RENTAL SCREENING PROCESS, APPLICATION CRITERIA and NOTICES
Thank you for considering a property with Trillium Property Management, LLC. Please review these application criteria, description of the screening process, policies, and required notices before applying.
RENTAL SCREENING PROCESS
Read this entire rental screening criteria and notifications page, including application acceptance and denial, below.
Applications are processed in the order received. You may apply without seeing the property.
Arrange an appointment to view a property, or to have a proxy view the property for you, request a sample lease, and submit a complete application (complete, with a complete application from each adult occupant or primary minor applicant) including:
copies of all supporting documentation
copies of photo identification sufficient to reasonably prove identity
Expect two business days to review an application, and be prepared to sign a lease and submit all rents and deposits in secured funds within the shorter of 2 business days or 72 hours.
Time is of the essence. Incomplete applications may be denied, or not considered. If we cannot contact your references, or verify all required information after 2 days, you may be denied so we can move on to the next application. Applicants must be prepared to sign a lease within 2 days of approval. A lease can start two weeks from the approval date at the latest.
Have each occupant over the age of 18 submit a complete application, including copies of all supporting documentation to verify the application, including photo identification and, if a tenant is to be financially responsible for rent, proof of income. After we receive all adult occupants' complete applications, everyone will receive a screening request email and will need to pay the background and credit screening company directly. This fee is payable directly to the screening company, and is nonrefundable. If your application is incomplete, unable to be verified, or does not meet the criteria, it will not be refunded.
The cost of tenant screening is between $35 and $50, payable directly by the applicant to the 3rd party service initiated and selected by the Landlord. It is not due until the application is “next in line”. It is not refundable. Please make sure you will meet the criteria, and that applications are complete and accurate before proceeding.
We strongly support and comply with all Federal, State, and local laws concerning fair housing, and do not discriminate based on age, race, color, religion, sex, marital status, national origin, gender, sexual orientation, gender identity or expression, familial status, disability, source of income, domestic violence victimization, or other protected class.
GENERAL REQUIREMENTS
Photo identification.
A complete and accurate application is required for each resident 18 years of age or over, and/or for minors who are primary applicants in order for the screening process to begin.
Credit and background screening is $35 to $50. We will send a link for you to use to apply for the screenings after all applications in the party have been received. One application submittal doesn’t hold a spot in line.
All applicants must be able to enter a legal and binding contract.
Incomplete, inaccurate, unverifiable, or falsified information provided at any point in the process will be grounds for denial.
Any applicant currently using illegal drugs be denied.
Any individual who may constitute a direct threat to the health and safety of an individual, the house or complex, or the property of others will be denied.
The total security deposit required will be half of one month’s rent.
If one application in a party is denied for any reason, all applications will be denied.
The applicant's demeanor will be considered during the process. Applicants will be denied if they make any derogatory comments, or act in a threatening, combative, intoxicated, or disorderly manner during any phase of the application process.
INCOME REQUIREMENTS
Gross monthly household income must equal two (2) times the stated monthly rent.
A debt to income ratio of no more than 20% is required. For example, if rent is $2000, and income is $4000, debt payments of any kind may not exceed $800 per month. If your income exceeds the requirement, debt requirements will be adjusted accordingly.
Two most recent paycheck stubs from your current employer will be required for employed applicants. Verifiable income or liquid assets equal to two (2) times the total annual rent will be required for applicants with no employer. (Verifiable income may mean, but is not limited to: bank accounts, spousal support/child support, trust accounts, social security, unemployment, welfare, grants/loans, or other verifiable income.) Contractors, self-employed, or applicants without employers (pay-stubs) will be required to show proof of income through two months of complete, current bank statements and copies of the previous filed/signed tax return. No part of any statement may be blocked out, and all names and dates must be available. Self-employed applicants will be verified through the state. Any tax returns used as proof of income must include proof of filing, such as a receipt.
Application will be denied if the source of income cannot be verified within two business days. All documentation to prove income must be submitted with the application. Do not use phone screen shots as proof of income. All statements must be full statements, and include names and dates.
RENTAL REQUIREMENTS
Three years of verifiable rental or mortgage history from a current (within 12 months) unrelated party is required. Applicants must be named on a rental agreement. Home owners must submit proof of home ownership via a deed or tax assessment.
Any FED judgment or eviction against the applicant within the past five (5) years will result in a denial of the application.
Applications with rental history reflecting past due rent or any outstanding balance of fees or repairs will be denied.
If a landlord gives a negative reference or refuses to give a reference, the application will be denied.
