Frequently Asked Questions

Many homeowners choose professional management services for a variety of reasons. Here are the key advantages of opting for professional management over self-management:

• Peace of Mind: We handle all aspects of maintenance and emergency repairs, allowing you to enjoy worry-free property ownership without the stress of day-to-day issues.
• Streamlined Rent Collection: Our team ensures timely rent collection and manages notices for payment issues, freeing you from the challenges of late or missed payments.
• Legal and Regulatory Compliance: With extensive knowledge of federal, state, and local property laws, we ensure your property remains compliant with all regulations, safeguarding your investment.
• Expert Local Market Insight: Leveraging our broad network and access to cost-effective advertising, we effectively market your property, minimizing vacancy times and maximizing occupancy.
• Enhanced Profitability: From securing higher rental rates to negotiating discounted advertising and repair services, our professional management often results in greater profitability compared to self-management.

By entrusting us with your property management, you not only save time and effort but also optimize your investment’s financial performance.

We take the Fair Housing Act very seriously, which means we cannot discriminate against anyone in a protected class. However, you are free to implement rules against pets and smoking in your home. Just keep in mind that service animals are not considered pets and cannot be excluded. If you have any questions or need more details about Fair Housing guidelines, don’t hesitate to reach out. We're here to clarify any concerns you may have

At Legacy Property Management, we aim to lease your property within 30-60 days of listing. While some homes may attract tenants faster, others might take a bit longer to find the right, qualified renter. Once your property is ready for the market, we immediately begin our marketing efforts to generate interest as quickly as possible.

For optimal results, we recommend listing your property before the start of the month, as tenants often plan their moves by month-end. If your home is well-maintained, competitively priced, and available by the 1st, you're more likely to avoid any rental vacancies.

We also provide expert guidance to ensure your property is priced correctly from the beginning, preventing the need for price reductions later and allowing you to receive a full month’s rent rather than a prorated amount.

By partnering with Legacy Property Management, you’ll receive regular updates on market conditions and expected leasing timelines. With our proactive approach and market expertise, we work to minimize any rental income loss and ensure a smooth, efficient leasing process.

No, we specialize in managing both residential and commercial properties. Our diverse portfolio includes single-family homes, duplexes, triplexes, fourplexes, and larger multi-family buildings. Alongside our residential services, we also provide expert management for commercial office properties.

The security deposit is securely held in our trust fund account to ensure proper handling. As your property managers, we adhere not only to State and Federal laws but also to any specific guidelines you set.

At the end of a tenancy, we conduct a thorough inspection of the property and document its condition. If any repairs are needed due to damage beyond normal wear and tear, we deduct those expenses from the security deposit. Any outstanding tenant balances are also deducted. The remaining balance is then promptly returned to the tenant, typically within 30-45 days after the lease ends.

With our transparent and professional approach, you can rely on us to manage the security deposit process efficiently, ensuring fairness for both you and your tenants.

Absolutely! Many property owners are capable of handling the day-to-day management of their rentals but may struggle with finding and screening the right tenants. That’s where we come in. We offer tenant placement services that include marketing your property, thoroughly screening potential tenants, preparing the lease, documenting the move-in process, and collecting the first month’s rent. Once these tasks are completed, we hand the property back to you for ongoing management.

For more details on our service options and fee structure, feel free to contact our property managers.

Yes, we provide a detailed monthly report that covers all key aspects of your rental property. This report includes information on rent and other income received, along with a clear breakdown of maintenance, repair costs, and any additional expenses. Reports are sent out each month for your convenience.

Many of our clients prefer electronic fund transfers directly to their accounts, which eliminates the need for paper statements. In this case, your monthly statement will be emailed to you promptly.

If you ever have questions or concerns about your statement, don’t hesitate to contact us. We’re here to help with any inquiries you may have.

For your convenience, direct deposits are typically made to your account between the 15th and 20th of each month. If rent hasn’t been collected by the 6th, we’ll notify you promptly.

We understand that some property owners may wonder about delays in receiving their payments. Here’s why: While rent is due on the 1st of each month, many tenants pay on the 3rd or 5th. Once payment is received, it takes about 5-7 business days for the bank to clear the funds. We are unable to disburse payments until the bank fully clears them.

Our accounting team also processes invoices for all properties monthly. This includes payment, scanning, system uploading, and then disbursing funds to owners while preparing detailed owner statements. This thorough process ensures accuracy and transparency but may take a few extra days to complete. Rest assured, we strive to make the process as efficient as possible while maintaining a smooth experience for you.

