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Frequently asked questions
OWNer faq | PROPERTY MANAGEMENT
For your convenience, we’ve put together a list of answers to the most common questions we receive about property management, including questions related to management fees. If you don’t see your question addressed below, please feel free to reach out to us anytime.
What if rent payment is late?
Rent is due on the 1st and late on 3rd of each month. If rent has not been received by the morning of the 4th, we automatically issue the tenant a 3-Day Notice for Failure to Pay Rent (as permitted under Florida law).
This notice typically prompts immediate action from the tenant. In most cases, rent is paid promptly or the tenant communicates with us regarding the issue, at which point we keep the Owner informed. Because we enforce this policy consistently and without exception, issues with delinquent rent are minimal. If the 3rd falls on a weekend or legal holiday, enforcement begins on the next business day.
What if tenant creates damage?
If property damage is identified, we issue the tenant a 7-Day Notice of Non-Compliance to correct the issue. We calendar a follow-up inspection to confirm the matter has been resolved.
If the damage presents a safety concern or may result in further damage to the property, we will arrange for repairs to be completed immediately to remain in compliance with the lease and applicable law, and the tenant will be billed accordingly.
The Owner will be reimbursed for these costs as soon as payment is collected from the tenant. If the tenant does not remit payment upon invoice, late fees will accrue daily until the balance is paid and they risk being evicted.
Significant property damage is rare. However, if it does occur, the same policy applies. In those cases, we will obtain repair estimates and require the tenant to pay the cost of repairs with the following month’s rent or as otherwise permitted under the lease.
In some cases, tenants may request a payment plan, which is often preferable to waiting until move-out and attempting to recover costs from the security deposit. Historically, these matters are typically resolved through structured payment plans or verification of tenant-completed repairs. However, if the tenant fails to comply, we will promptly notify the Owner to review available options, including eviction and/or collections.
What happens if Tenant is not taking care of lawn?
If a tenant fails to maintain the lawn, we issue a 7-Day Notice of Non-Compliance and schedule a reinspection at the expiration of the notice period. If the tenant does not correct the issue, we will arrange for lawn service to be completed and bill the tenant for the cost.The Owner will be reimbursed as soon as payment is collected from the tenant. If payment is not made upon invoice, daily late fees will accrue until the balance is paid.
This process typically resolves the issue quickly.For properties located in communities with closely spaced homes, we strongly recommend maintaining ongoing lawn fertilization and pest control services. Without regular treatment, lawns are highly susceptible to chinch bugs, which are commonly drawn to untreated neighboring yards and can cause significant damage.
What if Tenant brings in unauthorized pet?
If a tenant brings an unauthorized pet into the property, it is typically discovered during our routine inspections. Upon confirmation, we issue a 7-Day Notice of Non-Compliance requiring the tenant to either obtain written approval for the pet or remove it from the property.
If the pet is approved, an additional pet rent of $30 per month, per pet, is added to the lease.If the Owner does not approve the pet, the tenant is required to remove it. We then conduct an unannounced re-inspection to confirm compliance.
If the unauthorized pet remains, the tenant will be charged applicable pet fees and will still be required to remove the animal. If the tenant continues to be non-compliant, we will contact the Owner to review available options, including eviction.
What happens if Tenant has an unauthorized person living in the property?
If an unauthorized occupant is found living in the property, we issue a 7-Day Notice of Non-Compliance. The tenant is advised that all occupants must be approved and added to the lease, and that failure to comply may result in eviction of all tenants.In most cases, this notice prompts the tenant to come into compliance by properly applying for and adding the additional occupant to the lease. If the tenant does not comply, we will contact the Owner to review available options, including eviction.
What happens if there are HOA complaints?
If an HOA violation occurs, we work proactively with both the tenant and the Homeowners Association to resolve the issue promptly. We make a point to introduce ourselves to neighboring residents and the HOA so they know who we are and can contact us if concerns arise. This allows the HOA and neighbors to act as additional “eyes and ears” for the property when we are not on site.
We also the home owner to contact the HOA’s management company to formally notify them that we are the property’s management company and provide our contact information, ensuring that any notices or violations are directed to us quickly so they can be addressed without delay.
If we get a complaint we thank them for looking out for the home and let them know that we will be giving the tenants 7 days to rectify the problem and we follow up with that notice once it expires.
We ask them to be sure and call or email if the tenant doesn’t take care of the problem, or if they ever have any other problems with the tenant. If it is a serious issue, we will get photos or even police reports (if applicable) to assist with documentation.
What are the Local ordinances I need to comply with?
