Applicant Frequently Asked Questions For Property Management Services

It is our office policy that this policy along with the rental application instructions, fair housing and other pertinent tenant notices are clearly posted for inspection by any person. Your rental application is a request for an extension of credit and is therefore subject to federal and state jurisdiction. In compliance with the rules set forth, the following criteria will be used in fairly determining your eligibility.

Any comments, questions, or other matters relating to your application should be sent in writing to myHomeSpot.com, Legal and Compliance Dept, 225 N Pace Blvd Pensacola, FL 32505. Should you feel that your situation warrants special consideration due to some extenuating circumstances other than those listed above, you may submit your request in writing with your application. This request must be made prior to completing the application process and must include an explanation of your circumstances and any supporting documentation necessary. In the event that your application is denied and you wish to dispute the denial, you must put your dispute in writing. Denial Disputes will not be discussed on the telephone or in person. The rental premises will not be held off of the market during the denial dispute.

Our goal for our property management services is to process all applications within one business day. It is important you provide us with as much contact information as possible so we can quickly verify your employment and prior residency. We cannot issue a final decision until all screening information is obtained.

As a condition of occupancy, any person intending to occupy of legal age (18 years or older) must complete an application and be included in all legal obligations. Any person not possessing sufficient qualification, may obtain co-signors as a responsible party with the same procedure. We require positive identification for all persons and you must submit a valid photo identification prior to lease signing.

A credit history report will be performed on all applicants and guarantors. We use 5 different screening models depending on the type and location of the property and the owner risk tolerance. The screening models are listed below. Credit factors will include the actual credit score, bankruptcy, collections, outstanding debt, bad checks and other legal items.

A verification of income must be obtained on all responsible applicants. Each Tenant (Applicant) must have verifiable monthly gross income must be equal to a minimum of three (3) times the monthly rental amount. Applicant is encouraged to deliver all necessary documentation to assist with this verification. Acceptable documentation can take the form of paychecks, check stubs, bank statements (showing direct deposit of payroll from verified employer), and any other documents proving current employment and verifiable income with set amount and frequency. Self employed applicants will be required to furnish 3 months of personal bank statements showing proof of deposits, prior year tax statements and will need to provide documentation of income source, and will be reviewed on a case-by-case basis without guarantee of approval. All statements must be of official format including account holder name, company or bank info, and date range Company bank statements will not be accepted. Legally married applicants may combine their income for qualification. Newly employed applicants can use an offer letter on company letterhead as proof of employment. Phone verification will also be done on all applicants. Applicants may use social security, retirement, child support, or other income to qualify.

Persons not having the required monthly income equal to 3 times the monthly rent may pay an additional deposit per person in the amount of 75% of the rent as long as they earn at least 2 times the rent in verified income per month.

A verifiable rental or mortgage history from a non-related person must be obtained on current and previous residency for the last (2) years. If application shows current residency less than (2) years, additional information will be required. Cancelled copies of checks will assist in this process and will be required for applicants previously renting from private individuals. Phone verification will also be done on all applicants. Rental history must reveal timely payment and fulfillment of the contractual agreement. More than two (2) late payments per year will disqualify the applicant. Prior evictions, foreclosures, or bankruptcies in the past (7) years, current intentions of default, or any balance owed to a previous landlord may disqualify the applicant. Applicants not meeting residence history requirements may be accepted upon approval of the property owner and/or the payment of additional security deposits.

We intend to rent to responsible and law abiding persons. A criminal background check will be run on all applicants. Applicants with a felony in the past 10 years or any violent crimes or sexual offenses will result in an automatic disqualification.

We limit the number of occupants per property in an effort to extend the useful life of the premises and reduce ordinary wear and tear unless otherwise prohibited by law. A studio unit shall be limited to one person, a One-Bedroom shall be limited to 2 persons, a Two-Bedroom shall be limited to 3 persons, a Three-Bedroom shall be limited 5 persons, a Four-Bedroom shall be limited to 6 persons, a Five-Bedroom shall be limited to no more than 7 persons.

Any corporation, unless publicly traded, and any person not having natural citizenship shall be required to pay an additional security deposit equal to twice the monthly rental rate. Private corporations shall require a personal guarantee of a corporate officer who complies with applicant requirements.

Cosignors and Guarantors shall be considered when applicant credit is not sufficient and applicant cannot afford to pay additional deposits. Cosignors and Guarantors must reside and own a home in Florida, must have income greater than 4 times the monthly rent and a credit score of 700+. They must furnish a valid photo identification, pay required application fees and pass the decision criteria as well as sign a co-signor agreement. These persons may not occupy or otherwise reside in the property.

Applicants, at their discretion, will be given the opportunity to reserve a property by paying a conditionally refundable holding fee after submitting a Holding Deposit Agreement. Applicants should carefully read the Holding Deposit Agreement prior to paying any reservation fee.

All applications are non-refundable. The applicant shall confirm the unit availability, lease requirements, rental pricing and move-in costs and agree to accept the unit in its As-Is condition at time of application as evidenced by their payment for the application fee. The submission of an application will not reserve the unit from the market – a holding deposit agreement and fee must be paid to reserve the unit. Application approvals are valid for 15 days.

All applicants will be required to submit certified funds for the initial deposits and a full month’s rent prior to move-in. Payments thereafter may be paid by personal check (unless instructed otherwise). No cash is accepted. Our firm reserves the right to hire professional collection services including, but not limited to attorneys, to recover checks and other debts owed.

