Central Square
617-876-1800
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Davis Square
617-666-5031
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Porter Square
617-684-8000
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Landlord Frequently Asked Questions
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Question: What can Apartment Rental Experts do for me?
Answer: At Apartment Rental Experts we have access to the best tenants
because of:
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our high profile locations
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our commitment to the internet
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and because of our strong reputation.
All 3 of our office locations are:
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On the Redline,
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Open 7 Days a Week
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Staffed by Trained Rental Professionals.
We advertise extensively all over the internet, and
we maintain a website that lists our available apartments. Also, we have always
treated our tenant-customers with respect. We make their life easier, and as a result
many qualified applicants are referred to us by their friends. The Cambridge-Somerville
market is internet savvy and revolves around the MBTA redline – and those are the places
where we are most visible.
Of course, we cover the basics:
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FREE access to all RHA:
- Rental Forms
- Leases
- Lead Law Notifications
- Receipts
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FREE preview with Digital Photos
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Unlimited FREE showings and in general no charge
to list your apartment
We also run FREE credit checks on applicants we bring you, check landlord
references, any personal references that apply, and we will also scan in
and upload any addendums or special provisions that you want attached to your lease onto our server.
But what it really comes down to is people. If you want to know what we are about drop by
one of our offices and chat up a manager:
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Al in Davis Square
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Tim in Central Square
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Will in Porter Squaer
These guys have experience coming out their ears and are a lot of fun to talk with about rentals,
the Pats (well, not Will, he knows nothing about sports but has other worthwhile qualities), or that
mystery man , The Market.
And our broker, Dave Scott, is easy to reach:
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direct line: 617-684-8002
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email: dave@ApartmentX.com
We rent apartments. It’s our thing, and we are committed to giving you our best.
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Question: If I list with you am I going to have 30 agents calling me and driving me crazy?
Answer: We do have 30 agents, and they will work hard to rent your place. However,
we also have a centralized listing and update system that you can use to give special showing
instructions or limits on when to call. In the past in order to have 30 agents on the job
you would have had to call several companies and re-explain your preferences every time.
The same goes when you would update a listing. At Apartment Rental Experts one call updates
everyone, which makes your life easier.
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Question: What is the market like?
Answer: We get this question a lot, and the good news is that the rental market is better in
the summer of ’06 than it has been for the last few years. That said, the last few years were rough.
Rents peaked around July of ’01, but the market was already softening before 9/11. The two years after
that were volatile. Some rents dropped by as much as 20%, and vacancy became an issue for the first time
in years. Many renters lost their jobs and many of those with jobs became buyers in the ultra low
interest rate environment. But last year saw signs of strength in the rental market. The tech sector
in Boston is hiring, Kendall Sq is filling back up, and interest rates are not what they used to be.
We are not back to the boom, but the rental market is catching back up to the rest of the economy.
We look forward to seeing what lies ahead.
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Question: How can I get more rent for my apartment?
Question:There it is. The big question. Let’s look at two strategies, the first involves spending
no money and the second spending at least a little. So for the FREE options:
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Free Option:
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First, get your listing out EARLY. Especially if you have turnovers for June – September it is
essential to list you apartment at least 45-60 days before the availability date. That way you
can test the market a little and still have time to adjust the rent down if you have to.
90 or more days is not a bad idea, especially if you have a multi-bedroom unit.
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Second, keep the building common areas and grounds clean and tidy.
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Third, communicate with you tenants and be sure that you and/or we can easily show the apartment
with reasonable notice – and get us a key if at all possible!
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And fourth, be available to review applications – it’s hard to close a deal with someone we can’t
find.
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Then there’s the trump card: consider taking a dog! Not any dog. Doggie references may be as
important as people ones. But many great tenants are turned away because of their dog and will
pay a premium for a decent apartment.
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Non-Free Option:
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Obviously, people will pay more for a nicer place.
But be careful not to overdo it.
If you want to gut a place then go for it.
These days quality is paying off more than ever, and there is strong demand for $2000+
2 bedrooms close to the T. But often just a:
- good cleaning
- maybe a paint job
- or better yet a floor sanding will make a tired place shine.
