Owner FAQs
Property Management FAQs for Northwest Ohio Owners
Have questions about working with Hartsock Realty Property Management? You’re in the right place. Below you’ll find answers to the most common questions we get from rental property owners, real estate investors, and landlords in the Northwest Ohio area.
General
Q: Who is Hartsock Realty Property Management?
A: We are a residential property management company based in Lima, Ohio, serving the greater Northwest Ohio area.
Q: What does Hartsock Realty Property Management do?
A: We are a full-service residential property management company based in Lima, Ohio. We handle leasing, maintenance, inspections, rent collection, financial reporting, and more. Our focus is on helping rental property owners maximize ROI while minimizing stress.
Q: Why should I choose Hartsock Realty Property Management to manage my properties?
A: Hartsock Realty Property Management delivers what many other companies promise but fail to provide: consistent, professional property management you can count on. Our clients tell us that reliability and good communication is hard to find in this industry, and that’s exactly what we deliver.
Q: Where does Hartsock Realty Property Management operate?
A: We serve Northwest Ohio, including areas like Lima, Wapakoneta, Defiance, Paulding, Ottawa, Kenton, Celina, Fremont, Van Wert, Putnam, Marion, Bowling Green, Findlay, and more.
Q: Who does Hartsock Realty Property Management work with?
A: We work with long‑term investors, accidental landlords, first‑time property owners, and out‑of‑state investors. Most of our clients own anywhere between 1 and 50+ rental units in Lima and the surrounding areas.
Q: How many properties do you currently manage?
A: We manage approximately 980 units.
Q: How many employees does your company have?
A: We have a total of 33 employees, including 8 full-time maintenance technicians.
Q: Do you manage homeowner or condo associations (HOAs/COAs)?
A: No, Hartsock Realty Property Management does not manage HOAs or condominium associations. However, if you own a rental property that happens to be located within an HOA or COA—and the community allows rentals—we’re happy to manage the property itself.
Q: Do you use digital signatures for documents?
A: Yes.
Q: How many single-family properties do I need to own to work with Hartsock Realty Property Management?
A: We manage any property that doesn’t require on‑site staff—typically properties with fewer than 100 units.
A: We are a residential property management company based in Lima, Ohio, serving the greater Northwest Ohio area.
Q: What does Hartsock Realty Property Management do?
A: We are a full-service residential property management company based in Lima, Ohio. We handle leasing, maintenance, inspections, rent collection, financial reporting, and more. Our focus is on helping rental property owners maximize ROI while minimizing stress.
Q: Why should I choose Hartsock Realty Property Management to manage my properties?
A: Hartsock Realty Property Management delivers what many other companies promise but fail to provide: consistent, professional property management you can count on. Our clients tell us that reliability and good communication is hard to find in this industry, and that’s exactly what we deliver.
Q: Where does Hartsock Realty Property Management operate?
A: We serve Northwest Ohio, including areas like Lima, Wapakoneta, Defiance, Paulding, Ottawa, Kenton, Celina, Fremont, Van Wert, Putnam, Marion, Bowling Green, Findlay, and more.
Q: Who does Hartsock Realty Property Management work with?
A: We work with long‑term investors, accidental landlords, first‑time property owners, and out‑of‑state investors. Most of our clients own anywhere between 1 and 50+ rental units in Lima and the surrounding areas.
Q: How many properties do you currently manage?
A: We manage approximately 980 units.
Q: How many employees does your company have?
A: We have a total of 33 employees, including 8 full-time maintenance technicians.
Q: Do you manage homeowner or condo associations (HOAs/COAs)?
A: No, Hartsock Realty Property Management does not manage HOAs or condominium associations. However, if you own a rental property that happens to be located within an HOA or COA—and the community allows rentals—we’re happy to manage the property itself.
Q: Do you use digital signatures for documents?
A: Yes.
Q: How many single-family properties do I need to own to work with Hartsock Realty Property Management?
A: We manage any property that doesn’t require on‑site staff—typically properties with fewer than 100 units.
Property Management Agreement
Q: What services are included in your Property Management Agreement?
A: We provide full-service property management, handling everything from leasing and maintenance to rent collection and financial reporting. Our goal is to make property ownership as hands‑off as possible.
