Getting Started
Who do I contact if I have a question on my monthly statement?
Please contact us via email receptionist@utopiamanagement.com or via phone 858-598-1111×1150 or your individual property manager.
What type of insurance do I need for my property?
You will need to have Landlord policy naming Utopia Management additional insured, additional interest or have a provision that covers the property manager. For additional questions, please email Kaitlin Carroll at insurance@utopiamanagement.com or call (858)-598-1111.
I have insurance through my HOA, why do I need a separate policy?
The HOA’s insurance covers items in your associations documents (Roof, exterior walls etc.) Each HOA is different with what it covers. A private Home Owner’s policy covers the interior contents of the property (cabinets, appliances etc.). A Landlord policy covers owners for many different issues including liability issues. For additional questions, please email Kaitlin Carroll at insurance@utopiamanagement.com or call (858)-598-1111.
Who retains the tenants security deposit?
The owner of the property retains the security deposit and is responsible for the return of the security deposit to the tenant, which may or may not be facilitated by Utopia Management. Utopia Management will usually keep a reserve amount in our trust account to cover issues that might arise on the property.
What is the vendor service fee and when is it charged?
The vendor service fee is a fee charged when Utopia’s maintenance department uses outside vendors to complete work on your property. Utopia uses its purchasing volume to get discounted rates when working with vendors. The Utopia Management’s rate can be up to 25% off what these vendors normally charge if you were to purchase these services direct.
How does Utopia Management handle repairs to my property?
Utopia Management is a general contractor and can handle most repair issues in your house with our own maintenance team . Some services are outsourced such as painting and cleaning. When you sign on with Utopia, your manager will discuss your specific maintenance needs and instructions.
What do I need to get Utopia Management to manage my property?
All Utopia needs to get started is a signed contract and a copy of your keys. Our management team will follow up later to get the rest of the needed information. You can sign up now by clicking here.
How do you decide what to charge a tenant for security deposit?
We normally ask for approximately one month’s rent.
What is a reserve? How is it funded and what is it used for?
Your account reserve is an amount of money that is held in Utopia Management’s trust account for issues that might arise on your property. The reserve account is typically funded by the initial payments made by the tenant. The reserve is kept so that owners don’t have to send emergency money to fund repairs or other issues on their property.
How do you determine what my property should rent for?
Utopia has a business development manager that will come out to your property to evaluate how much your property should rent for and what needs to be done to get the desired rent at no cost to you.
I am interested in selling my house. Can Utopia Management help me with the sale?
Utopia Management is a full service Real Estate company and can help with the valuation, sale and refinance of your property as well as property management.
Can you help refinance my property?
Utopia Lending, our affiliate company, is a full service mortgage brokerage and can help you with financing or refinancing your property in California.
If I leave the country, does Utopia Management have ability to manage my property?
Utopia Management currently manages property for owners living around the world. Utopia Management has many systems in place to help absentee owners get the information that they require. Click here to access your Owner Portal.
How long will it take my manager to call me back?
All calls are returned within 24 hours or by the next business day.
What documentation will I need to provide my manager?
If your property is located in a HOA, you will need to provide copies of the Rules and Regulations, a blank tenant registration form (if tenants are required to register.) The names of your HOA Manager, Management Company and telephone number. If you have vendors that work at the property, we will need a list of any and all contractual service items and/or vendors, including their representatives names and telephone numbers (e.g. laundry service provider, waste service provider, landscaper, pest control service contractor, Home Warranty or appliance warranty provider (s) etc.) If your property is currently rented, we will need a copy of all current rental agreements as well as any other relevant and pertinent documentation such as credit applications, correspondence, notices sent to tenants etc.
Why do I need to have Utopia Management named additionally insured or additional interest on my Landlord Policy?
Utopia requires its owners to name Utopia Management additional insured, additional interest or have language in the policy covering the property manager due to the great cost of litigation. Utopia Management is able to provide its service at competitive rates due in part to the owner’s Landlord policy being obligated to pick up coverage for all issues related to the property. Additional Insured mean’s that Utopia is notified should the policy be in danger of lapsing, this protects the property owner.
Leasing
Who do I contact if I have a question on my monthly statement?
Please contact us via email receptionist@utopiamanagement.com or via phone 858-598-1111×1150 or your individual property manager.
How do you conduct showings?
We offer self-guided tours to make the rental process as convenient as possible. This allows prospective tenants to view the property on their own schedule without needing to coordinate with an agent.
Check out this video for a full explanation of how self-guided tours work.
What do I need to do to get my property in rent ready condition?
Remove all furniture and other personal belongings. Renting unfurnished is better unless you are doing AirBnB.
If you want to handle any repairs yourself, follow these simple guideline:
All walls professionally painted (trim painted as needed)
All systems and fixtures checked for proper functionality
Smoke alarms with a 10 year sealed lithium ion battery installed in each bedroom, living area, and each level. CO alarm installed on each level
Landscaping should be well maintained
Home should be professionally deep cleaned, including any carpets.
Additionally, remember to update your mailing address on other accounts, such as Amazon.
How long will it take to lease?
View our screening criteria here.
How do you screen the tenants?
No, please refrain from deactivating any utilities, including trash service (if not provided by the City of San Diego). We require all utilities to remain active, as they are essential for vendor work and property marketing. If you’ve had a tenant move out, kindly contact the water and trash service providers to ensure the continuity of service in your name during the vacancy.
