6.8 Paperwork Procedure for Residential and Commercial Lease/Property Management Transactions

Associates must provide and perform the following actions to complete a lease file:

1. Once any agency relationship is established, casual or formal, a communication and activity log needs to be completed and any PDF’s of any showings you conduct with that buyer need to be saved with the log. Any other relevant information pertaining to the landlord/tenant needs to be saved with that file. A log of activity can be kept using Skyslope by going to the Log section and entering a note.. Once your client goes to escrow, you may upload all the documents pertaining to the client into the file under the Documents Section.

2. Within 24 hours of writing any lease, the Agent will create a new transaction in Skyslope. Upload any signed documents to the transaction for the Reviewer to review. ALL applications (accepted or not) must be uploaded to the transaction (in Skyslope and Appfolio). If the application is accepted and a lease is executed, upload all executed documents to Skyslope and Appfolio and submit the file for review.

Application Recap:

If the application is NOT accepted: Document why the application was rejected and then upload the file into Skyslope. This is done in Appfolio where the tenant is denied due to a credit report, etc.

If the application IS accepted: The Agent drafts up a lease, executes the lease and all documents below, then uploads all executed documents to the transaction in SkyslopeandAppfolio then submits the file for review.

3. General types of documents required for a preliminary lease or property management package so you can start to build a complete file include: *Items will vary by state

1. Property Comps

2. Agency Disclosures

3. Lease Listing Agreement– if applicable

4. Property Management Agreement– if applicable

5. MLS Printout

6. Keysafe Lockbox Addendum– if applicable

7. Authorization to Receive and Convey

8. Electronic Signature Verification/Authorization

9. W-9 (for co-op agent/broker or property owner)

10. Copy of Deposit Check & First Months Rent

11. Lease Agreement

12. Application to Rent

13. Environmental Booklet Hazards Receipt

14. Local Area Disclosures or Booklet Receipts

15. Water Heater Bracing, Smoke or Carbon Monoxide Detector Disclosures

16. Water Conservation Certificate or Disclosures (if applicable)

17. Lead Based Paint Disclosures– year built 1978 or prior

18. Natural Disaster Hazards Reports

19. Advisory Disclosures

20. Statewide Disclosures

21. Tenant Flood Disclosures

22. Megan’s Law Database Disclosure

23. Move-in/Move-out

24. Any other Tenant/Landlord Disclosures

25. Credit Report (tri-merged preferably)

26. Agents shall provide the following information in Appfolio - Emergency After Hour Maintenance Request: Each property manager is the first point of contact for the tenant. Property Managers should educate their tenant on what qualifies as an emergency and provide their personal contact number. The property manager is responsible for scheduling and coordinating the repair. All other maintenance requests should be submitted via the Appfolio portal.

Agents/Loan Officers will not be paid until the file is complete and reviewed. The Reviewer will notify the Broker or Manager when all documents have been submitted for review and approved.

The Agent/Loan Officer is responsible for sending copies of all signed documents to the landlord, tenant, and property manager (if any).**
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