Application Process & Criteria
Application Process and Rental Agreement Fees
Thank you for applying for a rental home with Jim McNeeley Real Estate. We would like to go over some of our policies and procedures so you know what to expect from your potential future landlord.
Viewing the Property
- Please note the pet restrictions in our screening criteria.
- We require you to view the exterior of the property in person before we will schedule a viewing. Properties will not typically be shown until after the availability date.
- Please do not disturb current occupants.
- Applicant must move in or begin paying rent within 14 days of approval.
What is Required
The following is required for each adult (18 or older) in order to consider an application complete.
- Your application
- A non-refundable $50.00 screening fee per adult (18 or older) – If using PayPal fee may apply
- A copy of an ID for all adults applying
- Income verification (paycheck stub, etc.)
- Copy of your renter’s insurance policy at the time of signing your Reservation Agreement (per ORS 90.222)
Please read below for our specific screening criteria. We process completed applications on a first come, first serve basis. Your application, screening fee, photo ID, verification of income, and all additional documents must be completely submitted in order to be considered complete. We will refund your screening fee if a previous applicant has been approved or if you were not screened for any reason.
Applications online can be filled out by visiting our list of RENTAL PROPERTIES.
- First, please use the PayPal feature to pay the appropriate number of screening fees.
- Second, select the property that you wish to apply for.
- You can then start the application process by clicking the “View Details” tab and then the “Apply Now” tab. Fill out the application as completely as possible to avoid delays.
- You will then need to submit your income verification and a copy of your photo id by either emailing us at firstname.lastname@example.org or faxing us at 503-292-4597.
- You also have the option of picking up a paper application from our office.
- You can then return the application, the screening fee, photo id, and income verification to our office at 1519 SW Marlow Ave, Portland, OR 97225.
Processing the Application
- Each applicant has 24 hours from the time of submitting an application to complete their application which includes: providing the screening fee, ID, Income verification, and all applicable required information to accompany the application. Failure to provide the required information within 24 hours of submitting an application will cancel your application.
- Application screening information (verification of tenancy, employment verification, etc.) needs to be obtained and verified within 48 hours from the time the screening process begins; if your application information cannot be verified within this timeframe, your application will result in a conditional approval or be denied.
The processing of your application will result in 4 possible outcomes:
- Acceptance of application
- Conditional approval with requirement of up to ONE month's additional deposit
- Conditional approval with qualified cosigner
- Denial of Application
Your application, screening fee, photo ID, verification of income, and all additional documents must be completely submitted in order to be considered. If the application is approved, applicants will have 24 hours from the time of notification to confirm acceptance of property.
Applicants will have 48 hours from the time of notification to either execute a rental agreement and make all deposits required there under or make a deposit to hold the unit and execute a reservation deposit agreement which will provide for the forfeiture of the deposit if applicants fail to occupy the unit. If applicants fail to timely take the steps required above, they will be deemed to have refused the unit and the next application for the unit will be processed.
If a co-signer is required, a completed co-signer application, screening fee, ID, verification of income, and all additional documents must be completely submitted in order to be considered.
- Upon renting a home with us we collect a security deposit and a full month’s rent, regardless of the day that you take possession of the home.
- Security Deposit amounts are typically $100 less than the rent if you are fully qualified.
- Your second month will be pro-rated to the number of days that you had possession in the previous month. For example, if you move in on January 13 you will pay a full month’s rent and security deposit by that date and would pay for 19 days of pro-rated rent on February 1.
- Pro-rated rent is determined by the amount of one month’s rent X 12 months / 365 days X the number of days in the first month that you will be occupying the property.
- Your security deposit and first month’s rent must be paid by certified funds such as a money order or cashier’s check.
- Personal checks and cash will NOT be accepted for move in amounts.
It is the tenant’s responsibility to put the utilities into their name for which they are responsible before their move in date. Further instructions will be provided for you once you are approved for the property.
Rental Agreement & Fees
- Rent is due to our office on the first of each month and late after the fifth.
- Late fee is $100.00 or 10% of the monthly rent amount, per occurrence.
- Dishonored checks (NSF checks) shall be treated as unpaid rent subject to the late fee and, in addition, shall be subject to an NSF fee of $35.00.
- In addition, tenants may be charged any statutory fee provided by law.
- After the tenant has tendered one check that is dishonored, all future checks must be tendered in the form of cashier’s checks or money orders.
- Repairs or maintenance of tenant caused damages and cleaning above normal wear and tear during occupancy or at termination will be billed at $55 per hour as assessed by the landlord.
- Tenant(s) shall immediately report in writing, all malfunctions of equipment, failure of essential services or need for repair.