All applicants will receive, in compliance with state and federal laws, a notice of acceptance or rejection by U.S. Mail in the time provided for by law. Our firm reserves the right to notify applicant of a conditional approval that may require additional deposits or increased rental rates.

No applicant shall be declined for residency on the basis of their race, sex, religion, marital status, familial status, age, or by any other method of discrimination by treating one person or group different than other persons or groups who have the same characteristics, or by any laws, legal codes or regulations that prohibits discriminatory practices.

Any applicant (or joint applicants) desiring to have a pet in our rental property must have a credit score of no less than 640. No more than two (2) pets are allowed in any property. All pets must be older than six (6) months and must be spayed or neutered. The following breed are not allowed (even if a mixed breed): Pit Bull, German Shepherd, Akita, Doberman Pinscher, Chow, Rottweiler, Great Dane, Caucasian Mountain Dog, Staffodshire Terrier, Bulldog, Beauceron, Wolf Hybrids. Owner reserves the right to deny the pet for any reason. All Pets must be approved in writing and are subject to additional Fees and a Pet Lease having additional requirements.

Pet Application Fee: $25 /per pet
Pet Deposit Required: $250 refundable contingency /per pet
Additional Pet Management: $30 per month / per pet

Federal laws require us to allow service animals. You will be required to provide us written verification of your disability and prescription for the service animal to be accepted in any no pet property and as a waiver of the required pet fees. We will comply with all Federal, State and local laws regarding pets for disabled persons.

The applicant must meet all application approval criteria (excluding pets).

Must submit a pet application to include type of animal, breed, gender, age and provide current vaccination record of animal.

Must provide a true copy of a prescription or statement from a licensed mental health professional (psychiatrist, psychologist) for an authorized tenant that the animal is required.  The statement must include a start date within the previous 30 days and provide a duration.

Landlord must be notified of applicant ESA request prior to lease acceptance.

Tenant and Landlord will comply with all Federal, State and Local ordinances and laws.

OFFICE POLICY:  An emotional support animal is not a pet. An emotional support animal is a companion animal that provides therapeutic benefit to an individual with a mental or psychiatric disability. The person seeking the emotional support animal must have a verifiable disability (the reason cannot just be a need for companionship). The animal is viewed as a “reasonable accommodation” under the Fair Housing Amendments Act of 1988 (FHA or FHAct) to those housing communities that have a “no pets” rule. In other words, just as a wheelchair provides a person with a physical limitation the equal opportunity to use and enjoy a dwelling, an emotional support animal provides a person with a mental or psychiatric disability the same opportunity to live independently. Most times, an emotional support animal will be seen as a reasonable accommodation for a person with such a disability. Failure to make reasonable accommodations by changing rules or policies can be a violation of the FHA unless the accommodation would be an undue financial burden on the landlord or cause a fundamental alteration to the premises.

The United States Department of Housing and Urban Development (HUD) uses the term “assistance animal” to cover any animal that works, provides assistance, or performs tasks for the benefit of a person with a disability, or provides emotional support that alleviates one or more identified symptoms or effects of a person’s disability.  (FHEO Notice: FHEO-2013-01 at page 2). An emotional support animal is one type of assistance animal allowed as a reasonable accommodation to a residence with a “no pets” rule.

HUD defines an emotional support animal as an animal that “provides emotional support that alleviates one or more identified symptoms or effects of a person’s disability.” (FHEO Notice: FHEO-2013-01 at page 2). These animals do not need specialized training. In fact, HUD states that, “[f]or purposes of reasonable accommodation requests, neither the FHA nor Section 504 requires an assistance animal to be individually trained or certified.” (FHEO Notice: FHEO-2013-01 at page 2). While training is not required for an assistance animal, one court has stated that an assistance animal must facilitate the disabled person’s ability to function.

If a person needs an emotional support animal to help alleviate the symptoms of a disability, he or she must first make the request to his or her landlord. HUD states the following in its FHEO Notice: “Housing providers may ask individuals who have disabilities that are not readily apparent or known to the provider to submit reliable documentation of a disability and their disability-related need for an assistance animal.” (FHEO Notice: FHEO-2013-01 at page 3). Most sources indicate that the request should be in writing and explain how the reasonable accommodation helps or mitigates symptoms of the disability. While the tenant or owner does not need to disclose the disability, he or she will need to provide documentation from a doctor or other health professional. According to HUD, a physician, psychiatrist, social worker, or other mental health professional can provide documentation that the animal provides emotional support that alleviates one or more of the identified symptoms or effects of an existing disability. (FHEO Notice: FHEO-2013-01).  The documentation is typically a note from his or her doctor. This link from the Bazelon Center for Mental Health Law provides guidance on this exact issue. If you go to page six of the pdf link, there is a sample letter ( http://www.bazelon.org/LinkClick.aspx?fileticket=mHq8GV0FI4c%3D&tabid=245 ). Such a letter would be the way a person could verify the need for an emotional support animal with his or her landlord.

All lease shall expire at the ending date of the lease and myHomeSpot.com or the Landlord shall not be obligated to provide any renewal offers.  No lease shall be renewed in the event the tenant has paid late (4) times in a twelve month period.  

Our clients reserve the right to select an Applicant Screening Model as they determine to be in their best interests.  myHomeSpot.com has created (4) different screening models recommended by Price Range as follows:

Model A Screening (Typically properties priced $1100+mo)

Model B Screening (Typically properties priced $750 – $1100mo)

Model C Screening (Typically properties priced under $750mo)

HUD Screening Profile