PAYMENT OF RENT

Paying Your Rent:

Rent is due on the1st of every month.  If easier for you rent can be paid ahead of time and credited towards your account.  Rent can be paid via personal check, money order, cashier’s check, or online payment through your tenant portal.  We CANNOT accept cash payments for any reason.

Payments via check, money order, or cashier’s check can be mailed to us or dropped off at our office.  If you do not want to mail this payment but cannot drop it off at our office during office hours a secure drop box is available for use on the south side of our building.

Late Fees:

Rent is considered late if collected after the 3rd of every month.  In most cases, a late fee of $25.00 or 5% of your total monthly rent, whichever is greater, will be applied to your account if a balance exists on your account after the 3rd of each month.  Late rent payment cannot be paid online or with a personal check.  All late payments MUST be made using a cashier’s check or money order.

TENANT Portal

Every tenant that rents through us will have access to the Tenant Portal.  The Tenant Portal give you access to several things including making payments, reviewing documents, and submitting maintenance request.  This section will walk you through the key features of the Tenant Portal as well as setting up your account

Setup:

Your Tenant Portal account will be setup automatically for you.  The only thing that you will need to do to log in for the first time is create a password.  An email will be sent to each tenant residing at the property you’re renting and will come from a “Do Not Reply” email address.  This email will include a web link prompting you to create a password for your account.

Logging Into Your Account:

After you’ve created a password for your Tenant Portal account you’ll be able to sign into it from our website, www.BerganCo.com.  On the top left of corner of our website you’ll see “Owner Login | Tenant Login”.  Press the Tenant Login Button to go to the Tenant Portal login page.  Once there you’ll be prompted to use your email address and password to log into your Tenant Portal.  Below is an image of the Tenant Login button and the sign in page:Tenant Login

Making payments through the Tenant Portal:

By pressing the “Make Payment” button at the top of your Tenant Portal you can make a one-time payment or set up an auto pay schedule.

making payments in tenant portal

You can make payments via eCheck ($3.00 service fee will apply) or Credit Card (Credit Card fees may apply).  You will also be able to select a payment amount and a date to have the payment go through.  The “Frequency” pull-down window will give you the option to make a one-time or set up a reoccurring autopay schedule using the billing information you input.  The payment page is depicted below:

Be very careful inputting your routing and checking number.  Your accuracy is critical to making the payment.

enter payment info

Documents Page:

In the “Documents” Section you will be able to view any applicable documents that have been made available to you.  This will include documents such as a copy of your lease and HOA Rules and regulations if applicable.  The “Documents” button can be found in the top right corner of your Tenant Portal home page.

Documents

Maintenance Requests:

Next to the “Make Payment” Button you will see a “Contact Us” Button.

maintenance requests

On this page, you will see a Subject Line and a Message Line.  Give a brief title to the issue or inquiry you’re writing about in the Subject Line.  In the Message Line please give us much detail about your inquiry or issue as you can.  Messages submitted here will be sent directly to our maintenance team who will be able to further assist you.  You will also be able to upload any photos or applicable files by adding them with the “Add Attachments” button.  Once you’re satisfied with your message press the “Save Message” button at the bottom of the page to submit it.   The Contact Us page is depicted below:

request form

Take the Tour:

For an animated guide on how to use your tenant portal press the “Take the Tour” button.  This feature will walk you through the information on your tenant portal covered in this packet.

Take the tour of portal

LEASE BREAK POLICY

To begin the lease break procedure, you will need to email us to notify us of your intentions to break the lease via your tenant portal and the “contact us” link.  There is a fee ranging from %50 to 100% of one months rent.  Please refer to your lease for the specifics.  Your lease can be found in your tenant portal, under documents.

Additionally, you will legally be responsible for the property until it is re-rented or your current lease expires, whichever comes first.  This responsibility includes, but may not be limited to, paying rent for the property, paying the utility bills for the property, and maintaining the condition of the property.

When the lease is broken the damage deposit will be handled just like it would be at the end of a lease.  We will do a thorough inspection of the property once it becomes vacant.  Any items found to need repair, replacement, or cleaning will be addressed.  If it is determined to be due to tenant negligence or damage the costs for repair, replacement, or cleaning may be paid for out of your damage deposit.  We will have 60 days from the day that new tenants take possession or the existing lease expires, whichever is first, to return the deposit remainder to you.