Q: What do you need from me to manage my property successfully?
A: We need to understand how involved you want to be and what your long‑term goals are for your property.
Q: Can I view financial statements online?
A: Yes. Each owner gets access to a 24/7 online portal with real‑time financial data, including rent payments, expenses, statements, and invoices.
Q: How do I get started with Hartsock Realty Property Management?
1. Schedule a consultation with our team.
2. If Hartsock is a good fit, schedule a pre‑inspection.
3. We’ll draft and sign a Property Management Agreement.
4. You’ll provide reserve funds and property keys.
5. If vacant, we’ll list your property for rent.
Q: Do I need insurance on my rental property?
A: Yes. A Rental Dwelling Policy (RDP) or Commercial Policy with at least $500,000 liability coverage is required. Hartsock Realty Property Management must be listed as an additional insured.
Q: How long is the Property Management Agreement?
A: Minimum one year, with longer terms required for larger property portfolios.
Q: Is there an early termination fee?
A: Yes, the amount depends on the agreement.
Q: Can you pay property-related bills for me?
A: Yes, except for HOA dues, mortgages, insurance, and property taxes.
Q: Can I leave personal belongings at the property?
A: We do not take responsibility for personal property left on‑site. If you leave anything, be aware that it could be lost or damaged.
Q: How much should I set aside for property expenses?
A: We recommend keeping six months’ rent in reserve to cover maintenance, turnovers, and capital expenses.
A: We provide full-service property management, handling everything from leasing and maintenance to rent collection and financial reporting. Our goal is to make property ownership as hands‑off as possible.
Q: What do you need from me to manage my property successfully?
A: We need to understand how involved you want to be and what your long‑term goals are for your property.
Q: Can I view financial statements online?
A: Yes. Each owner gets access to a 24/7 online portal with real‑time financial data, including rent payments, expenses, statements, and invoices.
Q: How do I get started with Hartsock Realty Property Management?
1. Schedule a consultation with our team.
2. If Hartsock is a good fit, schedule a pre‑inspection.
3. We’ll draft and sign a Property Management Agreement.
4. You’ll provide reserve funds and property keys.
5. If vacant, we’ll list your property for rent.
Q: Do I need insurance on my rental property?
A: Yes. A Rental Dwelling Policy (RDP) or Commercial Policy with at least $500,000 liability coverage is required. Hartsock Realty Property Management must be listed as an additional insured.
Q: How long is the Property Management Agreement?
A: Minimum one year, with longer terms required for larger property portfolios.
Q: Is there an early termination fee?
A: Yes, the amount depends on the agreement.
Q: Can you pay property-related bills for me?
A: Yes, except for HOA dues, mortgages, insurance, and property taxes.
Q: Can I leave personal belongings at the property?
A: We do not take responsibility for personal property left on‑site. If you leave anything, be aware that it could be lost or damaged.
Q: How much should I set aside for property expenses?
A: We recommend keeping six months’ rent in reserve to cover maintenance, turnovers, and capital expenses.
Leasing & Resident Screening
Q: How do you screen potential residents?
A: We use a custom rental application and TransUnion background check, evaluating:
• Credit history
• Criminal history
• Rental history (evictions, landlord references)
• Job history and income (verified via pay stubs or bank statements)
The goal is always to secure tenants who pay the rent on time and don’t damage the property.
Q: How do you qualify prospective residents?
A: Applicants must meet these criteria:
• Income: Minimum 3x monthly rent
• No violent criminal convictions
• No evictions in the last 5 years
• No serious or recurring credit issues
Q: How long does it take to rent out a property?
A: Once a unit is rent-ready, expect it to lease within 4‑6 weeks on average. Our typical turnaround is 3 weeks, depending on market conditions.
Q: Do you guarantee lease signing within a certain timeframe?
A: No. Be cautious of property managers who make guarantees—they may lower rents or accept unqualified residents just to fill units quickly. We prioritize quality over speed.
Q: Do I still pay the monthly management fee if my property is vacant?
A: Yes, the management fee still applies while we’re actively managing the property. If a property remains vacant longer than 60 days, we provide a management fee reimbursement.
Q: How do you handle evictions?
