There are a few important items you will want to consider before renting from us. The terms “residents” and “tenants” will be used interchangeably throughout this handbook and your lease:
a. As-Is Condition - Please know that the home you are renting will come in “as is” condition. This means that if the resident wants to make their move-in contingent on any repairs or cleaning, the time to request this is DURING THE TIME OF APPLICATION and in writing. This gives the owner the ability to consider your entire application and the potential implication on their budget when making a decision. After the application is accepted, cleaning/repairs can still be requested, but there is no guarantee of approval nor will those requests be considered a condition for move-in.
b. No Leasing Sight Unseen – We require that a member of the household view the home prior to submitting an application for tenancy. Viewing the home must be IN PERSON and not via a relative or by means of video. If an exception is made and if you are not viewing the home, we require the Mars Hill Realty Group – Sight Unseen Policy Exception form to be completed at the time of application.
c. Tenant Selection Criteria – Mars Hill Realty Group, INC is committed to compliance with all local, state and federal fair housing laws. We do not discriminate against persons because of race, color, sex, handicap, familial status, national origin or age. Any criteria below that is not met, MAY be approved on a case-by-case basis with additional security deposit payments and/or advanced rent payments. Here are the factors we look at:
• Rental History - We require a positive rental history with no evictions, broken leases or outstanding balances. We will verify your previous two residential addresses using the information provided by you on the Lease Application. Your failure to provide the requested information, provision of inaccurate information, or information learned upon contacting previous landlords may influence our decision to lease the Property to you. Other factors that may influence our decision to lease the property to you include: Leaving a previous rental property in poor disrepair, late pays, and no rental history from unbiased sources.
• Current Debt/Income Ratio - We require gross monthly income to be three times the total monthly debt. We require you to verify your income as stated on your Application through three months of pay statements or tax returns if you are self-employed. Applicants without sufficient income must submit bank savings/checking account statements showing a minimum average balance equal to six months of rental payments for the last six months and pay the last two months of rent before move-in. The rental amount being asked for the property, the sufficiency of your income, along with the ability to verify the stated income, may influence our decision to lease the Property to you.
• Credit History – We require a credit score above 620. We will obtain a Credit Reporting Agency (CRA) report in order to verify your credit history. Our decision to lease the Property to you may be based upon information obtained from this report. If your score is below 620, we will consider approval on a casebycase basis depending on the following factors:
history of “write-offs”, accounts in collections, bankruptcies, number of late pays and money owed to previous landlord or utility companies.
• Employment Verification and History – We will accept the following forms of verification: 1. Three months of pay stubs 2. tax returns (if self-employed), 3. Job offer letter showing annual salary and start date of employment or 4. Employer Verification Letter showing annual salary and length of employment. If you are in the military, we will require an LES and you must be on an assignment that will allow you to complete the initial lease terms. Applicants without employment must submit bank savings/checking account statements. The length of your employment may influence our decision to lease the Property to you.
• Criminal History – You must not have a felony or drug offense over the past seven years and not be a registered sex offender. We will check databases for criminal history and our decision may be influenced by the nature of the crime.
• Pet Criteria – Pet criteria may vary by homeowner, see MLS listing for details. No dog breeds that have Pit Bull/Terrier or Rottweiler. See Pet Policy (chapter 3d.)
• Occupancy Standards – In order to stay within HUD guidelines, we do not permit more than two occupants per bedroom.
d. Pet Policy – Pending approval of owner, there will be a $250 non-refundable pet fee and $30/mo pet rent for the first pet. Depending on the number of additional pets or type of pets, we may require an additional $100 payment added to the security deposit for each additional pet. This pet rent is simply payment for the privilege of having a pet on the premises. It does not get applied to any cleaning or damages. Cleaning and damages from pet or otherwise comes out of the security deposit. The resident is responsible to provide receipts for defleaing and deodorizing the property upon move out.