Absolutely! We are highly experienced with Housing Authority programs and regulations, including Section 8. Our team can assist you in finding qualified tenants with Section 8 vouchers and guide you through the necessary procedures to ensure compliance and a smooth rental experience. You can confidently rely on us to handle this aspect of your property management, making the process as seamless as possible.

Certainly! As part of our property management services, we’ll handle all communication with your current tenant to inform them of the management change. We’ll ensure they receive clear instructions on rent payments, maintenance requests, and any repairs, providing support to ease the transition.

However, it’s important to note that we don’t directly sign new lease agreements with tenants. Lease agreements remain between the property owner and the tenant. That said, we are here to provide guidance throughout the leasing process, ensuring everything complies with legal standards and your preferences. Our goal is to maintain a positive landlord-tenant relationship and create a hassle-free experience for everyone involved.

The responsibility for utilities is ultimately determined by you as the property owner. However, it’s common practice for tenants to cover their own utility costs, which typically include water, electricity, gas, and related services. You can decide how you'd like to handle this based on your preferences and lease agreement terms.

We offer multiple convenient payment options for tenants. They can deliver cashier's checks or money orders directly to our office or drop them off in our secure office drop box.

For added convenience, tenants can also pay rent online through our secure website portal. This portal allows for one-time payments, recurring withdrawals from their checking or savings accounts, or payments via credit card.

The cost of an eviction is the responsibility of the property owner. If an eviction becomes necessary, we will proceed with the process after obtaining your approval. As part of our management services, there are no additional fees from Legacy Property Management for managing the eviction.

Eviction costs generally range from $500 to $1,000, which is paid directly to the eviction attorney. We work closely with attorneys who specialize in real estate and property management law to ensure a swift and efficient resolution. Any eviction cases are promptly referred to these legal experts to handle the situation professionally.

Our priority is to protect your interests and manage any eviction cases with care and expertise, minimizing disruptions to your property and rental income.

No, tenants will not have access to your personal contact information. To protect your privacy and ensure a smooth communication process, all tenant interactions are handled through Legacy Property Management. We ask that you avoid contacting tenants directly and instead allow us to manage all communications.

By centralizing communication through our team, we ensure that all matters are handled professionally, efficiently, and in line with legal and privacy standards. This approach helps maintain clear boundaries and fosters a positive relationship between you, the tenants, and our management team. If you ever have concerns or questions, feel free to contact us, and we’ll address them promptly on your behalf.

No, as a standard practice, prospective tenants are always accompanied by our Property Manager during property viewings. This ensures a secure and professional process throughout the showing.

Yes! We offer flexible "à la carte services", allowing you to select the specific services that meet your needs. You'll only be charged for the services you choose to utilize. We offer three levels of service, designed to support your unique requirements:

• Tenant Procurement Only: We handle the tenant search process to find reliable tenants for your property.
• Tenant Background/Credit Check: We conduct thorough background and credit checks on prospective tenants to help you find trustworthy occupants.
• Tenant Lease and Addenda Preparation: Our team prepares the lease agreement and any necessary addenda, ensuring all legal terms are clearly outlined.

To learn more about each option, feel free to contact us. We’re happy to provide further details and help you select the services that best suit your property management needs. Your satisfaction is our priority.

At Legacy Property Management, we pride ourselves on delivering exceptional service to our residents, setting a high standard for quality and satisfaction.

• Top-Quality Rental Units: We partner with professional and trustworthy vendors—painters, handymen, plumbers, carpet cleaners, and more—to ensure your rental unit is in excellent condition. Every unit is thoroughly inspected before move-in to meet the highest standards.
• 24/7 Maintenance Support: Emergencies can happen anytime, so we’re available 24/7 to address urgent maintenance issues and ensure your peace of mind.
• Detailed Property Documentation: We provide thorough Move-in and Move-out Inventory forms to document the condition of your property, ensuring transparency and accountability.
• Secure Deposit Handling: Your deposits are held in an FDIC-insured bank, guaranteeing the security of your funds.
• Clear Lease Review: Upon signing your lease, you'll meet with your property manager to review all terms, ensuring you fully understand your responsibilities under the lease agreement.
• Licensed Real Estate Professionals: Our property managers are fully licensed and compliant with state regulations, ensuring you receive professional and reliable service.
• Responsive Communication: We are committed to excellent communication, promptly returning all calls and inquiries. Our centrally located offices make it easy to reach us whenever needed.