One or more 72-hour notices within a period of one year will result in a denial.
One or more NSF checks within a period of one year will result in a denial.
Rental history demonstrating lease violations, noise, pet, or other complaints will result in a denial.
Applicants with mortgage statements currently reflecting a past due balance will be denied.
Home ownership negotiated through a land sales contract is verified through the contract holder. Please provide proof of contract, payment history, and contact information.
CREDIT REQUIREMENTS
a. If there is no credit score at all, this may not result in a denial. Applications are not denied based on credit score, but on negatives on the report.
b. Except as provided below, a credit history with negative reports will not be accepted, and result in a denial. A “negative report” is any item 30 days past due or greater, charge-offs, judgments, repossessions, settlements for less than the full amount, and garnishments. Negative credit will result in additional guidelines as follows:
• Bankruptcy: active, or discharged within the last 5 years will result in a denial. A report containing an active bankruptcy will result in a denial.
• any of the following items: history of items 30 days past due or greater, charge-offs, repossessions, judgements, settlements, and garnishments, will result in denial.
Applicants are encouraged to submit Supplemental Evidence at the time of application to mitigate any potentially negative screening results, however, it does not guarantee approval after an Individual Assessment.
CRIMINAL
Upon receipt of the Rental Application and screening results, a search of public records is conducted to determine whether applicant or any proposed resident or occupant has a “Conviction” (which means: charges pending as of the date of the application; a conviction; a guilty plea; or no contest plea), for any of the following crimes as provided in ORS 90.303(3): "drug-related crime; person crime; sex offense; crime involving financial fraud, including identity theft and forgery; or any other crime if the conduct for which applicant was convicted or is charged is of a nature that would adversely affect property of the landlord or a tenant or the health, safety or right of peaceful enjoyment of the premises of residents, the landlord or the landlord’s agent."
Owner/Agent will not consider a previous arrest that did not result in a Conviction or expunged records.
If applicant, or any proposed occupant, has a Conviction in their past which would disqualify them under these criminal conviction criteria, and desires to submit additional information along with the application so an individualized assessment (described below) upon receipt of the results of the public records search and prior to a denial, applicant should do so. Otherwise, applicant may request the review process after denial as set forth below, however, see item (3)(3) under “Criminal Conviction Review Process” below regarding holding the unit.
Minor drug, traffic, alcohol, and DUI violations are not considered in the application process.
A single Conviction for any of the following, subject to the results of any review process, shall be grounds for denial of the Rental Application.
Crimes involving: murder, manslaughter, arson, rape, kidnapping, child sex crimes, or manufacturing or distribution of a controlled substance.
Crimes not listed above involving: drug-related crime; person crime; sex offense; crime involving financial fraud, including identity theft and forgery; or any other crime if the conduct for which applicant was convicted or is charged is of a nature that would adversely affect property of the landlord or a tenant or the health, safety or right of peaceful enjoyment of the premises of the residents, the landlord or the landlord’s agent.
Conviction of any crime that requires lifetime registration as a sex offender will result in denial.
CRIMINAL CONVICTION REVIEW PROCESS
Trillium will engage in an individualized assessment of the applicant’s or other proposed occupant’s Convictions if applicant has satisfied all other criteria (the denial was based solely on one or more Convictions) and:
1. Applicant has submitted supporting documentation prior to the public records search; or
2. Applicant is denied based on failure to satisfy these criminal criteria and has submitted a written request along with supporting documentation.
Trillium will consider:
the nature and severity of the incidents that would lead to denial;
the number and type of incidents;
the time that has elapsed since the date the incidents occurred; and
the age of the individual at the time the incidents occurred.
Supporting documentation may include:
Certifications of treatments/rehab programs;
Letter from employer, teacher, etc.
Certification of trainings completed;
Proof of employment; and
Statement of the applicant
Letter from parole or probation office;
Letter from caseworker, therapist, counselor, etc.
3. Trillium will:
Consider relevant individualized evidence of mitigating factors, which may include: the facts or circumstances surrounding the criminal conduct; the age of the convicted person at the time of the conduct; time since the criminal conduct; time since release from incarceration or completion of parole; evidence that the individual has maintained a good rental history before and/or after the conviction or conduct; and evidence of rehabilitation efforts. Trillium may request additional information and may consider whether there have been multiple Convictions as part of this process.
Notify applicant of the results of Trillium's review within a reasonable time after receipt of all required information.
Hold the unit for which the application was received for a reasonable time under all the circumstances to complete the review unless prior to receipt of applicant’s written request (if made after denial) the unit was committed to another applicant.