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Another cheap upgrade is adding
electrical sockets (by a licensed electrician!!) and cable and phone jacks -- especially
important for the internet thirsty clientele that rents around here.
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Also, a dishwasher on wheels is a cheap and very significant upgrade.
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Even a wire rack for pot storage with a butcher block top can make a big difference.
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If you don’t have laundry facilities, consider adding them.
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And if you really want to set yourself apart consider having your unit deleaded.
This is a wise move for liability reasons and also attracts excellent tenants.
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Question: How can I get better tenants?
Answer: The most important thing is to price your unit carefully
so that you get top rent but
can still be picky. If you price it so high that only one person applies after 6 weeks on the market,
you might be tempted to let some things slide. But if you can generate solid applicants in a
reasonable time frame you will feel comfortable maintaining high standards.
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Question: What do I have to do to get my place rented quicker?
Answer:
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First, cover the basics: get your listing out at least 45 and ideally 60-90 days before
the availability date. Try to get us and any agency you list with a key if at all possible.
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And the next point is essential: make sure your tenants are ok
with how the apartment will be
shown and treat them with respect – unhappy tenants can make a place very difficult to show.
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Also, you might clean up the yard and common areas a little, and maybe even offer a free cleaning
to your tenants so that when we show the place that hint of pinesol is in the air.
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But it comes down to price. Want a quick rental? Offer a great deal. Sometimes offering to pay the
full fee can be an excellent incentive. For a $1200 apartment paying the full fee instead of half is
worth $50/month in the first year, but then you have the apartment leased at a higher rate going in to
the second year and the cost of paying the fee becomes less significant.
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Question: How much do you charge?
Answer: We don’t charge you anything to:
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List
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Preview
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Photograph
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Show your apartment
We do have a fee equal to 1 month’s rent, but how this fee is paid varies. Most of the time the
landlord and tenant each pay half of the fee. But you can list as full fee to tenant or full fee
to you – there are advantages to both approaches. You should choose the approach that feels most
comfortable for you.
We can also run a credit report for you for $25 if you are swapping out tenants or something like that.
If you need full lease paperwork done for tenants that you find yourself we charge $200, but there
could be additional expenses if the paperwork gets complicated (co-signers, etc). Other arrangements
can be discussed on a case by case basis.
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Question: How does the process work?
Answer:
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If you want to list with us then start with a call or email to one of your offices. All the agents
are trained to take a listing which they distribute immediately so everyone knows your unit is
out there.
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Next, if we have not had the listing before, a manager will contact you to set up a preview and to discuss pricing, showing instructions, key arrangements, etc. You should also
let us know what sort of lease you want us to use and whether you have an addendum or special
provisions. Your level of involvement from then on is up to you.
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Once we have tenants interested in the apartment we will make the application
review process
simple, informative, and easy so that YOU can make an informed decision about whether or not
to accept and offer. We can handle all the lease paperwork with standard RHA forms or use
customized forms that you provide us. Your choice.
We hope you give us a shot.
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Question: Do I have to sign anything to list with you?
Answer: Simply put -- no.
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Question: Can I list with other offices?
Answer: Absolutely. Of course, we love to work with landlords who list with us exclusively. That sort of relationship endures from year to year, and we can become an extension of your personal or corporate business plan. In an exclusive arrangement we can also customize our service to your most exacting standards. But not everyone wants to list exclusively and that’s fine, too. The rental market is what it is, and we will work with you as you see fit. Hopefully, we will earn your respect and repeat business.
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Question: What are the advantages of listing exclusively with you?
Answer: Some people feel that they will get the best tenants if they list with every company in town for maximum exposure to the market. This is a valid approach but requires a lot of involvement on the part of the landlord. Not every office has the same policies. Not every office has the same standards of service. Be sure that you at least get to know the manager of any office you list with by name and be ready to be a gatekeeper. On the other hand you might pick just 2 or 3 companies to list with. This may allow peace of mind about exposure but also simplifies life a little. Finally, you may want to deal with only one company. If a rental agency knows that a landlord lists only with them then the stakes are very high to deliver.