- Damage caused by tenant such as stoppage of waste pipes or overflow of toilets, bathtubs or sinks shall be paid by tenant as well as any damage to walls & floors caused by failure to disconnect exterior faucets during freezing weather.
- Any damage caused because of Tenant supplied appliances (ie washing machine, dryer, refrigerator, dishwasher, etc.) shall be the responsibility of the tenant to pay for and/or repair.
- Tenant shall be assessed a minimum of $50.00 for each and every violation of this rule.
- Charge for early lease termination by tenants is equal to 1.5 months’ rent.
- Tenant(s) is to use the premises for a dwelling unit and not conduct any commercial activity or services for compensation in or on the property without the PRIOR written consent of landlord. Child care shall be considered a business and shall not be conducted for any reason.
REMOVING OR TAMPERING - It is a violation of law to remove or tamper with a properly functioning smoke detector or alarm, including removing working batteries or non-payment of electrical service which renders the device inoperative. Should the tenant or someone under their control cause the smoke detector to be inoperative the landlord may assess a penalty of $250.00 and/or terminate the rental agreement.
KEYS AND CARBON MONOXIDE DETECTORS - If all keys, garage door openers and Carbon Monoxide Detectors or their User Manual(s) initially given to tenant(s) are not returned upon move out, $15 per key, $75 per garage door opener and $70 per Carbon Monoxide Detectors will be withheld from the security deposit. Typically JMRE does not have copies of mail keys for security purposes. If no mail key is given tenant is responsible for obtaining a key from the post office that services their address. Frequently the post office will charge a fee of approx. $25-$50
A $50 fee will be imposed for the following rental agreement violations:
- Late payment of utility
- Failure to clean pet waste
- Failure to clean garbage/rubbish
- Parking violation or improper use of vehicle.
Again thank you for considering Jim McNeeley Real Estate as your landlord. We look forward to working with you and offering you exceptional customer service!
Rental Criteria for Residency
At Jim McNeeley Real Estate and Property Management, Inc., we are committed to selecting tenants in a fair and equitable manner regardless of race, color, national origin, religion, gender, familial status, disability, marital status, source of income, sexual orientation including gender identity, honorably discharged veterans / military status, and domestic violence victims.
- Occupancy is based on the number of bedrooms in a unit.
- Typically two persons per bedroom are allowed with an exception for children under 2 years old.
- Each applicant 18 or older must submit an application.
- We will require up to three business days to process your application. Inability to verify information could delay this process.
- Legible identification with a picture will be required. Emailing your identification to email@example.com is preferred.
- Each applicant will be required to qualify individually or as per specific criteria areas.
- Inaccurate or falsified information will be grounds for denial of the application.
- Any individual currently using illegal drugs or whose tenancy may constitute a direct threat to the health and safety of any individual, the complex, or the property of others will be denied tenancy. Applicants making any derogatory statements and/or show combative behavior at any time during the application process will be denied tenancy.
- Combined Monthly gross income of at least 3 times the stated rent is required and must be from a verifiable legal source. Combined Monthly gross income of 2.5 times the stated rent is required for properties where the landlord pays three or more utilities (e.g. water/sewer/garbage)
- Large liquid saving/investment accounts may be used to qualify in lieu of income. Current balance must be at least 5 times the amount of rent paid over the entire lease. Bank statements are only acceptable for proof of income in this instance; they are otherwise not acceptable for proof of income.
- A combination of income and savings may be considered.
- If applicant holds a Housing Voucher, Monthly gross income of at least 3 times the portion of rent that the tenant is responsible for paying, per their voucher. The income must be from a verifiable legal source.
- Tenants must provide written verification of current employment with year to date information.
- Tenants accepting a new job must present an employment offer letter with start date and wage/salary terms.
- Self-employed applicants will be verified through state corporation commission and will be required to provide tax returns or financial statements from the most recent year filed to show income.
- One year of verifiable contractual rental history from a current/former third party landlord or home ownership is required.Less than one year history may require additional deposit up to one month’s rent, a qualified cosigner, or result in denial of the application.
- Five years of eviction-free history per applicant is required or the application will be denied.
- No more than three non-payments of rent notices or three dishonored checks in the past one year period or the application will be denied.
- Discovery of rental history reflecting unpaid damages or unpaid rent will result in denial of the application.
- Rental history including three or more noise disturbances and/or any other material non-compliance with the rental agreement and/or rules within the past two years will result in denial.
- Lack of credit, negative credit, or adverse debt showing on a consumer report may require additional deposit up to one month’s rent, a qualified cosigner, or result in denial of the application.
- Five or more unpaid collections (not related to medical expenses) will result in denial of the application.