Appeals may be submitted to: Trillium Property Management, LLC, 555 SE MLK Blvd., Suite 105, Portland, OR 97214
DISABLED ACCESSIBILITY STATEMENT
Trillium allows existing premises to be modified at the full and complete expense of the disabled person if the disabled person agrees to restore the premises (per fair housing guidelines) at their own expense to the pre-modified condition. If an applicant would like to request modification, we require:
The applicant to seek written approval before making the modifications.
Reasonable details regarding the extent of the work to be done.
Names of the qualified (licensed, bonded, insured) contractors that will be used.
Appropriate building permits and the required licenses must be made available for inspection by the landlord.
A deposit for the restoration may be required, depending on the requests.
An applicant may have two successive 24 hour periods within which to request alternative modifications if requested modifications are denied. Applicants may accept a Property without modification.
NOTICE OF INSURANCE REQUIREMENTS
Before executing a rental agreement, tenants must obtain, provide proof of, and maintain during occupancy a $100,000 tenant liability insurance policy. All parties must be named on a shared policy or have their own individual policies.
This insurance requirement is waived if the household income of the tenant is equal to or less than 50 percent of the area median income, adjusted for family size as measured up to a five-person family, as determined by the Oregon Housing Stability Council based on information from the United States Department of Housing and Urban Development, or if the housing is subsidized with public funds.
FEES
All adult occupants pay for background screening whether they are financially responsible or non financially responsible applicants. This fee is nonrefundable.
DENIAL POLICY
Applications will be denied within two weeks.
If your application is denied due to negative and adverse information being reported, we recommend the following:
If credit related, contact the credit reporting agency listed on the denial letter in order to identify who is reporting unfavorable information and request a correction if the information being reported is incorrect.
If your application has been denied and you feel you qualify as a resident under the criteria stated above, you can write to:
Trillium Property Management, LLC, re: Appeals, 555 SE MLK Blvd., Suite 105, Portland, OR 97214
within 30 days with your explanation and to request an appeal. You will be given the opportunity to correct, refute, or explain negative information that formed the basis of the denial. Your application will be reviewed within two weeks from the date your letter is received. If your application is approved upon appeal, your screening fee will be waived for 3 months, and applicant will be prequalified for rental opportunities following the approved appeal, upon a self certification that no conditions have changed from those described in the approved application.
APPLICATION APPROVAL
Upon receipt of an application approval via actual notice, Applicant(s) will be required to make rent and deposit payments in certified funds, and sign all required paperwork/lease within 2 business days, or 72 hours of approval, whichever is sooner. Approval notification will be delivered electronically via email listed on the applications, text message, or phone. Deposits and rents due to move in include: a full month's rent, last month’s rent, a security deposit in the amount of 1/2 of the monthly rent, or as listed in the ad. All rents and deposits, a lease signed by all parties and proof of tenant liability insurance will be required to be in place prior to receiving keys or taking occupancy of the property. Any applications that cannot be verified within two business days will be denied. Leases will start within 2 weeks of application approval where properties are vacant.
OTHER INFO/FEES • Late fee: Rent is DUE on the 1st of each month and late if not IN by the 4th. Late fee is actual fee of $50 • $35 charge for dishonored/NSF check, plus bank charges • $250 for tampering with a smoke alarm and/or Carbon Monoxide Detector. $250 for keeping an unauthorized pet capable of causing damages to persons or property.
Tenants will be charged a $50 non-compliance fee for the following violations of their Rental Agreement after one written warning, and a $50 non-compliance fee for all subsequent non-compliance: • Late payment of utility or service charge owed to manager, • Failure to clean up pet waste, garbage, rubbish, or other waste anywhere on the premises except inside tenant’s dwelling. • Parking violations and improper use of motor vehicles on the premises. • Smoking. • (The fee for a second or any subsequent noncompliance under this subparagraph may not exceed $250. A landlord may not assess this fee before 48 hours after the required warning notice to the tenant).
Notices required by the City of Portland:
PET POLICY
If pets are permitted (see listing) they must be pre-approved, and must be listed on the rental agreement. No puppies or newly acquired pet dogs are permitted during a tenancy. Dogs must be veterinarian verified as being over one year of age, and have rental references, and complete vaccinations, with proof, provided on the application. Pets must have no history of aggression or destructive behavior. Small dogs are 20 lbs or under. No dogs over 50 lbs are accepted.
Thank you for considering a home managed by Trillium Property Management.