A: We use professional local attorneys to complete the court eviction process. Our normal process for handling evictions is three steps and takes approximately 6 weeks, but we also look for other solutions – such as offering a pay‑and‑stay.
Q: Do you provide a standard lease?
A: Yes, our custom lease is reviewed by legal counsel and can include restrictions (e.g., no smoking, pet policies, guest limits, etc.). Additionally, you can typically add restrictions (such as not allowing pets) or add fees to dissuade behavior (such as a fee for having a large gathering).
Q: Are residents responsible for utility bills?
A: We strive to have residents cover all utility costs whenever possible. We recommend including a table lease agreement to list out each of the utilities and who is responsible for paying them.
Q: How much is the security deposit?
A: An amount equal to one‑ or two‑month’s rent, depending on credit.
Q: Do you leave utilities on between tenants?
A: Yes, we keep utilities active while a unit is vacant. This ensures a smooth turnover, facilitates repairs, and helps protect the property—especially in winter.
Q: How often do rentals escalate to eviction or legal action?
A: Approximately 3.5% of rentals result in eviction, litigation, or another significant dispute.
Q: Do you notify property owners about resident complaints?
A: Our experienced team handles most resident concerns internally. We will only involve the owner if an issue is significant or requires their input.
A: We use a custom rental application and TransUnion background check, evaluating:
• Credit history
• Criminal history
• Rental history (evictions, landlord references)
• Job history and income (verified via pay stubs or bank statements)
The goal is always to secure tenants who pay the rent on time and don’t damage the property.
Q: How do you qualify prospective residents?
A: Applicants must meet these criteria:
• Income: Minimum 3x monthly rent
• No violent criminal convictions
• No evictions in the last 5 years
• No serious or recurring credit issues
Q: How long does it take to rent out a property?
A: Once a unit is rent-ready, expect it to lease within 4‑6 weeks on average. Our typical turnaround is 3 weeks, depending on market conditions.
Q: Do you guarantee lease signing within a certain timeframe?
A: No. Be cautious of property managers who make guarantees—they may lower rents or accept unqualified residents just to fill units quickly. We prioritize quality over speed.
Q: Do I still pay the monthly management fee if my property is vacant?
A: Yes, the management fee still applies while we’re actively managing the property. If a property remains vacant longer than 60 days, we provide a management fee reimbursement.
Q: How do you handle evictions?
A: We use professional local attorneys to complete the court eviction process. Our normal process for handling evictions is three steps and takes approximately 6 weeks, but we also look for other solutions – such as offering a pay‑and‑stay.
Q: Do you provide a standard lease?
A: Yes, our custom lease is reviewed by legal counsel and can include restrictions (e.g., no smoking, pet policies, guest limits, etc.). Additionally, you can typically add restrictions (such as not allowing pets) or add fees to dissuade behavior (such as a fee for having a large gathering).
Q: Are residents responsible for utility bills?
A: We strive to have residents cover all utility costs whenever possible. We recommend including a table lease agreement to list out each of the utilities and who is responsible for paying them.
Q: How much is the security deposit?
A: An amount equal to one‑ or two‑month’s rent, depending on credit.
Q: Do you leave utilities on between tenants?
A: Yes, we keep utilities active while a unit is vacant. This ensures a smooth turnover, facilitates repairs, and helps protect the property—especially in winter.
Q: How often do rentals escalate to eviction or legal action?
A: Approximately 3.5% of rentals result in eviction, litigation, or another significant dispute.
Q: Do you notify property owners about resident complaints?
A: Our experienced team handles most resident concerns internally. We will only involve the owner if an issue is significant or requires their input.
Maintenance
Q: What types of repairs do you handle in‑house vs. outsource?
A: In‑house maintenance: General handyman tasks, minor plumbing, electrical, and repairs.
Third‑party vendors: Specialized work (roofing, HVAC, major plumbing/electrical, etc.).
Q: How do you handle maintenance requests?
A: Tenants use an online system to submit their maintenance requests.
Q: What is your response time for urgent maintenance issues (e.g., flooding kitchen)?
A: All emergencies are handled immediately.
Q: What is your response time for routine maintenance requests (e.g., a closet door off track)?
