landscaping Company: Contact information, service days & frequency Name | Email | Phone | Service days & frequency 31. Will YPPM process the landscaping invoices? If so, the vendor must be prepared to provide a W-9 and proof of general liability insurance Yes No N/A 32. Gutter guards installed? * Yes No 33. Irrigation system? * Yes No Homeowner’s Association (HOA) 34. Is the rental managed by an HOA? * Yes No 35. Upload all HOA bylaws, rules and registration forms here (if applicable, we MUST provide these to all tenants as they are bound to abide by HOA rules and regulations as part of their lease agreement. For this reason, we must have all HOA documents prior to marketing your home). Browse Files Cancel of 36. Has the HOA been notified and approved that the home will be a rental? Yes No 37. Homeowner Association – Please list all contact information. 38. Homeowner Association- Is YPPM Required to notify the HOA of all move in and move outs? Yes No 39. Homeowner Association – Would you like YPPM to pay HOA dues on your behalf? Yes No Back Next Save Utilities: GAS 40. Gas Provider * N/A if there is no natural gas service 41. How will gas be billed? * Account placed in tenant’s name, tenant pays (common for most single family homes) Included in HOA fees, owner pays. Multiple units share one meter. Account stays in owner’s name, tenant reimburses their portion of the cost. (Bill must be mailed to and processed by YPPM) – Common for older plex buildings. Account stays in owner’s name, owner pays. Account transferred YPPM. YPPM pays all bills on owner’s behalf. No gas services this unit 42. Confirm that the gas company has been contacted and the account is placed in Landlord status to avoid disconnection between tenants. Confirm that all invoices will be sent to Your Place Property Management 5 E. Washington Street, Oswego, IL 60543. Electronic invoices can be sent to: accounting@yourplacepm.com. Confirmed Back Next Save Utilities: ELECTRICITY 43. Electricity Provider * 44. How will electricity be billed? * Account placed in tenant’s name, tenant pays (common for most single family homes). Included in HOA fees, owner pays. Multiple units share one meter. Account stays in owner’s name, tenant reimburses their portion of the cost. (Bill must be mailed to and processed by YPPM) – Common for older plex buildings. Account stays in owner’s name, owner pays. Account transferred YPPM. YPPM pays all bills on owner’s behalf. 45. Confirm that the electricity company has been contacted and the account is placed in Landlord status to avoid disconnection between tenants. Confirm that all invoices will be sent to Your Place Property Management 5 E. Washington Street, Oswego, IL 60543. Electronic invoices can be sent to: accounting@yourplacepm.com. Confirmed Back Next Save Utilities: WATER/SEWER 46. Water/Sewer Provider * 47. How will water/sewer be billed? * Account placed in tenant’s name, tenant pays (Common for most single family homes) Included in HOA fees, owner pays Multiple units share one meter. Account stays in owner’s name, tenant reimburses their portion of the cost. (Bill must be mailed and processed by YPPM) Account stays in owner’s name, owner pays. (Common for ADUs that don’t have their own meter) Account stays in owner’s name but billing address is updated to YPPM. YPPM will pay on owner’s behalf (owner must contact utility and update mailing address to: 5 E. Washington Street, Oswego, IL 60543. Electronic bills can be emailed to: accounting@yourplacepm.com). 48. Confirm that the water company has been contacted and the account is placed in Landlord status to avoid disconnection between tenants. Confirm that all invoices will be sent to Your Place Property Management 5 E. Washington Street, Oswego, IL 60543. Electronic invoices can be sent to: accounting@yourplacepm.com. Confirmed Back Next Save Utilities: GARBAGE 49. Garbage Provider * 50. How will garbage be billed? * Account placed in tenant’s name, tenant pays. Garbage bill is included in water billing and handled the same way as water billing. Account stays in owner’s name, owner pays. (included in advertised rent). 51. Garbage pick up schedule * 52. Will YPPM be managing the garbage invoices? If yes, please confirm that all invoices will be sent to Your Place Property Management 5 E. Washington Street, Oswego, IL 60543. Electronic invoices can be sent to: accounting@yourplacepm.com. * Yes. Garbage company has been contacted. No. Owner will continue to process the garbage invoices. Back Next Save Home Warranty Information Please note, due to delays in service and uncooperative nature of home warranty companies, we often find ourselves bypassing the HW to work with more cooperative and available vendors. Tenants cannot be expected to wait extended amounts of time for emergent needs like heat, ac, appliances etc. Should the homeowner choose to use a HW, they should be prepared to personally make contact with their provider and communicate the vendor’s information with the YPPM Maintenance Team. 53. Is there a home warranty in place * Yes No Maintenance Info & Systems Help us understand how your home works. 54. Main water shut off location * 55. Sprinkler system shut off valve location 56. Breaker box location(s). * 57. Are all breakers properly labeled? * Yes No 58. Heat Source (check all that apply) * Gas furnace Electric- baseboard heaters Boiler 59. Furnace Filter Size * 60. Hot water * Electric Gas Boiler Tankless, on-demand 61. Plumbing – Share the good and the bad * 62. Electrical- Share the good and the bad * 63. Roof/Siding- Share the good and the bad * 64. Windows – Share the good and the bad. Check locks and screens. * 65. Septic System? * Yes No 66. Septic System – When was the last time the septic was plumed? 67. Is their carpet in the home? * Yes No 68. Carpet – When was the last time it was replaced? 69. When was the interior last painted? * 70. Smoke Alarms * Hardwired with battery back up 10-year battery only 71. Carbon Detectors * Electric Plug In Battery Hard Wired 72. Please provide paint brands and colors of each room (include trim and cabinets if applicable) Back Next Save Back Next Save 73. The owner would like to hire the YPPM Maintenance Team to manage: * The full preparation of the rental A couple of items, the owner will take care of the rest N/A, the home is ready or occupied, no maintenance required 74. I’d like YPPM to manage the following maintenance items: Back Next Save Marketing You will be given an opportunity to review the ad before we begin touring your home. 75. Can we post a FOR LEASE sign in the yard? * Yes No (I don’t want a sign or it is not permitted by an HOA) 76. Are they any signage restrictions or instructions? 77. I understand that YPPM may utilize a self-showing CodeBox that allows prospective tenants to tour vacant homes unaccompanied by a Leasing Agent. This increases the number of views on my rental and often leads to less vacancy. It’s common for YPPM to utilize the CodeBoxes on homes renting for under $2000 /mo and those homes that have not leased after 10 showings (average showings = 6 before a home is leased). * Yes Absolutely not. I am willing to make price adjustments, offer concessions, address objections and expand the pet policy prior to allowing for unassisted tours. 78. Special provisions you’d like included in the lease (ie. HOA guidelines must be followed. Fireplace is decorative and not for use). List any special cleaner/chemicals required for floors or countertops, etc. Some homeowners find it beneficial to leave set of instructions in the home for the new tenants (laminated or in a binder). N/A if the standard lease covers Back Next Save 79. Homeowner’s future plans for the home. Please share plans and timelines to move back in, sell or hold for long term investment. * Back Next Save Insurance Please contact your insurance company and add Your Place Property Management as “Additional Insured” with the address listed below (note: We must be listed as “Additional INSURED” and not just as an “Additional Interest.” It must state this on your declaration page). A copy of the declaration page is required before we can begin managing the property. Upload a copy of the Insurance Policy listing Your Place Property Management, 5 E. Washington Street, Oswego, IL 60543 as ADDITIONALLY INSURED. * Browse Files Cancel of Back Next Save Owner Acknowledgement 80. Form completed by * Clear Please verify that you are human * Save Submit Should be Empty:
