Tenant Handbook

Welcome! We're excited to have you as one of our tenants.

Your home is managed by a dedicated team of professionals focused on providing excellent service to both tenants and property owners. As the Property Manager, we have specific responsibilities to uphold, as outlined in our legal agreements with property owners and you, our tenant. Our goal is to serve everyone involved by offering prompt and reliable services.

Our commitment as a professional management company is to maintain and enhance the quality of the homes under our care. If you ever need assistance with your home, feel free to reach out to us anytime, 24/7. We're here to help and will do our utmost to resolve any concerns you might have.

Your responsibilities as a tenant are detailed in your lease, with additional information available either in the documentation provided or on our website at pacificdependable.com

Acceptance of Property 

The tenant agrees to take the property in its current "as-is" condition, except for any issues that significantly impact the health or safety of a typical tenant. No additional cosmetic improvements or repairs will be made prior to move-in unless otherwise agreed, in writing, upon by all parties.

Property Manager: As agents for the property owner, we are authorized to make contractual commitments on the owner's behalf. However, our primary responsibility is to act in the owner's best interest. We cannot guarantee that the owner will fulfill their obligations under the lease, and they may or may not approve requests that tenants believe should be granted. We strive to find solutions that are satisfactory to all parties involved.

Antennas 

Before installing any dishes, antennas, or making any structural modifications such as drilling through walls, approval must be obtained from the property owner. The approval process may vary depending on the request type. Tenants are responsible for the costs associated with Cable TV, telephone installation, and maintenance.

Rental Application 

Typically, it takes 2-3 business days to process a rental application, provided all required documents are submitted with the application. Once approved, you will be notified via email. If you are applying for a property that is currently occupied, the existing tenants have priority. Although current tenants will have been issued a Notice to Vacate, there is a possibility that the property may not be available by the listed date if the current tenant does not vacate as scheduled.

Basketball Equipment 

No basketball equipment is to be installed on the roof or any other part of the property. All basketball equipment must be stored in accordance with the lease agreement and/or HOA regulations. Written permission is required for any use of basketball equipment on the property.

Billing for Repairs and Late Charges 

Any expenses charged to the tenant will be outlined in the Lease Agreement. Received rent payments will be applied to any outstanding balances first, which may result in a shortfall for the current rent and the imposition of late fees. If late fees or other charges are not paid, the tenant will be considered delinquent, leading the property manager to initiate standard collection procedures, including issuing a Notice to Quit and Vacate, adding further costs for the tenant. To avoid additional expenses, tenants should promptly pay all non-rent charges. You can log in to your tenant portal at any time, 24/7, to view any charges due.

Carbon Monoxide Detectors 

Carbon monoxide is a deadly, odorless, and colorless gas. If there is a source of carbon monoxide on the property, owners should and are required to install carbon monoxide detectors. If the property has gas heating, a gas water heater, a gas stove, or an attached garage where vehicles are parked, it is strongly recommended that you purchase carbon monoxide detectors for your safety and the safety of other occupants.

Carpet Cleaning 

At the time of move-out, tenants are required to have the carpets professionally cleaned by a truck-mounted cleaning service. A receipt from a professional carpet cleaning company must be provided upon move-out. The cleaning company must guarantee their work to meet our reasonable property management standards. If the cleaning does not meet these standards, the tenant will be charged for any additional cleaning expenses.

Cleaning and Maintenance of Property 

Tenants are responsible for keeping the property clean and well-maintained, both inside and outside.

In the kitchen:

• Properly store all food.

• Regularly clean the stove, hood, vents, and filters.

• Regularly clean the oven according to the type of oven:

• Self-Cleaning Ovens: Use the heat-cleaning function and follow the manufacturer's instructions. Do not use commercial cleaners like "Easy Off" or "Mr. Muscle." Do not leave the oven unattended during the cleaning process.

• Continuous Clean Ovens: Set the oven to 450 degrees and leave it on for several hours to allow the high heat to clean it. Afterward, wipe out any residue. Do not use commercial cleaners, as they can cause the oven to rust. Do not leave the oven unattended during cleaning.

• Regular Ovens: Use a commercial oven cleaner, such as "Easy Off," and wipe the oven clean of any residue.

In the bathroom:

• Avoid using steel wool, scouring powders, abrasive scouring pads, or cleaners on acrylic or fiberglass tubs and marble sinks, as these can damage the finish. Instead, use non-abrasive cleaners like Gel Gloss or Soft Scrub.

• Prevent mildew and mold by using exhaust fans during and after showering, keeping the bathroom well-ventilated, and treating any mold or mildew promptly with products like X-14 or Tilex. Report any leaks immediately.

• Notify the office if the caulking around the bathtub and tiles becomes cracked, broken, or chipped, as water seepage can cause severe damage to the property.

Carpets and Floors:

• Vacuum carpets regularly.

• Sweep and mop floors as needed.

• Clean up spills, pet accidents, and other messes promptly.

• Professionally steam clean carpets as necessary. Do not use store-rented machines, as they can damage the carpet. Only steam cleaning is acceptable.

• Use only approved cleaners on vinyl floors and avoid using wax. Use only hardwood floor cleaners on hardwood floors.

Direct Debit 

The Tenant ACH feature is available around the clock on our website at https://www.rentcafe.com/residentservices/apartmentsforrent/userlogin.aspx. If you're setting up your portal for the first time, please use the link emailed to you.

Dishwasher 

Always use products specifically designed for dishwashers. Avoid using dish soap or laundry detergents as they can cause the dishwasher to overflow. Run the dishwasher at least once a week to prevent the seals from drying out and to avoid potential motor damage. To save on electricity, only run the dishwasher when it's fully loaded. Don't leave dirty dishes in the dishwasher for extended periods as this can attract pests. Once a month, run the dishwasher empty with a cup of vinegar to maintain cleanliness.

Early Termination of Lease 

As the broker/manager, our main duty is to act in the best interest of the property owner. However, we understand that unforeseen circumstances may prevent tenants from completing their lease term. If you're unable to fulfill the lease, please reach out to us immediately via www.pacificdependable.com or call 503.616.1828.

Electricity Not Working 

If you experience a power outage, first check the Breaker Box and switch any tripped breakers back to the "On" position. Also, check the GFI (Ground Fault Interrupter) plug, typically found in the garage, patio, kitchen, or bathroom, and reset it if necessary. Familiarize yourself with the location of all GFI plugs to quickly resolve issues. If circuit breakers continue to trip, it may be due to overloading the circuits with appliances like microwaves, toasters, or hair dryers. If the problem persists after checking the breakers and GFI plugs, submit a maintenance request at www.pacificdependable.com.

Eviction Notices 

If rent is not received by 11:59 PM on the 4th, it will be considered late as of midnight on the 5th, and a Notice to Quit and Vacate will be issued. Tenants will not receive a phone call if rent is late; it is your responsibility to ensure timely payment regardless of courtesy reminders. If an eviction suit is filed, you will receive a notice from local authorities with your court date. If the Landlord or Landlord’s Agent is required to attend court, additional charges will be applied to the tenant.

Filters and Maintenance for A/C and Heating 

According to the lease agreement, tenants must supply and change the heating and air conditioning filters monthly. Make sure to locate the A/C filter upon moving in, and if a new filter is not installed, contact the office. Ordering filters online is often more convenient and ensures you get the correct size. 

We require the use of a pleated filter of the appropriate size unless the unit has a permanent filter. Regular filter changes prevent significant damage to the A/C and heating unit’s motor, compressor, and other components. Neglecting this maintenance reduces the system's efficiency, shortens its lifespan, and increases your electricity bill. Filters should be replaced monthly and installed correctly, as indicated by the arrows on the filter. 

Any cleaning or repairs needed due to failure to change the filter will be charged to the tenant. Past incidents have shown that neglecting to change or remove the filter can lead to costly repairs, which are always the tenant’s responsibility. Filters are inexpensive and will save you money on your electric bill in the long run. We recommend changing the filter when you pay rent and to buy several filters at once to have them ready when needed.

If the property has an A/C system with a drain line opening, pour a cup of bleach or vinegar down the drain tube monthly to prevent algae build-up and avoid clogging, which can lead to flooding. If you notice the secondary drain line dripping water or see water dripping inside the unit, it indicates that the primary drain is clogged and needs attention. Do not operate the unit until the clog is cleared to avoid water damage. 

Please report any water drips to the office so we can arrange for the A/C to be checked.

Fireplace Safety 

If your property includes a fireplace, it is available for your use unless specified otherwise in the lease agreement. Upon moving out, you are responsible for having the fireplace inspected and, if needed, cleaned by a certified chimney sweep.

When using the fireplace:

• Ensure the damper is open before lighting a fire.

• Close the damper securely only after the fire is completely out and the ashes have cooled.

• If smoke begins to enter the room from the fireplace, extinguish the fire immediately.

• Use hardwoods like oak or mesquite rather than softwoods like pine, cedar, fir, or redwood, which can produce sparks and cause creosote buildup.

• Never use fire starters such as charcoal lighter, kerosene, or gasoline.

• Do not burn trash or Christmas trees in the fireplace.

• Always use a log grate to position the fire properly and to allow good airflow.

• Build moderate to small fires, as most prefab fireplaces are not designed for large, roaring fires. Overfilling the fireplace can lead to excessive heat in the chimney and potentially cause a house fire.

• Always use a fireplace screen to protect the carpet and reduce the risk of fire in the room.

• Never leave a fire unattended, especially if children are present.

• Use a metal ash container to remove coals and ashes, ensuring that the coals are cold before disposal. Never place hot or warm coals in a garbage can, paper bag, or any flammable container.

• Do not stack firewood next to the house, any building, or the fence, as this can attract wood-destroying insects.

Garbage Disposal 

A garbage disposal can be a convenient appliance when used correctly. Overloading it may trigger the safety switch and turn off the disposal.

Before requesting maintenance for the garbage disposal, please try the following steps:

1. Reset the safety overload button after waiting three or four minutes for the motor to cool down.

2. Use an Allen wrench to reset the disposal by turning it from underneath.

3. If these steps don’t work, contact the Property Manager. If our representative is able to fix the disposal by using either of these steps, a trip charge will be applied to the tenant.

For safe and best operation, follow these steps:

1. Turn on cold water at full flow.

2. Push food gently through the splash guard into the disposal, avoiding overstuffing. A mix of hard and soft waste works best, and pieces larger than a mouthful should be discarded in the trash.

3. Turn the switch to "on" and let the disposal run until the grinding sound diminishes to a hum.

4. Turn the switch off.

5. Let cold water run for a few more moments.

Do not put the following items in your disposal: potato peels, potatoes, metal, glass, plastic, grease, paper, cigarettes, bones, banana peels, oyster or clam shells, dish rags, corn husks, carrots, carrot peels, celery, etc. Remember, if you can't chew it, neither can your disposal!

If a foreign object like a spoon or bottle cap gets stuck in the disposal, make sure it's turned off before trying to remove it, and NEVER use your fingers.

The disposal is self-cleaning, but adding baking soda or lemon or orange rinds can help reduce odors. Avoid using caustic drain cleaners at any time.

Holiday Decorations and Lights 

Ensure that holiday lights are hung properly and thoroughly checked. All holiday decorations must be removed by February 1 of the following year. Christmas trees are to be removed and disposed of properly.

Improvements / Alterations 

Before making any changes to the property or its grounds, you must obtain written approval from the Property Manager. This includes, but is not limited to, modifications such as painting, installing wallpaper, changing light fixtures, adding security systems, altering flooring, or making changes to the lawn, garden, bushes, trees, fences, or utility buildings. Please submit any improvement or alteration plans in writing for approval. If any alterations are made without management’s consent, you will be responsible for restoring the property to its original condition.

Kitchen Countertops 

To avoid stains and the attraction of ants or other insects, it is important to promptly wipe up any spills on the countertops. Always use hot pads to protect the surface from heat. When cutting food, use a cutting board instead of slicing directly on the countertop to prevent damage.

Lease Expiration 

Between 60 to 45 days before your lease expires, you will receive a notice outlining your lease renewal options. If you do not plan to renew your lease, you must provide at least 30 days' written notice, whether you are on a month-to-month agreement or your lease is expiring. The lease agreement allows us to install a lockbox and a sign on the property during the final 30 days of your lease, and to begin showing the property to potential tenants. (See the "Showing Instructions" section for more details.) Refusal to allow reasonable showings during this period may be considered a default on the lease, which could result in the forfeiture of your entire security deposit. While we will make every effort to coordinate with your schedule, it is necessary for you to be flexible in allowing potential tenants to view the property once your notification to vacate has been received. We will attempt to contact you prior to any showings.

Lease Payments 

As per the terms of your lease, rent payments are due on or before the 31st of each month. Automatic ACH deposit through your tenant portal is free and preferred.

If your rent payment is not received in our office by 11:59 p.m. on the 4th of the month, a late fee will be applied. Personal checks will not be accepted after the 5th day of the month, and payment must be made by certified funds, such as a cashier’s check or money order. Weekends and holidays do not excuse late payments, and it is your responsibility to ensure that your rent is paid on time.

Be sure to include your property address on your rent payment to ensure it is applied to the correct account. If you make a payment after hours, please call the office the next business day to confirm receipt. We are not responsible for lost payments.

If you need a physical copy of your lease, there is a $25 fee. You are provided with a free electronic copy via your Tenant Portal, accessible online 24/7.

Light Bulbs 

All light fixtures should have functioning bulbs when you move in. If any lights are not working upon move-in, please notify us immediately. It is your responsibility to replace light bulbs as needed. When replacing bulbs, be sure to use the correct size, type, and wattage. Using a higher wattage bulb than the fixture is rated for can create a short circuit and a potential fire hazard.

If the Property Manager has to replace light bulbs, it can be more expensive than expected. Sending a handyman to identify the correct bulb type, purchase it, and install it can easily cost $80. It is more cost-effective for you to replace any bulbs before vacating the property.

Keyless Deadbolts 

The keyless deadbolt is designed to protect you while you are inside the property. It is not intended to secure your belongings while you are away. Always disengage the keyless deadbolt when leaving the house to prevent accidental lockouts. If a garage door opener or a door lock malfunctions while the keyless deadbolt is engaged, you will not be able to enter the property with a key. If you become locked out because the keyless deadbolt is engaged, you will be responsible for all costs associated with gaining entry.

Lost or Misplaced Keys 

In some cases, we have a duplicate set of keys available. These keys are available during business hours (Monday through Friday, 8:30 a.m. to 5:30 p.m.) if you lose your keys or lock yourself out. Only individuals listed on the lease can arrange drop off, and identification is required. The keys must be returned within 24 hours, or you will be charged for key replacement. You are responsible for the transportation fee to deliver the keys, and they will only be available during normal business hours.

If we need to bring the key to you, a $75 trip charge will apply. If you lock yourself out after hours, you will need to contact a locksmith at your own expense.

Mailbox Keys 

To obtain your mailbox key, you must register at your local Post Office. For information on which Post Office to visit, contact the US Postal Service at (800) 275-8777.

Maintenance and Repairs 

It is the tenant's responsibility to promptly notify the Property Manager of any necessary repairs. Failure to report water leaks or any conditions that could lead to property damage may result in the tenant being held responsible for repair costs. Telephone notifications are acceptable only in emergencies involving personal safety or property damage, but written notification is required as stipulated in the lease agreement. Water leaks must be reported within 24 hours, and failure to do so may result in charges to the tenant. If you plan to be away from the property for more than a day or two, please shut off the water supply to prevent potential leaks.

Maintenance Personnel 

The maintenance personnel who perform repairs are not employees of our company, so we do not control their work hours, appearance, or behavior. Please inform us if a repair person does not arrive as scheduled or if the work is not completed professionally and to your satisfaction. If you require a specific appointment time with a repair person and this results in additional charges to us, you will be responsible for covering any costs that exceed the regular service fee. While some issues may cause inconvenience or discomfort, they may be able to wait until the next business day. Routine repairs are typically completed within 2-4 business days.

Move-In Inspection Report 

When you sign your lease, you will receive a Property Checklist and instructions for completing your Move-In checklist. This documentation is important for protecting your security deposit and for consideration in both maintenance deductibles and security deposit charges.

To avoid being charged for any existing damage or stains when you take possession of the property, it is essential to provide our office with a detailed list of discrepancies. If there are window coverings, note whether they are drapes, curtains, or mini-blinds. Creating the requested video will make this process easier and faster. Tenants must complete and return the Property Checklist within three (3) days of occupancy. After this period, it will be assumed that there are no discrepancies and the tenant accepts the property "As Is."

Complete the Property Checklist, keep a copy for your records, and send the original to us. Please do not call in to provide this information over the phone. When you return the Property Checklist, include your new home address and phone numbers. Note: The Property Checklist is not a request for repairs, and any defects noted will not be addressed simply by returning this document. If repairs are needed, submit a separate written request through your tenant portal. Only repairs affecting health or safety will be prioritized, while cosmetic repairs may not be completed.

Move-In / Picking Up Keys 

Your first month’s rent must be paid one week before you pick up the keys. A full month’s rent is required regardless of the move-in date, with the second month’s rent prorated. Pet deposits or fees must also be paid before move-in, along with the first full month’s rent.

Move-In Video/Pictures 

We take move-in videos and pictures of all properties to document their condition at the start of your tenancy.

Move-Out Inspection 

As required by the lease agreement, a move-out inspection must be completed before any portion of your security deposit can be refunded. The move-in inspection will serve as a reference during the move-out process. Tenants are not allowed to be present during the move-out inspection, which will be conducted after all belongings, trash, and debris have been removed. Once the keys are returned, we will perform a move-out video and return any unused portion of your security deposit within 31 days, as required by law, to the forwarding address you provided.

If the property is not ready for inspection at the scheduled time, and the inspector needs to return for another appointment, you will be charged $75.00 for the inconvenience and additional rent if the property has not been properly vacated and cleaned. When you provide your Notice to Vacate, you will receive a detailed checklist to help you prepare for move-out. The inspection conducted by the Property Manager after your move-out will determine any charges against your security deposit.

Utilities must remain on until the move-out inspection is completed and the lease ends. If utilities are not on, we will have them turned on for the inspection, and the associated charges will be deducted from your deposit. This will also delay the return of your security deposit. Once you vacate, you are not allowed to return to the property.

Move-Out Procedures 

Our goal is to return your full security deposit after you move out, which we successfully do in most cases. To help you understand your responsibilities for cleaning and preparing the property for move-out, you can find a copy of our Move-Out Guidelines on our website at www.pacificdependable.com.

1. Provide our office with a complete forwarding address.

2. Return all keys, garage door openers, gate remotes, etc., by the lease expiration date. Failure to do so will result in daily prorated rent charges until all items are returned.

3. Mailbox keys: If your mailbox keys were issued by the Post Office, they should be returned to the Post Office along with a change of address notice.

A final move-out inspection will be conducted after all furnishings have been removed and the property has been cleaned. The purpose of the inspection is to document the condition in which you leave the property. Only our staff will perform the final walk-through; tenants are not permitted to be present.

If the property is not ready for inspection at the scheduled time, you will be charged $75 for requiring the inspector to make another trip. The property manager will compare the move-in video with the move-out video, along with your move-in checklist, to assess the property's condition.

Utilities

Utilities must be left on for the move-out inspection and transferred back to the owner, not shut off. If utilities are not on during the inspection, tenants will be charged a $75 trip fee, and any delays caused by this will delay the return of your security deposit. The costs for utilities during this period will be deducted from your deposit.

Utility Companies

Arrange for final utility readings and ensure that utilities remain on until after the move-out inspection.

No Smoking 

Smoking is prohibited both inside and outside the property, including the entire premises, due to the risk of cigarette smoke, burn damage to carpets, countertops, and the additional preparation required for repainting.

Occupants 

All individuals residing in the property must be listed on the lease agreement. If you want to add an additional occupant who is 18 years or older, they must complete an application and pay the application fee. Upon approval by our office, they must be added to the lease. According to our policy, a guest staying longer than 14 days is considered a roommate rather than a guest. Tenants must comply with the Property Manager's decision on whether additional occupants can be added to the lease. Failure to meet these requirements may lead to lease termination.

Office Hours 

We are available by phone 24/7 at 503.616.1828. For emergencies, please call. We offer emergency maintenance services. If a serious maintenance issue arises after office hours, our answering service will direct your call to the appropriate staff member.

Parking of Vehicles 

Please do not park or clean vehicles on grass areas around the home. Major vehicle repairs are not allowed in the garage, driveway, or on the street in front of the home. No inoperative vehicles may be kept on the premises without the landlord's permission.

Periodic Surveys 

We conduct periodic property surveys of both the interior and exterior during the lease term to ensure proper maintenance of the property and to report any necessary repairs to the owner. Pictures and videos may be taken to document the condition of the premises. This service helps keep owners informed about the state of their properties. 

If you are notified of an inspection by the landlord and fail to unlock the keyless deadbolt, do not manage pets, or otherwise prevent the Property Manager or Agent from accessing the property for the inspection, you will be charged $75.00 per occurrence and may be in violation of the lease, allowing the landlord to pursue remedies outlined in the lease agreement.

Pest Control 

If pests, including insects and rodents, are not reported in writing within the first 30 days of the lease, it will be assumed they entered the property after the lease started. It is your responsibility to keep the property free of pests such as ants, roaches, fleas, ticks, silverfish, scorpions, rodents, etc. Maintaining a clean home free of crumbs and debris is essential for preventing pests. Pesticides and other chemicals should be stored safely, out of the reach of children and pets.

Pets 

Some property owners do not allow pets for various reasons, so please contact our office before acquiring any pet. Failing to do so violates your lease and may result in immediate termination.

There are restrictions on the number, size, and type of pets allowed. Refer to the Rental Criteria on our website for a list of restricted breeds. Certain breeds, such as Wolf Dogs, Bull Terriers, Pit Bull Terriers, Rottweilers, or other breeds trained for attack purposes, are not permitted unless you provide proof of liability insurance coverage and the owner provides written approval.

No pets are allowed on the property, even temporarily, without written authorization from management. This rule also applies to any guests who may visit. Pet owners are responsible for any damage caused by their pets and must dispose of pet waste properly. Unauthorized pets on the property may result in eviction and/or a $250.00 initial charge, plus a minimum of $25.00 per day per pet.

Phone Numbers 

You are required to provide the office with your work, cell, and home phone numbers, including any unlisted numbers. Additionally, you must inform the office of any changes to these numbers.

Rain Gutters 

To prevent damage to eaves and cornices and reduce the risk of leaks, gutters (if present) must be cleared of debris regularly. If you notice any blockage, please submit a maintenance request.

Recycle Bin 

We support recycling and encourage its practice. Most areas offer curbside recycling. If your property does not have a recycle bin, please contact your Waste Management provider to request one.

Renter’s Insurance 

It is required that you obtain renter’s insurance to safeguard your personal belongings and protect yourself from potential liability in case of accidents. The owner’s insurance only covers the structure of the dwelling and does not extend to your personal items. You should ensure that your renter’s insurance is effective from the day you take possession of the property and maintain it throughout your occupancy.

Consider the importance of renter’s insurance by asking yourself:

• What would happen if a candle accidentally tips over, or if a cooking fire causes damage to the home?

• What if a major flood occurs due to a burst pipe or clogged drain?

• What if there’s a theft or burglary?

These scenarios happen daily, and renter’s insurance can protect you when they do. Without it, you risk losing everything, as neither the landlord nor the property owner is responsible for your personal losses. Even in situations where you are not at fault, you would still be responsible for replacing your belongings. The safest option is to get renter’s insurance.

Furthermore, if you are responsible for an incident that causes damage to the property, other people’s belongings, or even injury to someone, you could be held liable to the property owner. Therefore, having renter’s insurance is crucial for:

• Protecting yourself from liability.