There are certain aggressive breeds that are prohibited unless the owner/owner’s insurance approves and resident obtains $1,000,000 liability coverage for the pet showing additional insured as “Mars Hill Realty Group, INC, and (current owner of property).” Those dogs, fully or partially of the following breeds are: Pit Bulls, American Staffordshire Terriers, Bull Terriers, Rottweilers, Dobermans, Chows, German Shepherds, Huskies, Wolf Hybrids and any others that display a dominant or aggressive behavior. THE FOLLOWING BREEDS ARE PROHIBITED WITHOUT EXCEPTION: PIT BULL/TERRIER/AMERICAN STAFFORDSHIRE TERRIER AND ROTTWEILER
No pets are allowed (even temporarily) anywhere in the house, garage, or yard, unless authorized in advance in writing. Pet prohibitions apply to all mammals, reptiles, birds, fish, rodents, and insects. If you or any guest or occupant violates pet restrictions, you will be subject to the charges, damages, eviction and other remedies provided for in the lease contract. If a pet has been in the house at any time during your term of occupancy, you are responsible for defleaing and deodorizing the property and removing all pet feces from the yard to protect future residents from possible health hazards. Please provide this invoice to us prior to move-out or it will be deducted from your deposit.
If we inspect the house and determine that an AUTHORIZED pet is damaging the property in any way, displays aggressive behavior, or is a nuisance to the neighbors, you will be asked to repair the damage and/or remove the pet from the premises. Dogs cannot be allowed outside overnight and unattended. If you fail to comply within two days of notification, your lease will be terminated as soon as possible.
Service Animals: By law, service pets for disabled persons may reside at the property without extra rent or deposits. Resident must provide third party documentation of the necessity of said animal and its status as a service animal. The Mars Hill Realty Group Assistive Animal Medical Provider form must be submitted for approval. We will make every reasonable accommodation necessary in these circumstances.
e. Application Process and Procedures – Each potential resident over the age of eighteen (18) is required to submit a Rental Application and pay a non-refundable processing fee of $50/applicant. This application document can be found on our website and must be submitted online:
Texas: https://marshilltexas.com/how-to-apply/
VA/MD/DC: https://marshillvirginia.com/applicants/
Along with the Rental Application, applicants are required to submit the following supporting documents to Support@MarsHillRealty.com.
- Copies of photo identification (i.e., driver ’s license, passport, etc.)
- Proof of income (i.e., last three months’ pay stubs, offer letter if relocating for new employment, last two tax returns if self-employed, etc.)
- If employment is less than 2 years, add previous employment to your online application.
- Addendum A – Resident Handbook ( Please review our policies and procedures BEFORE you apply and indicate on the online application that you’ve read and agree to the Addendum A).
- Holding Fee (amount equal to one month’s rent). This must be paid at the time of application and may be paid online via Paypal or bank transfer. This may be forfeited if you are approved for your application and do not sign the lease within 48 hours of notification of approval. This holding fee will be refunded if the application is rejected. This holding fee will become the first full month’s rent upon approval. If you pay via bank transfer, make sure you email Accounting@MarsHillRealty.com a copy of your deposit slip and a breakdown of the deposit (i.e. $2000 holding fee, $100 app fee) to ensure proper credit.
- If you are working with an agent, please provide their name, phone number and email address on the online application.
We will not process the application until we have ALL supporting documents and fees. After receiving an application, our office will email a notice to all parties to either confirm that your application packet is complete or if it is missing anything. Once we have a completed Rental Application Packet (including all documents and information), we will run a background check that includes criminal, residential, and credit history, and obtain any rental and employment history available. Lastly, we will conduct a phone or in-person interview and the owner will be contacted with our recommendation. Unless an exception is made by the owner of the property, a social security number is required for a criminal and credit history check for all applicants.
When we have multiple applications, we present them all to the owner and pick the best qualified applicant.
We have a 2 to 3 business day processing time. To expedite your processing time, make sure your application is complete and notify your rental history contacts to respond promptly to us.