We are dedicated to providing you with an outstanding rental experience, with professionalism and attention to every detail. Your satisfaction is our priority, and we are here to exceed your expectations throughout your tenancy.

We ask that all maintenance requests be submitted directly to us through our “Maintenance Request” process. Please note that we cannot reimburse you for any repairs done without prior written approval from our team. Your satisfaction is important, and we are committed to addressing and approving necessary repairs promptly. Simply reach out to us through the designated channels, and we’ll ensure your property’s maintenance needs are handled professionally.

If you wish to get a pet either when moving in or later during your lease, it's important to first review your lease agreement. Some properties may have specific pet policies, including pet deposits, pet rent, or breed restrictions. If pets are allowed, you'll need to inform us, and we’ll guide you through any additional steps such as updating the lease or paying any required pet fees.

Be sure to reach out to us before bringing a pet into your home to ensure everything is handled properly and in compliance with the lease terms.

Yes, we can! Many property owners are capable of managing their rentals but may need assistance with finding and screening the right tenants. We offer tenant placement services where we handle everything from marketing your property and screening potential tenants to executing the lease, documenting the move-in, and collecting the first month’s rent. Once these tasks are completed, we’ll return the property to you for ongoing management.

For details on our services and fee structure, feel free to contact our property managers.

We ask that you seek prior approval from us before making any upgrades, such as painting or cosmetic changes, to the property. This allows us to obtain the owner's consent and discuss important details like color choices and preferred brands. It's essential to follow this procedure, as any unapproved changes may result in charges to restore the property to its original condition.

In case of life-threatening emergencies such as fires or floods, please call 911 immediately. For other urgent matters, please contact our office at (650) 241-3888 Ext 2 for assistance.

Tenants are not responsible for routine repairs due to normal wear and tear. However, any damages beyond normal wear and tear, such as broken windows or holes in walls, are the tenant’s responsibility. Depending on the severity of the damage, Legacy Property Management may require professional repairs, which will be billed to the tenant or deducted from the security deposit.

No, smoking is strictly prohibited inside the units and in all common areas. We are committed to maintaining a clean and healthy environment for all residents, ensuring a pleasant living experience for everyone.

If you’re interested in renting a property from Legacy Property Management, follow these steps to secure it quickly:

• Submit Your Application: Visit our website to complete the application form, providing all necessary documentation for review.
• Contact the Property Manager: Reach out to our Property Manager immediately to express your interest and notify them that your application has been submitted.
• Verify Your Paperwork: Follow up to ensure we’ve received all required documents. This helps expedite the process.
• Fast Application Review: We strive to make quick application decisions, so expect a timely response.
• Approval Notification: Once approved, act quickly to proceed with the next steps.
• Prepare Cashier’s Checks: Obtain cashier’s checks for any required fees or deposits promptly.
• Schedule Lease Signing: Set an appointment to sign the lease as soon as possible. Please note that the property will not be held until the lease is signed and all payments are submitted.

By following these steps promptly, you’ll increase your chances of securing the property. If you have any questions or need further assistance, feel free to contact our Property Manager for guidance and support.

At Legacy Property Management, our leases typically have a minimum duration of one year. However, we recognize that some circumstances may require a shorter lease term. Depending on the season and the specific property, we may offer flexible lease options.

If you need a shorter lease, we encourage you to discuss your situation with our property managers. They will be happy to explore the available options and provide information about lease flexibility for certain properties.

At Legacy Property Management, we strive to accommodate your unique needs whenever possible. Feel free to reach out, and our team will work with you to find the best solution for your situation.

We strive to ensure a fair and efficient process for returning security deposits. Within 30-45 days of your move-out date, one of the following outcomes will occur:

• Full Refund: If your account is current and the move-out inspection shows no issues, you will receive your full security deposit promptly.
• Adjustment: If there are outstanding balances, the property was not left in satisfactory condition, or damages occurred, the necessary expenses will be deducted from your deposit.

We conduct thorough move-out inspections, and any deductions will be clearly detailed in a disposition statement. Our goal is to handle security deposits with transparency and fairness, ensuring a smooth process for you.

If you have any questions or need further clarification about the security deposit process, please feel free to contact us. We’re here to assist you.