The City of Gainesville keeps a very close patrol on residential rental properties. Some typical problems they fine for are: parking on the yard, loud noise, grass not being cut, condition of property not up to codes, more than three unrelated people living in a residential neighborhood, garbage not picked up, etc. We make sure and work closely with them so that they will work well with us. If we receive a notice from the city we will contact the tenant right away and make sure they fix the problem, and then contact the city to let them know we verified it has been taken care of.
What are the Legal maintenance requirements for property management?
The city codes, law and the lease sets guidelines for the condition that the property must be maintained in. Basically the property must always be kept up to building codes and lawn taken care of as needed. The lease requires that we maintain everything in the home in good working order as a part of our property management services. If your air conditioner, heater, hot water heater, appliances, etc. break down, we must fix it.
The tenant is renting the home with all of the items in working condition and could legally retain rent if we don’t continue to keep the home maintained. This is critical when it comes to serious problems such as roof replacement, drain field replacement, electrical problems, and anything relating to safety and security of the home and the tenants and their belongings while in the home. We are well versed in this area and will be sure that your property stays in compliance.
What happens if mold is discovered on the property?
Mold can be very dangerous to some people. Most mold is due from a leak of some sort. If your property develops a leak that is not quickly caught and remediated, mold will develop. Sometimes the leak can be in an area that you don’t see like a roof or a slow leak in a plumbing pipe in the wall etc. If this is the case you will often get a work order request from the tenant complaining they smell mold or they see mold.
Our property manager will immediately assess the property and take pictures if she finds an affected area, and send out the necessary repair people. Once the leak is stopped, mold remediation may be needed by a certified company. The work needs to be started immediately and carefully to contain the mold from spreading.
If this were to happen our property manager will contact you and keep you advised of the progress and answer any questions you may have. Mold is an additional rider on most insurance policies. We recommend you add it to yours.
Environmental mold is mold not from a leak but due to a moisture build up inside the home caused from the way it is being used. It is from air not allowed to circulate and dry.
If this were to happen our property manager will contact you and keep you advised of the progress and answer any questions you may have. Mold is an additional rider on most insurance policies. We recommend you add it to yours.
Environmental mold is mold not from a leak but due to a moisture build up inside the home caused from the way it is being used. It is from air not allowed to circulate and dry.
This can be from excessive hot showers without venting the bathroom or keeping heavy shades on windows, doors in the home closed, heat or air not being ran which dries out the air. It is common in concrete block homes and we educate our tenants on how to prevent mold build-up.
Tenants are required to run their air conditioning system and heating systems in a reasonable manner and to properly ventilate the home. Tenants are encouraged to report any sighted mold in order to address it in a timely manner. Owners are encouraged to install ceiling fans in bedrooms and exhaust fans in the bathrooms to help prevent mold issues. If the mold is found to be dangerous to residents, the tenants will need to vacate the property until a mold remediation company can come to the property.
Non United States Citizens required form
Owners who are not U.S. citizens or U.S. residents are subject to additional federal tax reporting requirements. The IRS requires property managers to withhold a portion of rental income and remit it on the Owner’s behalf unless proper documentation is provided.To comply with federal regulations, non-U.S. citizen Owners must provide the appropriate IRS forms (such as a completed W-8 series form and any required withholding documentation) prior to rental income being disbursed. If the required forms are not provided, we are legally required to withhold the applicable percentage of rental proceeds and submit it to the IRS as mandated.We strongly recommend that non-U.S. citizen Owners consult with a qualified CPA or tax professional familiar with U.S. real estate and FIRPTA-related requirements to ensure proper compliance and to determine whether any withholding reductions or exemptions may apply.
Property Management Contract | typical questions and answers
Why do I have to pay you a terminate fee of $300 if you were not able to secure me a tenant?
As a Gainesville-Lake City rental management company, we invest significant time and effort into preparing each property for management and for the rental market. This process includes professional photography and video documentation, detailed reports, and thorough records of appliances, warranties, HOA information, and school zones. This upfront preparation allows us to market the property effectively, manage it efficiently, and protect the Owner’s interests from the very beginning.
We also market the property across numerous rental websites and distribute information to realtors, corporate contacts, and other referral channels.
Our team coordinates showings, responds to inquiries, and answers questions from prospective tenants throughout the leasing process.All of this work is performed without any upfront payment.
Our compensation is earned only after a tenant is secured and rent is collected, at which time our fee is deducted from the first month’s rent. The $300 termination fee does not fully cover the significant upfront time and marketing expenses incurred; however, it helps offset a portion of those costs.