We know you don’t want to be preached at about how Apartment Rental Experts is the best and we will make you so much money and solve all your problems. We are good but we aren’t perfect and may not be for everyone. But we have more offices, rent more apartments, and advertise far more than any rental agency in the Cambridge-Somerville market. If you are interested in having an exclusive rental brokerage as part of your team, please let us know.
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Question: How do you check to see if someone is qualified to rent my apartment?
Answer: Our process includes the following:
- Run credit checks
- Obtain verification of employment or other ability to pay
- Contact co-signers if necessary and have them sign notarized guarantor forms
- Check current and former landlord references
- Check any personal references that are necessary
- If there is more to the story (sometimes things get complicated) then we dig up the info for you.
- Then YOU, not we, decide whether or not to accept the application.
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Question: Should I take pets?
Answer: There are risks. Cat urine is very smelly and hard to eradicate. Dogs can be a nuisance to neighbors and some scratch woodwork. Rabbits, ferrets, birds, all have their issues. But people with pets cannot rent some apartments and therefore are often willing to pay more. If you simply never take pets you miss out on a potential premium from good pet owners who take care of their animals as well as they will take care of your property. They key is to check references, especially on a dog, and to make sure that cats are spayed or neutered. Also, tenants with great credit, stable jobs, and a good rental track record are also likely to be responsible pet owners who take their animal to the vet and don’t like smells any more than you do.
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Question: Can I charge for water usage?
Answer: Technically yes. Massachusetts passed a law allowing landlords to separately meter each unit for water usage and pass the bill on to tenants, similar to gas and electricity. However, there are a lot of details you must take care of. For example, you have to install not just a separate meter but also water saving devices throughout the unit and you need to contact the city and have an inspection to be sure you are in compliance before making tenants pay. You also have to properly notify tenants of the change, or the possibility of a change in the future. In short there are a lot of legal issues you should make yourself aware of. We cannot give legal advice, so we recommend that you call the city inspectional services department, research MA law, and be sure to do everything right.
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Question: What is the deal with this new carbon monoxide detector law?
Answer: In short you need a detector on every floor of every rental unit.
There will have to be an inspection when you go to sell, but you should not wait
until then to install detectors. Landlords are required to inspect detectors yearly
and must keep batteries in working order. This is a KEY POINT -- do not just read
what we have here. CO2 detectors are an important legal and safety issue, and if you
have questions you should go right to state certified sources or your lawyer to
make sure you are in compliance. Here are some links that you can consult:
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Question: What’s the deal with lead paint?
Answer: Massachusetts has some of the strictest lead paint laws in the nation.
The rules are set forth in the Massachusetts Lead Law Notification published by RHA
which is required to be included with every lease. The basic point is that legally,
in MA if a child under 6 moves into an apartment then you must have it inspected for
lead paint hazards. If lead is found but the dangers are not considered enough to
warrant immediate full-scale deleading, then you can apply for a letter of interim
control and some basic make-safe procedures can be set in motion. Or the inspector
may determine that you must delead immediately. A letter of interim control is good
for a year and can be renewed for a second year, but laws governing this process tend
to change with some frequency so you should consult with state certified sources to make
sure you comply. Full deleading is eventually required for all apartments where
there are children under 6 years old. Here are some links that you can consult:
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Question: Do I have to give tenants notice before I show the apartment?
Answer: Opinions vary on this point. Here is one point of view:
The best situation is where landlord and tenant are on good terms and amiably work out terms of entry. For the purposes of showing a unit, most tenants around here just want it over with quick and understand that making it easy to show is useful. In leases we prepare we write in that the tenant agrees to allow their apartment to be shown for rental by the landlord or agents of the landlord (or we can ad something else if you prefer). When we show we always call first and if a tenant says it’s a bad time we don’t go. It’s a good idea to give “reasonable notice” but what is reasonable is different for different people and it’s better to be sensitive and open to compromise than the fight.
