property owner s guide - raveis | florida rentals · welcome to marketing savvy. selling lifestyles...

Property Owner’s Guide

W E L C O M E TO

D O N E R I G H T

Rentals

RAVEISNAPLESRENTALS.COM

Visitor Numbers**

Welcome to Well-connected.

When you list your rental property with William Raveis you tap directly into the land of the “Snowbirds," the #1 region outside of Florida who visited Collier County in 2017.

Welcome to William Raveis Real Estate, the largest family-owned company in the Northeast and the fastest growing real estate company in Naples*. With 130 offices in 9 states and over 4,000 sales associates, our network is much more than impressive numbers. We are a highly dynamic service-oriented network of real estate professionals that constantly connects renters, buyers, and sellers, day in and day out.

With offices from New Jersey to Maine and full-service rental divisions in New York City, Cape Cod, Nantucket, Vermont, and Southwest Florida, our sales and rental associates connect seamlessly with this key demographic of buyers, renters and vacationers.

Whether you own an investment property, or are considering buying one, our rental professionals are exceptionally knowledgeable, experienced and ready to earn your business.

Market Number of Visitors Florida 650,460 Southeast 111,959 Northeast 325,799 Midwest 265,258 Canada 41,234 Europe 295,066 Other Markets 85,024 Total 1,774,800

* 2017 REAL Trends 500 by Volume vs 2016 REAL Trends by volume. **Source: Research Data Services Inc., 2017


Welcome to Civilized.

We are committed to the highest standards of service, quality and courtesy to our owner customers. This dedication to excellence affords you the peace of mind that your property is in the best hands and ensures your guests will enjoy the ultimate vacation experience.

As the 9th largest real estate company in the U.S., we are culture warriors and take pride in hiring the best of the best to serve our customers and offer an exquisite luxury-boutique agency experience you and your guests will value.

Concierge Rental Management is a demanding business and our professional staff have an unwavering attention to detail, customer service, and above all else, always do what’s right for you, our valued customer.

Concierge Rental Services Overview:

❖ Professional full-time staff

❖ Online booking and payment

❖ State of the art rental management software

❖ Comprehensive owner program and finance tracking

❖ Concierge rental management from check-in to check-out

❖ World-class marketing and referral network

❖ Global affiliation with Christie's International Real Estate and Luxury Portfolio

❖ Fully-licensed and insured maintenance and repair services

❖ Fully-licensed professional housekeeping services


Welcome to State of the Art.

Advanced Rental Software

Our online booking engine, exclusively used for professionally managed rental properties, is completely integrated with our vacation rental software and MLS IDX feeds ensuring your listings get maximized exposure. We have customized search functions:

❖ Targeting the ideal rental properties (Golf, Tennis, Beachfront, and Pets etc.)

❖ By price range, property size, number of bedrooms and bathrooms

❖ By date range with availabilities

❖ By map search, community data and/or amenities

Cloud-based software keeps funds and proprietary data safe and accessible

❖ All rental monies are fully accounted for and easily tracked in our accounting rental system from

deposit to disbursement

❖ Creation of financial statements for property owners, service providers, taxes, commissions paid with all accounting statements audited yearly

❖ Payments received (e.g., check, online debit card processing, money orders, wire transfers) are instantly escrowed and audited through the actual disbursement of funds (owner payments, damage fees etc.)

❖ Automates tracking and reporting of essential housekeeping and maintenance providers to ensure seamless transitions for all arriving and departing guests

❖ Generates 1099 Reports at year's end

❖ Changes made to your property information update all files in real-time


Welcome to Global Exposure.

Technology has revolutionized the real estate rental industry, providing new ways to market your listings to customers around the world. At William Raveis, we innovate constantly to provide our landlords and rental associates with a competitive edge in maximizing the number of views for your property.