• Securing your possessions and replacing them in case of loss.

• Ensuring your financial stability.

• Providing temporary living arrangements if your residence is damaged.

• Having someone to advocate for you when the unexpected happens.

Remember, the owner’s insurance does not cover your personal property, food spoilage, or any costs associated with the loss of use of the property, such as temporary lodging. Make sure your renter’s insurance policy covers these situations.

Refrigerators 

Some property owners do not provide a warranty for refrigerators. Please check your lease agreement to confirm. If the refrigerator is not warranted and it becomes inoperable after the first 30 days of the lease, you will be responsible for its repair at your own expense. Repairing the unit does not make it your property. If you choose to replace the refrigerator, please notify our office so we can update our records and arrange for the removal of the old unit.

Do not dispose of a malfunctioning unit without written permission from the Property Manager. If you have your own refrigerator and wish to use it, and there is already an appliance in the property, please consult management about the appropriate storage of the existing appliance. If stored in the garage, the refrigerator must remain plugged in and operational. Please teach your children about the dangers of playing in and around refrigerators.

Rental Verifications 

We frequently receive requests from mortgage companies and other landlords seeking verification of a tenant’s rental history. These requests often require immediate attention, and we are happy to assist.

Rescheduling Appointments 

We make every effort to contact tenants by phone or mail before entering the property. However, scheduling inspections and maintenance can sometimes be challenging. If you reschedule an appointment, a $75.00 rescheduling fee will be charged. If you break or reschedule two appointments, we will use a key to enter the property. The lease agreement permits us to enter the property after attempting to contact you.

Returned Checks 

A rent check returned due to non-sufficient funds (NSF) can be costly. If a check is returned NSF, we will no longer accept personal checks for future rent payments.

If your rent check is returned NSF, it is as though the rent was never paid. You will be responsible for a $35.00 NSF check fee, in addition to the late charges specified in your lease. We offer free online payment options for rent.

Once notified that your check was returned NSF, you have 24 hours to replace it with a money order or cashier’s check. The Property Manager will not accept personal checks from you or from your bank’s Bill Pay service. Failure to resolve the NSF check within this timeframe will result in a “Notice to Quit or Vacate,” which is an eviction notice requiring immediate payment or move-out. This legal action protects the owner’s rights and may incur additional costs per your lease agreement.

If the NSF check was caused by a bank error, you must provide a letter from your bank confirming the mistake for us to continue accepting your personal checks. The $35 NSF fee must still be paid, regardless of the reason, and NSF rent checks will not be re-deposited.

Sewer Stoppage 

Your lease clearly states that the tenant is responsible for the cost of clearing plumbing and sewer stoppages caused by the tenant’s usage. At Move-In, all drains are in working order. If a sink or sewer line requires clearing due to a stoppage caused by tenant misuse, the tenant will bear the full expense. However, if the stoppage is due to a collapsed line or tree roots causing sewer line damage, the owner will be responsible for the costs.

Showing Instructions 

Your lease authorizes Pacific Dependable Property Management LLC. to show the property for rent during the last 30 days of your lease term. We may place a sign in the yard and a lockbox on the property to facilitate showings to prospective residents. If you are unable to be present during a showing, we will use our key in the lockbox to enter.

Important! Do not allow prospective residents into your home unless they are accompanied by their real estate agent. Pacific Dependable may use a key lockbox on the property to grant access to its representatives.

Our showing service logs who shows your house and will notify you in advance. We will send you a courtesy email for each showing; however, even if we are unable to contact you, the house will still be shown. We also track any denied or canceled showings.

Do not lock the keyless deadbolt on the front door, as this may prevent a showing. Any locked doors that block access to the property will result in a charge to the tenant.

If you have an alarm system, please confirm with the office that we have the correct security code. Additionally, ensure that pets do not interfere with or prevent showings.

The following outlines the situations where will you be charged a $50 fine.

• If you deny a showing

• If you cancel a showing

• If the property is inaccessible for a showing

• If your pets prevent or obstruct a showing

How could I lose my security deposit?

• By failing to keep the property presentable for showings

• By not allowing reasonable showings

Sign and Lockbox 

If the sign or lockbox is not removed within a few days after your move-in, please email us at Info@pacificdependable.com to request its removal. Thank you!

Smoke Alarm 

Your safety is our top priority. Tenants must test the smoke detector within one hour of moving in and immediately notify the Property Manager if the alarm is not functioning properly. To test the smoke detector, press the “push to test” button for about 5 seconds; the alarm should sound if it’s working correctly.

For ongoing safety, test the smoke alarms every month and replace the batteries as needed. Typically, a smoke alarm will beep when the batteries are low. It is the tenant’s responsibility to replace the batteries. If a smoke alarm continues to malfunction after changing the batteries, submit a maintenance request at www.pacificdependable.com for repair or replacement.