If you are uncertain about renting the property, we recommend waiting to engage our services until you are ready to proceed. Once a management agreement has been signed and preparation and marketing have begun, a termination fee will be assessed if the decision to rent is reversed.
Do I have to pay you to prepare my property for the tenant or can I do that myself?
During the course of management, Owners are welcome to complete repairs or improvements between tenants themselves if they prefer. Please keep in mind, however, that travel expenses and extended vacancy time—often resulting in several weeks of lost rent—may exceed any perceived cost savings.
Our team is experienced in turning properties efficiently to minimize downtime and lost income.If the Owner requests that we coordinate the initial make-ready work prior to securing the first tenant, a 15% coordination markup will apply. This fee reflects the time and oversight involved, as management fees are not being collected during this pre-leasing period.The management agreement provides that management fees are earned through the end of the lease term.
That said, if the Owner believes we are not fulfilling the duties for which we were engaged, the Owner may request termination of our services without penalty. Our goal is always to provide responsive, professional management that earns your continued confidence.
If we fail to provide the management services outlined in our contract and information packet, we would be in violation of our agreement. In that event, we ask that the Owner first notify us of the concern and allow us a reasonable opportunity to address and correct the issue. If the matter cannot be resolved and a contractual violation has occurred, the Owner may terminate the agreement without penalty.
Secure Investments Realty & Management Corp. maintains a strong reputation for quality service, and we value the trust our clients place in us. If a mistake occurs, we are committed to correcting it promptly and professionally so we can move forward and maintain a positive and productive business relationship
What happens if tenant does not make good on a check within 10 days? How long before a possible eviction?
Fortunately, we have rarely encountered this type of situation. If it were to occur, our first step would be to turn the matter over to the State Attorney’s Office for appropriate action. We would also issue the required 3-Day Notice for Failure to Pay Rent. If the tenant does not cure the default within the notice period, and upon the Owner’s approval, the file would be referred to an attorney to proceed with eviction.
The eviction process typically takes approximately 30 days and costs about $850-1000. If the owner has elected to use our the Attorney-Prepared Lease program, the lease is drafted by an attorney and defended by that attorney in the event of an eviction at no additional cost. This functions similarly to a prepaid legal service and is strongly recommended. Eviction situations are extremely rare within our portfolio. Over the past 12 years, while managing an average of 120 properties, we have completed only 1 eviction. This low number reflects our strict tenant screening standards, including thorough credit and reference checks conducted prior to lease approval.
Your contract states you will charge a 6% commission if the tenant you secured buys the property. I don’t want to be obligated to sell my home through your company and pay you a commission.
This provision applies only if a current tenant—someone with whom we have an active lease—approaches us to ask whether the Owner would consider selling the property. In that event, we would notify the Owner. If the Owner expresses interest and we are able to successfully negotiate a mutually acceptable sales contract between the parties, a real estate commission of 6% would apply.
The Owner is under no obligation to list the property for sale with us, and this clause does not require or automatically create a listing agreement.
If another broker sells the property do we still owe you a 6% commission?
The only circumstance in which we would participate in a sales commission is if the current tenant purchases the property. In that event, we would present the tenant’s offer to the Owner and facilitate the transaction in the capacity of a transaction broker, handling the purchase and sale process from contract through closing. This provision does not require the Owner to list the property for sale with us and does not apply to sales involving non-tenant buyers.
However, if you have a Realtor that you have been working with that referred you to us then I would ask that you contact that person and we would work together on it and split the commission.
Is the monthly association fee something that can be assessed in addition to rent?
It is standard for the homeowner to pay the association fee monthly and not the tenant.
With regard to pets, if I were to allow a small pet, could the damage deposit be adjusted? If so what are the reasonable ranges? If there were damages above the damage deposit amount could these be recovered?
Approximately 75% of renters have pets, so a strict “no pets” policy significantly reduces the potential tenant pool. When pets are approved, tenants are charged an additional pet rent of $30 per pet, per month, which is remitted to the Owner as additional rent.
We conduct property inspections every four months and require tenants to address any damage identified. It is rare for pet-related damage to exceed the security deposit.
In addition, we restrict breeds that are commonly identified by veterinarians, insurance carriers, and liability risk assessments as potentially dangerous. Restricted breeds typically include, but are not limited to: Pit Bull and Pit Bull–type breeds, Rottweilers, Dobermans, German Shepherds, Chows, Bullmastiffs and other Mastiffs, Akitas, and wolf hybrids.
With regard to possible eviction, can those fees be associated with a lawyer and the process be designated to be recovered from the tenant?