One more thing – if tenants are familiar with the rental agency you use then they will be more open to making their unit available for showings. Familiarity breeds comfort and we are very well known in this market.
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Question: What if my tenants are giving me a hard time about showing their unit?
Answer: In short, be nice and try to work it out. Most tenants understand that a
landlord needs to get their unit rented and will be reasonable if treated with respect.
If a tenant really gets unreasonable then you may have to be firm and even have a lawyer send
a letter if necessary. But in most cases we find that calm discussion leads to a mutually
agreeable solution. 24 hour notice is usually adequate and often once tenants get familiar
with us they don’t mind if we come right over as long as we call first.
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Question: What do I have to do with the security deposit?
Answer: It needs to be held in a escrow account set up in the name of at least one of
the tenants. Your bank will know what needs to be done. When you set up the account you should
bring the application package with tenant social security #s and some banks require a W-9
as well.
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Question: What if a tenant wants to break their lease?
Answer: A lease is a binding legal contract, and the tenant is responsible to keep
paying the rent for the term of the lease until it re-rents. However, the landlord is supposed
to make a reasonable effort to re-rent the apartment, and in a lease break situation you
should keep records of where you list the apartment and how you advertise to show that
you are making an effort. Fees incurred by the landlord in the process of re-renting the unit
can be charged to the tenant breaking the lease.
The best bet is generally to try as hard as possible to re-rent the unit and then settle up
with the tenant. Some landlords include a lease break penalty as part of their lease or
addendum. This is a charge added on top of rent and is meant to cover costs associated with
getting the unit re-rented. Another option is to offer a tenant a buyout at a fixed price so
that tenant and landlord can wash their hands of each other and move on.
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Question: What if I need to send tenants a notice to quit or need to evict them?
Answer: Under the rules of our real estate license we are not allowed to give legal advice,
and this question involves sensitive legal issues. Many landlords and comfortable handling a
notice to quit by themselves. However, we strongly recommend that you hire an attorney if
eviction looks like even a remote possibility. MA law is complex and you need to be very
careful to do everything correctly.
That said, the best medicine is prevention. We hope that by using a good rental agency you
will increase your chances of getting the best tenants are therefore dealing with notices to
quit and eviction as little as possible.
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Question: What if people move in that are not on the lease?
Answer: Unless permission has been granted by the original lease, additional occupants
not on the lease are a violation of the contract. Again, if this is the route you want
to take you should consult an attorney, but you may be entitled to send a notice to quit.
However, as is often the case the best solution is usually compromise. Have the new resident
fill out an application so normal credit checks and review can be done. In the process of
getting an application you can take the temperature of the situation and decide how aggressively
you want to enforce the occupancy clause of the lease. You may simply decide to have the new
person added to the lease.
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Question: What if the original lease has expired but the tenants are still there and
have been paying their rent each month?
Answer: Generally, unless you have a self-extending lease, if a fixed term lease runs
out then the tenancy becomes a tenancy at will and either landlord or tenant can give the
other 30 days notice from the beginning of the next rental period – usually 30 days from the
first of the month that follows.
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Question: What are some good online resources for landlords?
Answer:
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Question: Do you know contractors, repairman, or plumbers who can help me out?
Answer: We do not do contracting and do not assume liability for any references we
provide. However, we do know vendors that have provided quality service for us and our
customers in the past and are happy to provide you with their contact information.
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Question: Do you do property management?
Answer: At this point we do not. We can refer you to property managers or management
companies that we work with.
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Question: What if I want to sell?
Answer: We are licensed to sell real estate just like any other brokerage, but we
choose not to. For most real estate agencies rental are side work and sales are the main
show. For us rentals are the featured attraction. We can, however, provide you with
referrals to experienced, knowledge sales professionals at other companies. This referral
service and be important if you don’t already know a good sales agent as not all real
estate professionals are created equal.
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Question: What if I want to purchase investment property?
Answer: Our broker, Dave Scott, is works with buyers and investors and will be
happy to contact you. His direct line is 617-684-8002 and email is dave@ApartmentX.com
Thank you.
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