Rent is typically due on the 1st day of each month. Payments are considered late if not received by the end of the 5th day of the month.

Managing a community can be a complex and time-consuming responsibility for volunteers. By hiring a professional management company, day-to-day operations are handled expertly, allowing you to enjoy your community without the burden of these tasks.

Relying on volunteer homeowners for mandated services can create uneven workloads and strain relationships, as no one wants to ask neighbors to handle tasks like maintenance or repairs. Managing insurance, contractors, maintenance, legal matters, and enforcement can be overwhelming for those without experience.

A professional management company ensures that these services are managed efficiently by trained experts. Well-managed communities often maintain higher property values, benefiting all residents.

Community management is multifaceted, involving financial, administrative, and physical property tasks. Our expertise and proven processes ensure that operations run smoothly, even when board members change. We work closely with the board to establish Policies and Procedures, ensuring consistency and smooth transitions during leadership changes.

The benefits of professional management are vast, helping communities run efficiently and thrive. We’d love to meet with you to discuss how our management services can enhance your community.

Standard closing requests are processed within 5 business days, excluding weekends and holidays. For urgent situations, we also offer rush processing options to accommodate faster turnaround times if needed.

A Homeowner’s Association (HOA) is a not-for-profit organization registered with the state and governed by an elected Board of Directors. The HOA's primary role is to maintain common areas and enforce community rules outlined in legal documents like Covenants, Conditions, and Restrictions (CC&Rs) and Bylaws.

HOAs can be established for various property types, including single-family homes, condominiums, and townhomes. Typically, the community developer sets up the HOA and its rules through the Declaration of CC&Rs.

The HOA ensures that homeowners comply with these rules to maintain property values and the quality of life in the community. Membership is usually mandatory, with dues collected regularly to cover maintenance costs. Special assessments may be required for larger projects or unexpected expenses.

The Board of Directors, made up of volunteer homeowners, manages the HOA, often hiring a professional management company to handle tasks such as maintenance, bookkeeping, and dues collection, ensuring the community runs efficiently.

At Legacy Property Management, we offer tailored management services to meet the unique needs of HOAs, providing expert guidance to help communities thrive.

Homeowner’s Associations (HOAs) play a crucial role in managing and maintaining the community. Key functions and services provided by an HOA include:

• Dues Collection and Financial Management: HOAs collect dues from homeowners to cover expenses and maintain transparent financial statements for accountable management.
• Enforcement of Deed Restrictions (CC&Rs): The association enforces Covenants, Conditions, and Restrictions (CC&Rs) related to home improvements, property appearance, usage rules, and noise control, helping preserve the community’s character and appeal.
• Common Area Maintenance: HOAs manage the upkeep of common areas like landscaping and snow removal, ensuring a clean and well-maintained environment for all residents.
• Recreation Facility Maintenance: Associations oversee the care of recreational amenities, such as clubhouses and pools, to provide enjoyable spaces for community use.
• Insurance Coverage: HOAs secure liability and Workers' Compensation insurance to protect the community and its members.
• Board Meetings and Annual Member Meetings: Regular Board meetings are held to make key decisions for the community, while annual meetings provide an opportunity for all association members to engage and offer input.

The Governing Documents of your association include essential guidelines that define the rules and regulations for the community. These documents typically consist of:

• Articles of Incorporation: This legal document establishes the association as a corporation, outlining its purpose and structure.
• Bylaws: The Bylaws detail the internal rules for the association’s operations, including the roles and responsibilities of its members, officers, and Board of Directors.
• Declaration of Covenants, Conditions, and Restrictions (CC&Rs): The CC&Rs set the fundamental rules homeowners must follow, covering property use, architectural standards, and maintenance responsibilities.
• Rules and Regulations: These additional rules are created by the association to address specific community needs and provide guidance on various matters.
• Resolutions and Guidelines: The association may adopt resolutions or guidelines to handle specific issues or establish procedures for effective management.

The Articles of Incorporation are the foundational legal document that establishes the association as a corporation under Virginia’s Corporation Codes. This document outlines the association’s corporate structure and formalizes its existence as a legal entity.

By following the regulations in the Articles of Incorporation, the association is officially recognized as a corporation within Virginia. This legal framework allows the association to conduct business, manage finances, and govern the community in compliance with state laws.

The Covenants, Conditions, and Restrictions (CC&Rs) are key legal documents that outline the rules and regulations for operating a planned community as a non-profit corporation. These CC&Rs are recorded with the County recorder’s office where the property is located and are part of the title for every homeowner within the community.