Screening reports obtained through our company during the screening process can be used within 30 days of the screening date if applicant(s) wishes to transfer application(s) to a different property than originally applied to be re-considered for a different property that is available. Applicants who wish to transfer their applications to a different property after 30 days of a screening report being ran will need to re-apply and be re-screened per the original application process.
Rent Well Graduates
If applicant fails to meet any criteria related to credit, evictions and/or rental history, and applicant has received a certificate indicating satisfactory completion of a tenant training program such as “Rent Well,” Owner/Agent will consider whether the course content, instructor comments and any other information supplied by applicant is sufficient to demonstrate that applicant will successfully reside in compliance with the Rental Agreement. Based on this information, Owner/Agent may waive strict compliance with the credit, eviction and/or rental history screening criteria for this applicant.
Criminal Conviction Criteria
Upon receipt of the Rental Application and screening fee, Owner/Agent will conduct a search of public records 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 to Owner/Agent along with the application so Owner/Agent can engage in 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 (c) under “Criminal Conviction Review Process” below regarding holding the unit.
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.
- Felonies involving: murder, manslaughter, arson, rape, kidnapping, child sex crimes, or manufacturing or distribution of a controlled substance.
- Felonies 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, where the date of disposition has occurred in the last 7 years.
- Misdemeanors involving: drug related crimes, person crimes, sex offenses, domestic violence, violation of a restraining order, stalking, weapons, criminal impersonation, possession of burglary tools, financial fraud crimes, where the date of disposition has occurred in the last 5 years.
- Misdemeanors not listed above involving: theft, criminal trespass, criminal mischief, property crimes 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, where the date of disposition has occurred in the last 3 years.
- Conviction of any crime that requires lifetime registration as a sex offender, or for which applicant is currently registered as a sex offender, will result in denial.
Criminal Conviction Review Process:
Owner/Agent 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:
- Applicant has submitted supporting documentation prior to the public records search; or
- Applicant is denied based on failure to satisfy these criminal criteria and
has submitted a written request along with supporting documentation.
Supporting documentation may include:
- Letter from parole or probation office;
- Letter from caseworker, therapist, counselor, etc.;
- Certifications of treatments/rehab programs;
- Letter from employer, teacher, etc.
- Certification of trainings completed;
- Proof of employment; and
- Statement of the applicant.
- 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 tenant history before and/or after the conviction or conduct; and evidence of rehabilitation efforts. Owner/Agent may request additional information and may consider whether there have been multiple Convictions as part of this process.
- Notify applicant of the results of Owner/Agent’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.
Pending charges or outstanding warrants for any of the above will result in the suspension of the application process until the issues are resolved. No unit will be held waiting resolution of the pending charges.
- Smoking and/or vaping is not allowed in any of our rental properties. All smoking and/or vaping is prohibited within 10 feet of the premises.
- Typically no more than two pets are allowed on any of our properties. No breeds with violent tendencies or uninsurable breeds such as, but not limited to, Pit Bulls, Rottweiler, German Shepherd, Staffordshire Terrier (Pit bull/Staffordshire Terrier), or Dobermans are allowed.
- Some properties may have more restrictive pet policies.
- No pet that has any history of violence or destroying property will be allowed. No kittens or puppies under one year old are allowed. Jim McNeeley Real Estate reserves the right to verify that pets did not cause harm or damage through third party landlord or past landlord.
- The security deposit will be increased by $500 for every approved pet.
- We prohibit growing any marijuana, for any purpose, on any part of the premises, including common areas.
Jim McNeeley Real Estate allows existing premises to be modified at the full expense of the disabled person. We may ask that the disabled person agrees to restore the premises to the original condition at their expense. We require:
- Applicant seeks landlord’s written approval before making modifications.
- Written estimate by licensed and qualified contractor specifying the details of the work to be done.
- Appropriate building permits and licenses required are made available to landlord.
- Additional deposit for the restoration may be required.
- Very good established credit will be required.
- Home ownership preferred, but will consider long standing positive rental history.
- Must have income of at least four (4) times the rent and provide written proof of income.
- A cosigner may be an option where an applicant has insufficient verifiable income, lacks credit history or lacks rental history.
- One cosigner is responsible for all occupants on the lease.
- Utilization of a cosigner is subject to approval by the owner of the home.
Application check list:
- All Application boxes filled out completely
- Copies of IDs
- $50 Screening fee per adult –If using Paypal fee may apply
- Income verification
- Copy of your renter’s insurance policy at the time of signing your Reservation Agreement (per ORS 90.222)
To fill out an online application:
- Go to our Available Rentals
- Find the property you wish to apply to and click 'View Details'
- On the property listing page, click 'Apply Now’!