Raveis.com & Raveisnaplesrentals.com

Raveis.com provides the highest level of exposure to potential customers and in turn increases the gross rental income of your property:

❖ 13 Million worldwide visits annually

❖ 3.6 Million unique visitors annually

❖ Immediate live assistance 24/7 - Customer service center

❖ Interactive mapping tools

❖ Community Information

❖ Featured new listings

Christie’s International Real Estate*

Christie’s International Real Estate is a global network, supported by the esteemed auction house that offers exclusive rental properties worldwide. Focused on luxury residential real estate, our exclusive affiliation with Christie's offers you the tailored, trusted service that discerning clients have depended on for 250 years. Let us introduce your property to the world’s most exclusive guests.

❖ New York, London, Hong Kong, Beverly Hills, Palm Beach and Moscow

❖ 11 Million worldwide visitors to Christiesrealestate.com

❖ 138 affiliated brokerages with 1,200 offices

❖ 32,000 agents

❖ 45 countries

* For rental listings ≥ $5,000/month (U.S.)


Welcome to Marketing Savvy.

Selling Lifestyles Our marketing team are experts in ensuring your property tells a story, making your rental property more than just bricks and sticks, rather a destination that holds the promise of infinite memories. Professional photography, detailed property listings, and infusing real local flavor of the Naples lifestyle will ensure your property stands out in the crowd and is top of mind.

The Snowbird Referral Network William Raveis is the largest family-owned real estate company in the Northeast and the 9th largest real estate company in the U.S. (Real trends 500, 2017). Our network of professionals are leading forces in creating maximum exposure for your listing via word of mouth, virtual postcards, and boots on the ground networking with over 5,000,000 customer contacts.

Print & Online Advertising Our listings are featured in publications across the US, including the Naples Daily News. We advertise locally, nationally and globally in various newspapers and online rich media magazines. Extensive research is completed on all publications to ensure they reach the appropriate demographic specific to your rental property.

Social Media Social Media represents a fundamental shift in the way we communicate. We have found creative ways to give your rental property maximum exposure using viral marketing platforms and our massive agent network of professional promoters.

Virtual Post Cards Our associates send hundreds of thousands of virtual postcards each year to our customer base. Leaving no stone unturned is our philosophy when it comes to prospecting to rent your vacation property.


Welcome to Rentals Done Right.

There are many factors which influence the rental amount a property can achieve as well as the timeframe in which it rents. Some of these attributes are modifiable and some of course, are not. Our rental agents are experienced in working with you to obtain the highest possible price, while avoiding common pitfalls that can extend time on market and reduce occupancy rates.

Non-Modifiable Attributes:

❖ Location, including proximity to beaches, shopping etc.

❖ Number of bedrooms, bathrooms and square feet

❖ Community amenities (pool, tennis, golf etc.)

❖ Floor location, walk-up etc.

Modifiable Attributes:

❖ Care and condition of the property

❖ Inventory of furnishings and necessities

❖ Technology such as Wi-Fi and home automation and entertainment systems

Comparative Rental Rate Analysis Our team of experienced and knowledgeable rental professionals carefully consider all aspects of each property in our rental program to ensure that rental rates will maximize income while avoiding overpriced listings.

Condominium / Homeowners Associations (if applicable) If your property is governed by a condominium or homeowners association, it is imperative that your property is in compliance with the association rules and regulations. William Raveis Rentals will review the governing documents and rules and regulations to ensure that your property and your guest(s) have a hassle free experience. Please be aware that most associations require all guest(s) to be approved by the Board of Directors and/or Management Company, so rest assured that we will guide you through this process.


Welcome to Well Run.

Seasonal Reservations and Booking Procedures Our booking agents are trained professionals who are highly personable whether taking reservations by phone or in person. Every aspect of the booking process is professionally managed by William Raveis’ Rental staff with the goal of finding guests their ideal vacation property and providing a refreshing experience from the outset.

❖ William Raveis Rentals requires an exclusive rental listing agreement and offers highly

competitive referral and co-broke fees to foster local broker participation

❖ All guests must complete required rental agreements, place a credit card on file, and deposit all funds into escrow prior to taking occupancy

❖ Background checks (US guests only) are offered at an additional charge

❖ The initial deposit, 30% of the gross lease amount, is required for a guest to confirm rental unit

❖ We collect ALL rental funds, including taxes, at least 60 days prior to the guest’s arrival, except in “last minute booking” situations (see Rental Management Rates)

❖ Cancellations result in the Guest’s forfeiture of all rent, unless a replacement tenant pays in full for the cancelled term.

