Steps for Filling Your First Vacancy (or First in a Long Time!)

Denise Myers | Education + Resources Director |  dmyers@RHAwa.org

About 90% of RHAWA members own less than five rental units. This means they are not often having to fill vacancies, sometimes going years with the same tenants. RHAWA provides tools and resources for owners to self-manage, but it is nearly impossible to remember all the steps when they are not filling vacancies on a routine basis. This checklist can help you make sure important steps are not missed.

• Watch the free ONDEMAND workshop at RHAwa.org/education-ondemand Washington Housing Provider Workshop and/or Seattle Housing Provider Workshop. (Contact dmyers@RHAwa.org or (206) 905-0614 for technical assistance.)

• Google the city where your property is located (or if unincorporated, the county) + rental property registration to see if your city has registration requirements.

• Prepare your rental unit and take photos.

• Set rental rates based on comparable rental units in the area.

• Create Application and Screening Criteria Notice following guidelines from RHAwa.org/rental-forms-leases-notices.

a. Application Criteria Guidelines b. Application Criteria Guidelines (Seattle) a. If Yes, submit an application for a screening report. b. If No, reply to the applicant via email requesting additional information, and move on to the next applicant. a. If the applicant meets your screening criteria, offer tenancy. b. If they do not, deny tenancy in QuickApp, completing the Adverse Action Notice. Then, evaluate the next applicant in order of completed application received. a. Use a single-family version when renting the entire property to a tenant. b. Use a multi-family version when tenants share common areas. c. Use a Rental Agreement when you are comfortable with “for cause termination” laws and having an “evergreen” rental agreement. d. Use the Term Lease when you need to maintain the right to end a tenancy without having to give a “good cause” (local laws vary). e. Attach all required addenda.

• If not yet certified, or certification has lapsed, apply for Landlord Screening Certification at RHAwa.org/get-started. This is a Fair Credit Reporting Act (FCRA) requirement for accessing confidential screening reports.

• Place the ad at Zillow.com, Apartments.com, Facebook Marketplace, or similar rental websites, listing your email (recommend separate dedicated email for rental operations) as a contact for inquiries. We recommend turning off the open application feature and requiring a home tour before application. In Seattle, an Application and Screening Criteria Notice must be included in the advertisement. Beware of pervasive fraud issues on Craigslist.com. Best practices are covered in free ONDEMAND classes.

• Create a standard email response that includes your Application and Screening Criteria Notice, a summary of key terms such as monthly rent, utility info, available date, pet/smoking policy, required ID and other documentation, and an invitation to view the home.

• Schedule and conduct a showing of the home. Conduct virtual showings as needed.

• In compliance with fair housing laws, invite all prospects who have seen the home to apply.

• Send an email invite to apply from QuickApp.

• Monitor the QuickApp dashboard for incoming applications (alerts should show in your email).

• Review applications in the order received to confirm the application is complete and required documentation has been submitted.

• Evaluate screening report(s).

• Send an email offering tenancy to the first qualified tenant that can accept your offered terms (move in date, rent rate, etc.). It is OK to give preference to an applicant willing to accept more favorable terms, like an earlier move-in date or higher rent.

• If there is a delay before the move-in date, ask the tenant to put down a deposit to secure a tenancy Deposit to Secure Occupancy & Receipt. Or, if the unit is currently vacant, you can have them sign the lease and pay the first month’s rent.

• Select the lease form and fill in all terms.

• Complete the Property Condition Checklist before move-in day including detailed notes and photos documenting pre-move-in condition.

• Schedule a meeting for move-in day.

• Meet the new tenants on move-day at the home: a. Walkthrough and review property condition. Allow the tenant to make corrections as needed, and then have them sign the checklist. (Note: In compliance with State Law, do not collect the security deposit until the tenant signs this document). Let the tenant know that if they find something wrong in the first week or two of tenancy you will repair it. b. Explain/show how to care for the property including, water shut-off valves, cleaning products/procedures for flooring, care of landscaping if applicable, and any other special rules or features of the property. c. Provide courtesy products such as drain zips, non-damaging picture hangers, toilet paper, or other items to make their move-in easier. d. Collect all outstanding move-in costs, including the security deposit, and first/last month’s rent. Non-refundable fees are not recommended as a best practice with the exception of an HOA move-in fee (not permitted in Seattle). e. If a tenant requests it, you must allow them to pay move-in costs on an installment plan. i. Use the form Deposit Payment Schedule (Extended) for properties in Burien, Kenmore, Kirkland, Redmond, and Seattle. ii. Use the form Deposit Payment Schedule (WA State) in all other areas in WA State. f. Review the lease in detail, making sure they understand all terms and rules. Sign if not already digitally signed. g. Introduce to neighboring tenants and community amenities if applicable. h. Provide contact information and explain when to call for repairs, and what they should do themselves (e.g., change detector batteries, change light bulbs, unclog drains/toilets, etc.) i. Only after all the above steps, the tenant the keys, garage opener, etc.

• Start tenant file and ledger. File leasing documents and account for all payments.

• If you have questions about rental operations, laws, and best practices, go to RHAwa.org/support-center to find relevant articles and/or ask a question for our Support Center staff. Questions are generally answered within one business day.

All written, presented and recorded content provided by RHAWA for this course are for the use of the participants enrolled in the course. Copyrighted course content may not be further disseminated. Formal legal advice and review is recommended prior to selection and use of this information. RHAWA does not represent your selection or execution of this information as appropriate for your specific circumstance. The material contained and represented herein, although obtained from reliable sources, is not considered legal advice or to be used as a substitution for legal counsel. Event Cancellation and other policies RHAwa.org/cancellation-policy.