Frequently Asked Questions—For Tenants
Is there a lease?
Yes--all tenancies are on a fixed-term lease, usually one year.
What if I break the lease?
The tenancy agreement has a clause for liquidated damages charge to the tenants for a lease break of $500.00 (for example), and tenants remain responsible for rent until the unit is re-rented. We will try and re-rent the unit as soon as possible by advertising and showing it, should the tenant need to break the lease.
Can I have a pet?
Each property we manage should state in the ad information whether or not a pet is permitted. If a pet is permitted, the owner still can decide if that kind and size of pet is appropriate to the property. A half-month’s rent for a pet damage deposit is charged at the start of the tenancy. Tenants must sign a Pet Responsibility Form. Most apartment buildings that we manage do not allow pets.
How do I view a property?
Please call our office at 405-6278 (if you are outside Victoria, please use 1-800-665-5303) to set up an appointment. If a building has a resident manager, that contact name and number is listed with the rental information instead, and the building manager shows the suites. We show Tuesday through Thursday, generally in the afternoon, and we do need to give present tenants sufficient notice that we would like to show their unit, generally a day or two ahead of time.
What if I have an emergency repair?
Please call our office weekdays until 5:00 PM. After hours and on the weekends, please call our main switchboard number, 384-8124, and advise that it is an emergency. Please advise the nature of the emergency, your address and contact information. The on-duty property management representative will be paged.
If you live in an apartment building with a resident manager, please call your resident manager first.
How do I apply to rent with you?
Applications are available at our office at 204-780 Tolmie Avenue, and at the showings. Please call us to have an application faxed to you.
Who needs to fill out the application form?
All people over age 18 who wish to rent. We need a separate application from each roommate, for example, and from both spouses in a couple. Please complete the application in full; applications with missing information have delayed processing.
What do you do with the application forms?
We contact your previous and current landlords and obtain a reference, verify your income by speaking with your employer, and we do a credit check. If you are a homeowner, we will ask for a personal reference in lieu of a landlord reference. Unapproved applications are shredded after processing.
What if I’m a student and I don’t have a job?
We will ask to have a copy of student loan documents, banking information, or other verification that an applicant has sufficient income to support the rent. A guarantor, such as a parent or guardian, may be asked to go onto the tenancy agreement, along with you.
I don’t have any previous rental references. What then?
We may ask that your parent or guardian be included on the tenancy agreement. They will need to fill out an application and sign the agreement too. Some owners may require previous landlord references.
How long does it take to process applications?
We try to process them in 2-3 business days. If we are having trouble reaching landlords or obtaining income verification, it may take longer. If the application is not filled out completely (including your full previous and current addresses) the application will take much longer to process. The property manager goes over the applications with the property’s owner after that.
Where is your office?
We are located in the Island Home Centre at 204-780 Tolmie Avenue, by Mayfair Mall. Our office is above the Staples store, and there is an elevator. Our office hours are Monday-Friday, 8:30 AM to 5:00 PM.
Can I pay rent at your office?
Yes, Monday-Friday, 8:30 AM to 5:00 PM. We have a secured mail slot in our office door, to drop off cheques or money orders. If you pay in cash, please see someone during office hours and obtain a receipt. We also have debit available.
I am paying my rent late—what happens?
Late rent and NSF cheques are subject to a $25.00 service charge.
What is a Form K?
If you are going to be renting a strata condominium or townhouse, you will need to sign a Form K. This indicates that you understand that you will be living in a strata building which has rules and bylaws, and that you agree to abide by those bylaws. We will give you a copy of the bylaws.
Who takes care of the lawn and garden?
Generally speaking, lawn and garden maintenance in house and some suite rentals is the tenant’s responsibility. Other types of properties sometimes have different arrangements. We are sorry, but we cannot supply lawnmowers and other garden equipment to tenants.
Who pays the utility bills?
These are generally the tenants’ responsibility. For apartments and suites in houses that we manage, quite often heat and hot water are included in your rent. For houses, tenants are responsible for all utility bills, and this includes water/sewer/garbage billing.
How do I pay my security deposit?
A security deposit of one-half month’s rent is required, and is payable at our office only, and only in the form of money order, debit or cash.
What’s a pet damage deposit?
In residential tenancies, landlords may ask the tenant to pay a security deposit or pet deposit when they enter into a tenancy agreement.
How to I pay rent?
Rent is payable by personal cheque, money order or debit at our office, via post-dated cheques or pre-authorized debit.
I want to move out. What now?
One calendar month’s notice to vacate is required in writing. You can drop off your notice at our office, mail it in to us, or fax us at 405-6271. If you are in an apartment building with a resident manager, you can give your building manager your notice to vacate. If you are a roommate and are leaving, but your roommate is staying behind, you will still need to give our office your written notice to vacate, and arrange to collect any portion of the security deposit you paid from the roommate who is staying. A new roommate will need to fill out an application form and be approved by our office.
What if I want to sublet my apartment?
If you want to sublet your suite, you must have the potential sublet tenant fill out an application to rent in full and be approved by our office. . My friend wants to move in with me. Can they? Additional occupants must fill out an application to rent and be approved by Pemberton Holmes Ltd. The tenancy agreement has a clause that states that rent will increase by a certain amount should additional occupants move into the rental unit. When do I get my security deposit back? Tenants receive their security deposits 15 days after the end of the month. Be sure to give us a full, accurate forwarding address and phone number in writing.
My neighbour in our apartment building is noisy and disturbing me—what do I do?
Contact our office or your resident manager and give us the details, and we will deal with the problem. If you are in an apartment building, let your resident manager know about your concerns. How much do utilities cost? Utility costs vary both with the type of rental unit, time of year and the tenants’ lifestyle. Apartments often include heat and hot water in your rent, and condos include water. For houses, tenants pay all the utilities, including hydro, phone, cable/internet, oil if there is an oil furnace, and water/sewer/garbage (this municipal invoice is bundled together).
Do you rent to people with children?
We do not discriminate against rental applicants with children. Some apartment buildings we manage may be adult-oriented, however, and some condo units we manage may be in buildings with strata bylaws regarding adult occupancy.
What is this rental near?
We will try and include a link to a map showing the rental unit where possible. If not, Google maps (http://www.maps.google.com) is a great resource for looking up addresses to see if it’s the right part of town for you.
Is it on the bus route?
You can check out the available bus routes at BC Transit’s site here: (http://www.busonline.ca/regions/vic/?p=1.txt)
Management Gail McClymont Claire Flewelling Property Managers Mara Robb Allison Perry Admin. Assistants Kim McCooey Jane Noel Rhiannon Rozzano Accounting Jo Ann Goodman Karen Openshaw