Guest Check-In Check-ins are 3:00PM, or later, and full check-in procedures are detailed in the rental agreement and the Guest’s Welcome Folder. Each guest is provided with copies of both, and our rental staff ensures all procedures are followed and handled efficiently.

Guest Welcome Folder All confirmed guests receive a Property Welcome Folder. This is a detailed booklet developed in partnership with you to provide your guests customized information on your unit including all onsite amenities, available technology, property care instructions, reporting of repairs, local attractions, emergency contact information, and check-in and check-out procedures (keys etc.) This is also provided as a flipbook so your guests can have the added convenience to access this on their mobile devices.

Guest Check-Out Check-out is 10:00 AM and full check-out procedures are detailed in the rental agreement and the Guest’s Welcome Folder. Each guest is provided with copies of both, and our rental staff ensures all procedures are followed and handled efficiently.


Seasonal Security Deposits All guests are required to place their security deposit at the time of booking the reservation. This deposit varies by property and is ultimately set at what you feel is a reasonable amount. Our Rental staff can assist in recommendations based on our experience. This deposit will be due along with the initial rent deposit, and once deposited into escrow, the reservation will be confirmed. If there is a pet, an additional pet addendum and deposit is required.

CSA Vacation Rental Damage Plan Guests will have the option of purchasing insurance to cover unintentional damages to the interior of the rental property. Policy requires that any damage is disclosed in writing or by email to our rental staff prior to check-out.

CSA Travel Insurance Provides reimbursement for unused, non-refundable, pre-paid trip costs if you are prevented from taking your trip due to a covered reason, including: mandatory hurricane evacuations; sickness, injury or death of you, your traveling companion or family member; extension of school year; armed service leave revocation; involuntary termination of employment or other specific reasons listed in the Policy/Description of Coverage. Certain restrictions apply and details can be found in Lease Packet.


Cancellation Policy (I) If Tenant cancels this agreement, Tenant shall be obligated to pay all RENT payments specified in this agreement and all monies received by Broker or Owner may be retained. (ii) Owner may cancel this agreement at least 90 days prior to check-in date and all advance funds will be refunded to Tenant*. Owner or Broker shall not be responsible for any costs Tenant may incur for travel or other arrangement in the event of cancellation by Owner or Tenant. (2) If this lease requires the approval of a condominium or HOA, then this lease is subject to approval of such association prior to Tenant’s occupancy. Tenant agrees to promptly complete all documents and provide all information as required by the respective association, and make every reasonable effort to secure approval in a timely manner. If association requires an additional security deposit, then such security deposit shall be paid by the Tenant to the association, and Landlord and Broker shall not be responsible for the timely return or use of such deposit.

Annual Tenant Qualification We have thorough and effective tenant qualification procedures to ensure that qualified tenants are placed in your property. The effective placement of quality tenants is the most important aspect of rental management.

❖ Credit reports are pulled and reviewed prior to approving any tenant

❖ Tenant history (when prior references are available) is verified and documented to ensure we place qualified tenants in all properties

❖ Background checks (US guests only) are offered at an additional charge

Annual Security Deposit & Advanced Rent All tenants are required to pay their security deposit at the time the tenant executes the Lease Packet. We require tenants to provide first & last month’s rent as well as the security deposit (equal to one month’s rent) prior to move in. If there is a pet, an additional pet addendum and deposit is required.

* Owner may be liable for payment of the commission depending on the reason for cancellation by owner.


Welcome to Wash, Rinse, And Repeat.

Housekeeping

Cleanliness and upkeep is paramount to happy guests, reduced wear and tear, and more importantly REPEAT guests. At William Raveis Rentals, each turn-around cleaning includes vacuuming, fresh bed linens, towels and essential toiletry items.