Regularly inspect your home for potential fire hazards, such as flammable liquids or overloaded electrical outlets, and ensure you have a fire extinguisher available. In the event of a fire, call the fire department or 911 immediately. Once everyone is safe, contact the Property Manager right away.

Thermostat 

Avoid switching your thermostat abruptly between COOL and HEAT. First, set the thermostat to OFF and wait until it stops running before switching to the desired mode. Rapid changes can damage the unit and may result in repair or replacement charges.

During hot weather, set the thermostat to “COOL” and the fan to “AUTO.” Adjust the temperature to between 75 and 80 degrees for optimal cooling. Setting the thermostat lower will not cool the home faster and may waste energy. Ensure all doors and windows are closed to maximize the efficiency of the air conditioning. Keep window coverings closed, clean the A/C filter regularly, and avoid blocking return air grills to allow proper airflow. Do not place objects on or around the A/C unit as this can obstruct airflow and cause damage, potentially leading to higher energy costs.

Use of Attic & Crawl Spaces

Attics and crawl spaces may NOT be used for storage and tenants are responsible for any and all damage resulting from its use.

Violation Notices 

We dedicate significant time to issuing and following up on lease violation notices. A fee ranging from $20.00 to $50.00 will be charged for each violation notice issued, depending on the nature of the violation. Examples include neglecting yard maintenance, improper A/C filter usage, failing to maintain smoke alarm batteries, or not adhering to other lease terms or rules.

Walls 

When hanging items on walls, use appropriate methods to avoid damage. Lightweight items can be hung with small nails or 3M products to minimize damage. For heavier items, consult the Property Manager for advice.

Adhesive-backed products like mirror tiles, contact paper, or wallpaper are not allowed. If you want to change existing wallpaper, get written approval from the Property Manager. You are responsible for removing nails and repairing any wall or ceiling damage.

Waste Disposal 

Dispose of toxic waste, including oil, antifreeze, batteries, and solvents, according to local regulations. Garbage should be placed in designated containers as per city or county policies. Garbage cans and recycling bins should be stored out of public view when not set out for collection.

Water and Electricity Shut Off 

Tenants must know the location and operation of the main water cut-off valve and electrical breakers. You are responsible for turning these off to prevent potential property damage. Keys for operating the water cut-off valve are available at major hardware stores.

Water Softener 

If the rental property has a water softener, you are required to maintain the salt levels in the unit to ensure its proper operation.

Watering Yard 

If your lease specifies that you are responsible for watering the yard, ensure that you maintain the grass and other vegetation. Failure to do so may result in financial responsibility for re-sodding the yard or covering additional water costs to restore it to a healthy state.

During drought conditions, adhere to any water rationing or restrictions imposed by local authorities. Check with the local water company for current restrictions and watering schedules.

Yard Maintenance 

Unless otherwise stated in the lease, you are responsible for maintaining the lawn, shrubs, and trees. This includes mowing, weeding, edging, trimming, reseeding, and watering. The exterior of the property must be kept in good condition, including keeping grass no higher than 6 inches or as per local regulations. Areas around driveways, sidewalks, curbs, and gutters must be free of weeds, grass, and leaves. Shrubs should be kept below the bottom of the windows for aesthetic and security reasons.

Requesting Maintenance

For routine and non-urgent maintenance requests, you must submit a written request including your name, daytime and evening contact numbers, address, a detailed description of the issue, and authorization for entry if required. Routine repairs are scheduled during standard business hours (9:00 am - 5:00 pm, Monday to Friday).

Maintenance personnel are not available after hours, on weekends, or during holidays. For emergencies that cannot wait until the next business day, call 503.616.1828. All maintenance requests, including those for emergencies reported by phone, should be submitted in writing. Valid methods for submitting requests include:

1. The maintenance request form is available via your Tenant Portal

2. Calling the office at 503.616.1828 and asking to speak with your Property Manager.

3. Note that phone calls alone are not a valid method for submitting maintenance requests.

Maintenance Costs & Service Calls

According to your lease, you may be responsible for part of the service call costs. You will not incur charges for repairs related to structural components, unless damage is caused by negligence or improper actions.

Structural Repairs Include:

• Roof leaks due to normal wear and tear

• Load-bearing walls

• Water penetration

• Fireplaces and chimneys

• Floors

Non-Structural Repairs Include:

• Swimming pools and their mechanical systems

• Air conditioning and heating systems

• Appliance repairs

• Plumbing

• Sprinkler systems

• Gas lines

• Electrical systems

If a repair issue is found to be due to your negligence, you will be billed for the full cost of the repair. If you engage a repair service without submitting a maintenance request through Pacific Dependable Property Management LLC, we will not reimburse you for those expenses.

Emergency Repairs

Determine if the issue is an emergency before calling for after-hours service. Non-emergency repairs requested after hours will be billed to the tenant. Only situations that pose an immediate threat to life, health, or property are considered emergencies.

Emergency Situations Include:

• Free Flowing Water: Shut off the water valve or exterior water main until the contractor arrives.