ROOMMATE CHANGES / ADDITIONS / SUBTRACTIONS

Changes to the tenants on the lease can be made.  There are 3 sections to this:  Roommate Changes, Additions, and Subtractions.  Please follow the section entitled Roommates Change on Lease if you wish to replace one or more existing roommates for new ones.  Follow the section entitled Roommate Addition on Lease if you wish to add one or more new roommates to the lease.  Follow the section entitled Roommate Subtraction on Lease if you wish to remove one or more roommates from the lease.

ROOMMATE CHANGE ON LEASE

  • $300 service fee for this change
  • No damage deposit will be refunded. It will be up to the old and new tenants to discuss amongst themselves how they want to handle their portion of the damage deposit.
  • The tenant(s) being added to the lease will need to apply for the property through our website, berganco.com/rental-application
  • The tenant(s) leaving will need to fill out the following template and email it back to us. It must come from the email address we have on file for them or it cannot be accepted:

“I, _____TENANT NAME_____, will no longer reside at _____FULL PROPERTY ADDRESS_____ effective _____DATE LEAVING_____.

By signing below I do further waive all rights to the security/damage deposit held by Bergan Realty & Management, and hold Bergan Realty & Management harmless in the return of said deposit.

I authorize Bergan & Management to apply my portion of the deposit to the new lease executed by _____NEW TENANT NAME_____ for the same property.

Dated this ________ day of ________, 20__.”

ROOMMATE ADDITION ON LEASE

  • $300 service fee for this change
  • The tenant being added to the lease will need to apply for the property through our website, berganco.com/rental-application

ROOMMATES SUBTRACTION ON LEASE

  • $300 service fee for this change
  • No damage deposit will be refunded. It will be up to the old and new tenants to discuss amongst themselves how they want to handle their portion of the damage deposit.
  • The tenant(s) leaving will need to fill out the following template and email it back to us. It must come from the email address we have on file for them or it cannot be accepted:

“I, _____TENANT NAME_____, will no longer reside at _____FULL PROPERTY ADDRESS_____ effective _____DATE LEAVING_____.

By Singing below I do further waive all rights to the security/damage deposit held by Bergan Realty & Management, and hold Bergan Realty & Management harmless in the return of said deposit.

Dated this ________ day of ________, 20__.”

LEASE RENEWAL PROCEDURE

Within about 45-60 days of the end of your lease we will email you a lease renewal proposal.  This document will specify the effective start date and end date of a new lease as well as the monthly rental cost.  Once you’ve reviewed this proposal you will need to email us back to notify us of whether the proposal is approved or not.

If the proposal is approved:

Once we receive notice of approval from you we will email you a new lease for all occupants to sign.  Upon receiving the signed new lease we will activate it for you on our end.

If the proposal is not approved:

You will need to email us so that we have, in writing, your intent to not renew the lease.  Notice should be input through the tenant portal “contact us” link.  Additionally, we will need to receive this notice at least 30 days prior to the end of your current lease.  If we do not receive notice at least 30 days before the lease ends rent for the following month will be owed to us and you will default to being a holdover tenant.

MOVE OUT PROCEDURES

Move Out Procedure: Ensure that you notify us via email that you plan to vacate the property at least 30 days prior to the end of the lease. It is our expectation that the property will be left in move in ready condition.  This includes having carpets professionally cleaned, making sure yards are weed free and mowed, ensuring that all trash is removed from the property, etc.  Anything that needs to be repaired, cleaned, or otherwise addressed after the end of the lease may be paid for out of your damage deposit as needed.  One of our agents will perform a move-out inspection once the property has become vacant after the end of the lease.

Notice must be effective for the end of the month; mid-month notice is not permitted.

Damage Deposit Return

Damage Deposit Return: Legally we have 60 days to return your damage deposit to you. We will perform a thorough move-out inspection after the property becomes vacant.  Any items found to need repair, replacement, or cleaning will be addressed.  If it is determined to be due to tenant negligence or damage the costs for repair, replacement, or cleaning may be paid for out of your damage deposit.

We do not want your damage deposit. Please leave the unit in excellent condition so we can promptly return your full deposit

EMERGENCY AFTER HOURS SUPPORT

If you need to reach us outside of normal business hours due to an emergency call our office line at 303-694-5116.  You’ll hear an automated menu.  From this menu you will be able to report emergency maintenance items through this automated menu and someone will reach out to you as soon as possible.

Below are some examples of emergencies that may need after hours support:

  • Active leak, beyond a slow drip, in your property
  • Your furnace stops working in the middle of winter

Below are some examples of things that are not emergencies that may need after hours support:

  • Your oven stops working
  • You have questions about rent