A: Routine repairs are prioritized based on urgency. On average, they are completed within one to three weeks.
Q: How do you handle maintenance emergencies reported outside business hours?
A: We have a 24/7 emergency call center that handles after‑hours maintenance requests, including weekends and holidays.
No matter when a resident calls, we follow four key steps:
1. Stay calm and reassure the resident.
2. Assess the nature of the issue.
3. Confirm whether it’s an emergency.
4. Dispatch the appropriate maintenance team if necessary.
Q: How often do you inspect and replace smoke detectors?
A: Smoke and carbon monoxide detectors (if gas is present) are checked quarterly during inspections and replaced as needed. Detectors must be replaced if they are 10 years old or older.
Q: What are typical maintenance and repair costs?
A: The following expenses may be incurred by the property:
• General maintenance: Performed by our in‑house team at a competitive hourly rate, with materials charged at cost.
• Specialized repairs: Handled by third‑party contractors at industry‑standard rates, plus a 15% project management fee.
• Capital expenses: Includes major replacements like roofs, windows, HVAC systems, water heaters, appliances, driveways, sidewalks, and plumbing or electrical fixtures.
• New rental property owners who previously handled repairs themselves may find professional repair costs higher than expected.
Q: Who keeps the security deposit?
A: Security deposits cover damages beyond normal wear and tear. Here’s how they’re used:
• Normal wear and tear: Cannot be deducted from the security deposit, but must still be addressed to keep the unit rent‑ready.
• Resident damage: Security deposits may cover damages beyond normal wear and tear. If costs exceed the deposit, the owner is responsible for the balance.
• Pre‑existing or new functionality issues: Includes things like sticking doors, inoperable windows, or loose handles. These should be fixed to maintain resident satisfaction and long‑term retention. Some owners may be unaware of these issues because they’ve lived with them for years—but new residents expect full functionality.
A: In‑house maintenance: General handyman tasks, minor plumbing, electrical, and repairs.
Third‑party vendors: Specialized work (roofing, HVAC, major plumbing/electrical, etc.).
Q: How do you handle maintenance requests?
A: Tenants use an online system to submit their maintenance requests.
Q: What is your response time for urgent maintenance issues (e.g., flooding kitchen)?
A: All emergencies are handled immediately.
Q: What is your response time for routine maintenance requests (e.g., a closet door off track)?
A: Routine repairs are prioritized based on urgency. On average, they are completed within one to three weeks.
Q: How do you handle maintenance emergencies reported outside business hours?
A: We have a 24/7 emergency call center that handles after‑hours maintenance requests, including weekends and holidays.
No matter when a resident calls, we follow four key steps:
1. Stay calm and reassure the resident.
2. Assess the nature of the issue.
3. Confirm whether it’s an emergency.
4. Dispatch the appropriate maintenance team if necessary.
Q: How often do you inspect and replace smoke detectors?
A: Smoke and carbon monoxide detectors (if gas is present) are checked quarterly during inspections and replaced as needed. Detectors must be replaced if they are 10 years old or older.
Q: What are typical maintenance and repair costs?
A: The following expenses may be incurred by the property:
• General maintenance: Performed by our in‑house team at a competitive hourly rate, with materials charged at cost.
• Specialized repairs: Handled by third‑party contractors at industry‑standard rates, plus a 15% project management fee.
• Capital expenses: Includes major replacements like roofs, windows, HVAC systems, water heaters, appliances, driveways, sidewalks, and plumbing or electrical fixtures.
• New rental property owners who previously handled repairs themselves may find professional repair costs higher than expected.
Q: Who keeps the security deposit?
A: Security deposits cover damages beyond normal wear and tear. Here’s how they’re used:
• Normal wear and tear: Cannot be deducted from the security deposit, but must still be addressed to keep the unit rent‑ready.
• Resident damage: Security deposits may cover damages beyond normal wear and tear. If costs exceed the deposit, the owner is responsible for the balance.
• Pre‑existing or new functionality issues: Includes things like sticking doors, inoperable windows, or loose handles. These should be fixed to maintain resident satisfaction and long‑term retention. Some owners may be unaware of these issues because they’ve lived with them for years—but new residents expect full functionality.