• Electrical Issues: Check and reset all breakers, including GFI breakers. If you notice any smoke or burning smells from switches or outlets, turn off the power and unplug items. Do not use the outlet until it has been repaired.

• Main Sewer Line Backup: Avoid using water until the clog is cleared to prevent additional backups.

• Gas Odor: If you suspect a gas leak, turn off the gas at the appliance, ventilate the area by opening windows and doors, and contact the gas company.

• No Heat: If temperatures are below freezing and there is no heat, this is an emergency.

• Exterior Door Locks: If a temporary fix is possible, wait until regular business hours to contact management.

Non-Emergency Maintenance

The following issues are not considered emergencies and will be addressed during regular business hours:

• Air conditioning problems (unless temperatures are forecast to be below freezing)

• No hot water

• Cracked or damaged windows (contact Property Manager immediately if the window is a security concern)

• Toilet stoppage in a home with two bathrooms (turn off the water supply to the tank and use the other restroom until repairs are made)

• Refrigerator issues (Landlord is not responsible for food loss due to appliance failure)

Maintenance Request Procedures

For routine and non-urgent maintenance, as outlined in your lease agreement, requests must be submitted in writing. Include your name, daytime and evening contact numbers, address, a detailed description of the issue, and permission for entry if needed. Requests can be made online via your Tenant Portal.

To ensure that your request is processed, use one of the following methods:

1. Submit the maintenance request form via your Tenant Portal.

2. Email your Property Manager at Info@Pacificdependable.com.

Phone calls alone are not acceptable for submitting maintenance requests.

Non-Emergency Issues

Examples of non-emergency issues include malfunctioning dishwashers, ovens, lack of hot water, or non-working air conditioning. Generally, maintenance staff cannot address these issues immediately. If you need to cancel an appointment, contact your Property Manager promptly to avoid fines.

If you notice no action within 2-3 days, follow up with your Property Manager and email Info@pacificdependable.com to check on the status of your request. For issues that persist after a recent repair (completed within the last 30 days), contact your Property Manager. Neglecting to report such issues could result in you being held responsible for additional damages.

Urgent Problems

Immediately notify Pacific Dependable Property Management LLC of any of the following:

• Signs of mold in the property.

• Leaks in toilets or faucets, or any plumbing backups.

• Electrical issues.

• Problems with heating or air-conditioning systems.

• Non-functioning smoke detectors.

• Malfunctioning appliances included in your rental agreement.

• Roof leaks.

• Gas leaks.

• Broken windows or doors.

• Unsafe, unhealthy, or dangerous conditions.

• Major pest infestations such as bees, cockroaches, mice, rats, termites, etc.

Tenant Responsibility for Costs

You may be responsible for trip charges and/or repair costs in these situations:

• If a service call is made for a tripped breaker or GFI outlet.

• If an oven is incorrectly reported as faulty while on time bake and not defective.

• For sewer stoppages caused by debris like toys, rags, or excessive toilet paper placed by tenants or their guests (note: the owner is responsible for broken lines).

• If you fail to report necessary repairs.

• If you miss a scheduled repair appointment resulting in a vendor charge.

• If you lock out a repair person despite authorized access.

• If you report a non-serviceable issue.

• If you change locks and fail to provide the office with two keys, you will be charged $75 plus the cost of re-keying.

• If you prevent property management from accessing the property for any lawful purpose, you will be fined $75 per occurrence and may face lease violations.

• For door replacements, broken glass, or windows unless a police report indicates forced entry.

Tenant Guidelines

Tenants should:

• Not wash draperies without instructions from the Property Manager.

• Not perform electrical work, excluding light bulb or battery changes.

• Not alter walls, woodwork, flooring, or landscaping without permission.

• Not carry out repairs without authorization.

• Not store items next to the furnace or water heater.

• Not park on grass or exceed the number of authorized vehicles, and not keep inoperative vehicles without permission.

• Not deduct unauthorized or pre-approved maintenance expenses from rent.

Fair Housing and Policy Updates

Pacific Dependable Property Management LLC is dedicated to adhering to all federal, state, and local fair housing laws. We strive to provide consistent and equitable treatment for all tenants in accordance with these laws. While we understand that tenants may face financial or personal challenges, we are legally required to enforce the terms of the lease agreement. Just as mortgage payments must be made on time, so too must rent be paid promptly.

Please avoid requesting exceptions to the lease agreement, as we are unable to grant them.

We reserve the right to update our lease rules and regulations. Changes may be made without prior notice in response to updates in City, County, or State codes/laws. Violations of these guidelines will be considered a breach of the Lease Agreement. In case of any conflict between these guidelines and the lease, the lease agreement will prevail.

For any questions regarding your lease, feel free to contact us or visit our website for additional information. We appreciate your business and are committed to providing efficient, courteous service. We look forward to ensuring a pleasant living experience for you.

Thank you for choosing us to manage your home.