How often do you inspect the property?
Once per year we do a walkthrough of the property and prepare a report.
Do you charge a pet rent?
We provide peace of mind to our clients through what is called our Good Pet Guarantee. At no additional cost to the owner, Good Life will reimburse the cost of damages to the home (above normal wear and tear) resulting from pets approved to live at the home by Good Life that exceed the tenants’ security deposit, up to $3,500 total! This eliminates having to ask for a pet deposit, thus lowering tenants’ move-in costs and typically leasing your home faster in San Diego’s pet-friendly rental market. Tenants with pets also generally tend to stay longer in rental properties, so your chances of a costly vacancy are decreased by allowing pets. To implement the program, Good Life charges and retains a pet rent from the tenants. California law dictates service animals are legally inclined to stay with a tenant licensed to have such an animal so Good Life cannot prevent them from living at the home. The Good Pet Guarantee does not apply to damages caused by such service animals.
To implement this program, the manager will charge and retain a pet rent from the tenant.
Maintenance
How do you handle maintenance?
Vacant Properties
We create an inspection report and share it with you. You approve all maintenance costs over $500. Work under $500 we get underway ASAP so we can get your property on the market. We have relationships with professional 3rd party vendors who handle all maintenance work.
Occupied Properties
The tenant submits a maintenance request and you get notified. We troubleshoot common issues with the tenant If needed, we dispatch a preferred vendor who schedules a visit with tenant If the work is over $500 we contact you for approval. If under $500, we make the decision for you so it’s fixed fast.
What do your vendors charge?
It depends on the scope of the repairs needed. Often our team is able to give you an estimated range of cost for common repair items. If not, we can typically obtain a free estimate from our vendors within a couple of days.
How do you pay vendors?
We will utilize the funds that we have on hand for your property to pay vendors for any work performed. In the event we need additional funds, our clients will have access to a portal where they can deposit funds if needed.
Can I perform maintenance or use my own vendors?
If the property is vacant, yes. If the property is occupied, we only use our preferred vendor network in order to protect the tenant and ensure repairs are done right.
What repairs are tenants responsible for?
- Plumbing blockages they cause
- Damage they cause above normal wear and tear
- Cleaning and carpet cleaning once they move out
How do you handle after-hours emergencies?
We use a professional after hours maintenance service who is available 24/7/365. This company takes the call, troubleshoots, and dispatches emergency repairs based on our instructions. If warranted, they contact the property manager after hours to help manage the situation. The next business day, you will receive an update regarding what happened and the actions we took. It’s important to note, after-hours emergency maintenance is handled without prior notification so that your property and the tenant are protected (and so you can sleep:).
Accounting
When will I receive the rent?
On the 1st of each month, we deposit the prior month’s rent into your bank account. We also send you an owner statement detailing income, expenses, invoices, and photos of any maintenance work that was performed that month.
How much security deposit do you require and how is this handled?
Generally $25 less than one month’s rent. This is so the tenant does not confuse the deposit as last month’s rent. We are legally required to return the deposit within 21 days of getting possession back of the home. During that time period, we will conduct a move out walkthrough and coordinate any repairs needed. We will collect the receipts from the vendors and provide the departed tenant with the deposit, minus any deductions, as well as any invoices for deductions made.
Do you require a cash reserve?
No, we do not. However, if you would like us to take care of certain bills, then we would need a cash reserve.
What is the FTB withholding?
If you are not a resident of California, the California Franchise Tax Board (FTB) requires property managers withhold 7% of the gross rent and submit it to them. If you are a California resident, you simply complete a Form 590 which we’ll send you with the management agreement. If you are not a California resident you can apply through the FTB for a Waiver or Reduction from the 7% withholding, more information will be provided in your management agreement. Additional information can be found here.
Is there a fee when the unit is vacant?
No, we do not charge a fee when the unit is vacant. We only collect a leasing fee once the home is rented and a commission each month that it stays rented.
Can you pay my HOA dues, property taxes, mortgage, etc. for me?
If you would like us to take care of certain bills, then we will require a cash reserve. We can pay anything except for mortgage and insurance bills.
General Questions
What is the term of the property management agreement?
To build trust and give you flexibility, our agreements are month-month and canceled at any time with 30 days notice.
Will I be able to increase the rent every year?
Yes. Approximately 3-4 months prior to the lease expiration, we will contact you about renewing the lease. We generally recommend increases of 5-7% annually depending on the market.
What if I need to sell the home?
It’s usually best to wait until the home is vacant to sell it. However, if a client needs to sell while it’s occupied, we will work with the tenant to make sure things go smoothly.
Can I visit the property while occupied?
You can only visit the property when it is vacant. When it’s occupied, we ask owners not to visit the property. It breaks the buffer between you and the tenant and hurts our ability to effectively manage the property. To make owners feel confident the home is being cared for, we do an annual inspection and take photos of the property.
Schedule a call with a Property Management Expert
Here’s what you’ll learn from the call:
- How much your property will rent for
- How much property management will cost you
- How long it will take to rent your property
We make owning rental property easy
Renting your property shouldn’t be a hassle. It should give you a greater abundance of time, money, and energy. We’ve developed a team of A-Players who have made this a reality for over 1,000 San Diego property owners.
We can do the same for you.
Join our community of homeowners.
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