Tenants may be charged for the legal costs associated with an eviction. However, in many eviction situations, the tenant may have limited ability to pay. In those cases, the remaining balance may need to be referred to collections and reported to the tenant’s credit history.That said, it is uncommon for tenants to leave owing a balance after the security deposit has been applied. Our periodic inspections, strict application standards, and thorough screening process significantly reduce this risk. This proactive approach to tenant selection and ongoing oversight is an essential part of effective rental property management.
Why can't you contact me for all repairs and why can't I take care of them myself?
We will notify you of, and obtain your approval for, all non-emergency repairs exceeding $300. For repairs under this amount, or for emergency situations, we will proceed as necessary to protect the property and deduct the cost from your owner distribution.This policy is standard in residential property management and serves several important purposes. It allows us to manage the day-to-day operations of your property efficiently and respond promptly to urgent issues without delay. In emergency situations—such as a burst pipe or overflowing toilet—waiting for owner approval could result in increased damage and higher repair costs. Handling these matters quickly and professionally is a core responsibility of property management and an essential part of the service you have engaged us to provide.
This policy allows minor repairs to be completed immediately when a vendor is already on site, rather than requiring an estimate, owner approval, and a second service visit.
Requiring multiple trips would result in additional trip charges to the Owner and unnecessary delays. It is also more convenient for tenants, who typically do not respond well to having to schedule multiple appointments with a vendor for a minor repair.
It is not practical to contact the Owner prior to every repair due to the scheduling challenges involved with coordinating tenants and vendors. There is also no guarantee that the Owner would be immediately reachable when a repair is needed and both the tenant and vendor are available. This concern is generally minimal for repairs exceeding $300, as larger projects typically require additional preparation, parts sourcing, or estimates, which allows sufficient time to obtain Owner approval in advance.
For liability and compliance reasons, we must retain control over necessary maintenance. When a tenant signs a lease with our office, they reasonably expect repairs to be completed properly and in a timely manner, and we have both a legal and ethical obligation to ensure that standard is met.
We also have a duty to act fairly on the Owner’s behalf and to protect the Owner’s interests, and we take that responsibility very seriously. We do not authorize unnecessary maintenance, we work only with qualified vendors who charge fair and competitive rates, and we address repair issues promptly to protect both the Owner and the property. This structured approach to maintenance is a key factor in the success of our office. We appreciate your understanding of these policies and your continued trust in us to manage your property responsibly and in your best interests.
Why should I sign up for the attorney prepare lease program for $100?
Every prospective tenant is subject to a thorough criminal background check as well as a careful review of their credit history. Only those who pass our screening process will be approved.
While we expect every tenant to meet his/her obligations pursuant to our lease agreement and Florida law, infrequently a tenant violates the lease in some manner or fails to make the rental payments as required. Be assured your property manager will make every effort to resolve the problem and cure the non-compliance. So long as your property is not in foreclosure if an eviction becomes necessary, the program offers a discount for the services.
Eviction runs anywhere from $500 - $1200 depending on how many tenants are on the lease need to be served. If you are enrolled in the attorney lease program, it cuts the cost almost in half.
Secure Investments Realty & Management Corp. has retained an attorney with more than 28 years of experience who specializes in landlord-tenant law to protect your rights at no cost. You will not be charged for any of the following eviction related expenses:
In summary, if an eviction is necessary, it will be pursued at a discount. Your property manager will coordinate with the attorney.
The following costs or services are not provided:
Our staff has ongoing property management training. We strive to provide you with exceptional customer service and are a premier Gainesville-Lake City Real Estate Management Company. Make sure to check out our property management rental listings.
Client Testimonials
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I’ve never owned a property that I put up for rent until now. We were trying to sell our house, and the market wasn’t moving, so my realtor suggested Tanya.
Honestly, I don’t know what I would have done without her. I was completely clueless, and she held my hand every step of the way.
I feel 100% confident and safe that she is going to make sure my property is taken care of well. She is so professional and competent…
Kimberly Rice
Homeowner
I picked Secure Investments realty just based off the reviews online and now I know why those reviews are so helpful. Tanya and her team are wonderful to work with.
They are dedicated and thorough and will be with you every step along the way. They provide continuous communication throughout the process and answer any questions you may have.
They were able to post my property and get it rented within 30 days! Talk about a dedicated team! The Secure Investments team is professional, friendly, dedicated, and a pleasure to work with.
I'm very happy with my choice to go with Secure Investments Realty and you will be too!
Audrey Kirby
Homeowner
Secure investments realty manages our property and I could not ask for a more professional group of people to be associated with.
I never have to worry if the property or the tenants have been cared for.
Anthony Browne
Homeowner
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