Once the application is approved, you will receive an email with details on NEXT STEPS. Your security deposit and pet deposits (if applicable) will be due prior to the pre move-in walkthrough. In addition, your utilities and renter’s insurance should also have been completed by the pre move-in walkthrough date. This date is just 1-3 days prior to move-in and we want to have everything in place prior to move-in to allow “margin” in our planning and give you sufficient time to make the proper coordination before the actual lease start date.
f. Security Deposit – This is normally equal to 1 month’s rent and is required to be paid prior to the pre move-in walkthrough. We may ask for an additional ½ or 1 month’s rent if certain qualifying criteria are not met to help offset the risk of the application. Codes/keys to the home will not be released until this is paid.
g. Rental Insurance – You are required to provide proof of Renters’ Insurance prior to your move in date and have a minimum of $100,000 in general liability coverage. Your renter’s insurance must name the following as additional insured: “Mars Hill Realty Group, INC” and the name of the property owner that will be provided to you. You are required to maintain your policy throughout the length of your lease and any renewals. You will be in default of your lease if you fail to maintain Renters’ Insurance during the entire length of your residency, which could result in eviction. Please have your insurance company email us the Declarations page prior to the Pre Move-in Walkthrough. Codes/keys to the home will not be released until this is received.
Unless prohibited by law, Resident waives any insurance subrogation rights or claims against Landlord, Owner and their insurers. If property is affected by mold, water damage, HVAC failure or other issues that result in inhabitability, tenant will make a claim with their renter’s insurance.
For our Texas residents, we have partnered with Lemonade.com to provide competitive renters insurance starting from $5/month. You can conveniently sign up here:
https://www.lemonade.com/marshillrealty
h. Utility Information – Residents are responsible for all utilities to the home unless an exception is made on the lease. Any utilities that are covered by the HOA payment will be the responsibility of the Landlord. Residents are required to maintain utility service in their name up to two days prior to the lease start date and up until the very last day of the lease. This guarantees that utilities will be on when we conduct our pre move-in walkthrough with you (two days prior to the lease starting) and also that we have utilities on when conducting our move-out walkthrough. Please email utility account numbers to us prior to the Pre Move-in Walkthrough.
All utility services are subject to interruption, temporary termination, or increase in billing or usage in connection with or for the purposes of repairs, alterations or improvements to the Leased Property, surrounding buildings/common areas, or for emergency reasons. Management shall not be liable for, nor shall constitute default by Management for any such increase, interruption, or temporary termination of utility services, nor is Management responsible for the availability of any utility, nor cost or fee thereof. Utility services shall include but not be limited to: electricity, water, sewer, trash/waste removal and gas. If tenant cancels utility service prior to the lease end date, they will be charged a $50 administration fee and could be liable for any utility reconnect fees incurred by the management company.
i. Pre Move-in Walkthrough – Two days prior to moving in, a representative from Mars Hill will walk the property with the residents. There are four purposes for this walkthrough:
i. Tenant responsibilities complete: Utilities are on in the resident’s name, security and pet deposits are paid, and renter ’s insurance has been obtained. If applicable, additional deposits and/or rents will also be due.
ii. Review basic components of the home: Important components of the home, such as air filters, smoke detectors, water shutoff valves, electrical circuit breakers, HVAC condensate lines and other property specific items that require the resident’s attention will be reviewed. Any questions the residents might have may also be answered at this time.
iii. Home is ready for movein: If something catastrophic occurred at the property we want to find out BEFORE the day of move in! The property is rented in as-is condition, so the purpose is to be certain there are no emergencies to address.
iv. Hand over keys: Once the tenant responsibilities have been met (rent and deposits are paid, insurance declarations page is sent, and utilities are on), the house keys/smart lock code will be released by a staff member, not the walkthrough technician doing the walkthrough. Under no circumstances can a resident move in prior to the lease start date. Some homes will be upgraded with a smartlock and a new passcode will be issued to you in lieu of keys. Homes with smartlocks will only have the front door lockable from the exterior, all other doors will only be lockable from the interior. MAIL KEYS – The tenant is responsible for rekeying the cluster mailbox to their property. This can be done by contacting your local post office and presenting them a copy of your lease. It’s important to call them first to make sure.
v. Walkthroughs will not be scheduled on major holidays. Weekend scheduling is strongly discouraged and will be subject to a $200 fee.