❖ We subcontract with leading and highly reliable housekeeping and cleaning services who are qualified, licensed and insured vendors and our staff oversees and tracks their performance and workmanship.

❖ Each year, we recommend a deep-down cleaning. This includes a much more in-depth cleaning than a normal rental turnover cleaning. During this deep clean, appliances are moved to clean behind them, dishes and kitchen utensils are removed to clean cabinet interiors, furniture and carpets are steam cleaned, etc. We have a Deep Clean checklist we review annually so you can make an informed decision on costs and care of your unit.

❖ We are happy to provide additional cleanings as requested by guests during their stay. All housekeeping costs are funded by the guests with the exception of the annual deep clean.

Maintenance and Repairs

Our extensive relationships with subcontractors provide maintenance and repair services across all trades. We can arrange for repairs by qualified, licensed and insured contractors when necessary and with YOUR written (or emailed/text) approval.

❖ We know things tend to break when least expected. We offer our rental guests and property owners a 24-hour local staff member to assist with any emergencies that may arise after hours, 7 days a week.

Preventative Maintenance

The best approach to maintaining your rental investment is preventative maintenance. During our routine check-out inspections, our staff will visually inspect your lights, locks, smoke alarms, and thermostats and alert you to any items that may need to be physically inspected for needed repairs.


Welcome to A Fair Value.

Rental Rates and Management Fees

DESCRIPTION RATE

Seasonal Rental Management Program

- Exclusive right to rent agreement required

20% of

GRI

Annual Rental Management Program - Exclusive right to rent agreement required

15% of GRI

Rental Management Set-up Fee - Professional photography, Inventory Review, System Entry

and Reporting

$250+

Owner Reserve (refundable); on-hand

$250

Getting Started

There are initial expenses that are required to ensure your property is in compliance with local, state and federal regulations. The start-up costs may vary greatly from property to property as each individual property is unique. Below is a general list of costs associated with placing your property in a rental management program.

DESCRIPTION RATE

Initial Deep Clean of property

- Estimate provided prior to cleaning

Variable

Mandatory safety equipment (if necessary)

- Fire extinguisher, Smoke and Carbon Monoxide detectors, Lighting

Variable

Recommendations on guest inventory

- Wi-Fi, TVs, Beach Chairs, Coffee Maker etc.

Variable

Work performed at owner’s request (e.g., Install fresh batteries in smoke detectors, annually) $HR +

Materials


Welcome to Buttoned-Up.

Set Up Documents The following forms and documents are required as part of the set up process:

❖ Copy of Deed (if available)

❖ Executed Exclusive Rental Listing Contract (Seasonal or Annual)

❖ Executed Exclusive Rental Listing Contract Addendum (Seasonal Only)

❖ Executed William Raveis Rentals Landlord Disclosure

❖ Completed Homeowner Information Sheet

❖ Completed Rental Profile Sheet

❖ Completed Property Inventory

❖ Completed Listing key sign in form

❖ Completed and signed W-9 (W-8 for foreign clients)

❖ Completed Tourist Tax Application (Seasonal Only)

❖ Signed Sales & Use Tax Agreement (Seasonal Only)

❖ Copy of Homeowners/Condo Documents with Rules and Regulations (if applicable)

❖ Membership transfer documents (if applicable)

Preparing Your Property William Raveis Rentals will arrange a walkthrough of your property to note the condition of all furniture, electronics, decorative items, kitchen utensils, etc. Upon completion, you will be provided with a detailed inventory report as well as any recommendations that will enhance the appeal of your property. These will include items that are either required by law (fire extinguisher, local phone line, etc.) or recommended improvements that serve to increase occupancy rates and rental prices (e.g., care and condition, beach chairs, beach towels, bikes etc.).

❖ Together we’ll determine how you would like rental managers, guests and approved service vendors to gain access to your property (e.g., key box, digital keyless access system, etc.)


Welcome to Our Family.

Key Contact Information William Raveis South Bay Team 9060 Gulfshore Drive Naples, FL 34108

O. 239.514.0196 F. 239.593.9658

Websites: www.southbayrealty.com & www.raveis.com