All homeowners are required to comply with the CC&Rs. Failure to follow these rules can result in penalties, such as fines imposed by the association, to maintain order, protect property values, and foster a harmonious living environment for all residents.

The Bylaws are crucial documents that govern the operation of the association as a non-profit corporation, providing guidelines for its efficient functioning. Key aspects covered by the Bylaws include:

• Board of Directors’ Duties: Defines the roles and responsibilities of the Board members in decision-making and community oversight.
• Terms of Directors: Specifies the length of terms for Directors and the timing of elections or appointments.
• Membership Voting Rights: Establishes the voting rights of association members and outlines the procedures for member participation in key decisions.
• Meetings and Notices: Details the requirements for conducting regular and special meetings, as well as the process for notifying members.
• Principal Office of the Association: Identifies the primary location where the association handles its administrative tasks.
• Other Specific Items: Covers additional essential details necessary for running the association as a well-organized entity.

In most cases, unless a dispute affects common areas or violates the association’s governing rules, there are no specific regulations in place to address homeowner disagreements. Homeowners are generally encouraged to resolve their disputes directly with one another.

In a community association or HOA, the Board of Directors is responsible for overseeing and managing the association's affairs. Directors are typically elected or appointed by the community's members, and the Board is made up of individuals holding specific roles, such as Chair/President, Vice President, Secretary, and Treasurer.

The powers and responsibilities of the Board are outlined in the association’s governing documents, particularly in the CC&Rs and Bylaws. These documents provide the legal framework for the association and define the scope of authority granted to the Directors.

The Board of Directors plays a key role in managing the community’s assets, ensuring financial stability, and setting policies and regulations for the use of common areas. Acting as fiduciaries, they are committed to making decisions in the best interest of the association, as outlined in the Governing Documents.

Their responsibilities include collecting assessments, managing payments for services, and overseeing all major decisions related to the community. The Board is made up of individual homeowners within the association, elected by fellow members, and is responsible for governing the affairs of the Homeowners Association.

The best way to contact the Board of Directors is through your community’s Association Manager. You can share your inquiries and concerns with them, and they will relay the information to the Board for discussion and guidance.

Using the Association Manager as a point of contact helps streamline communication, ensuring the Board is well-informed on specific issues. Additionally, if your association has a website, you may find the names and contact information of the current Board members posted there.

At Legacy Property Management, we serve as the primary point of contact for your Association and its Board of Directors. Please note that Board members are volunteers who dedicate their time without compensation. To protect their privacy and comply with legal regulations, we do not share personal information, including addresses or phone numbers, of Board members.

All communications for the Board should be directed through us to ensure the privacy and confidentiality of all residents.

Generally, any member of the Association in good standing (meaning no overdue dues or unresolved violations) is eligible to run for the Board of Directors. Before the annual election, the Association typically distributes candidate solicitation forms several months in advance. If you're interested in running, simply complete the form and submit it to the management office for consideration.

Serving on the Board gives you the opportunity to actively shape the future of your community.

The responsibilities within an association are divided as follows:

• Board of Directors: The Board holds the primary authority and is responsible for establishing key policies and procedures for the association.
• Management Company: Operating under the Board’s direction, the Management Company implements these policies and handles the day-to-day operations, overseeing community affairs and serving as the main point of contact for residents.
• Committees: Committees, such as the Architectural, Rules, or Grounds Committees, conduct research and provide recommendations to the Board, which makes the final decisions based on their input.
• Sub-Contractors: Professional sub-contractors are hired to perform specific services for the community. The Management Company oversees and coordinates their work to ensure it meets the association’s standards.

As a member of a Homeowners Association (HOA), your rights and authority are outlined in the governing documents and typically include the following:

• Electing/Removing Board Members: You have the right to vote in the election or removal of Board members, allowing you to influence the leadership and direction of the association.
• Calling Special Meetings: Members can request and call special meetings to address urgent or important matters requiring immediate attention.
• Voting on Amendments to CC&Rs and Bylaws: You have the authority to vote on changes to the Covenants, Conditions, and Restrictions (CC&Rs) and bylaws, giving you a voice in shaping the community’s rules and regulations.
• Right to Be Heard: You have the right to present your concerns and opinions to the Board, especially regarding violations of the governing documents or architectural approval issues, ensuring your views are considered in the decision-making process.