APPLICATION POLICY AND PROCESS

(Please Read in Its Entirety)

Thank you for your interest in a Hupka Team Property Management home. We process applications as quickly as possible. Before applying, please review the following information so you fully understand our policies and resident screening process.

Policies may change to comply with legal requirements and business needs. HTPM LLC is committed to Equal Housing Opportunity and complies with the Federal Fair Housing Act, the Fair Credit Reporting Act, the REALTOR® Code of Ethics, and all state and local fair housing laws.

RENTAL APPLICATION REQUIREMENTS

1. Application & Fees

  • The application fee is $50 per applicant and is non-refundable.

  • All applications must be submitted online.

  • Each applicant must use their own unique email address.

  • Every applicant 18 years or older must submit a separate application and fee.

  • Payment must be made online by credit card.

  • After submitting your application, you will receive an email with instructions to authorize your background screening.

Once your completed application and all supporting documents are received, we will typically notify you of the results within 1–3 business days. Processing time may vary depending on the responsiveness of employment and residency verifications.

Non-responsive contacts may result in the application being declined or another application being processed before yours.

2. Supporting Documentation

Please email documents to: HupkaTeamPM@gmail.com

Have the following ready when applying:

  • A photo of a valid government-issued photo ID

  • The last two months of verifiable income (pay stubs)

    • Self-employed applicants must provide the two most recent tax returns

  • A photo of each animal that will occupy the property

  • If applicable: LES and military orders

  • Completed Residency and Employment Verification Forms

3. Resident Screening & Evaluation

Identification

All applicants must provide a valid government-issued photo ID.
Non-U.S. citizens must provide a valid passport, government ID, and a visa valid for the duration of the lease.

Income Verification

Applicants must have gross monthly income of at least 3x the monthly rent.

Acceptable income verification may include:

  • Pay stubs

  • Social Security

  • Disability income

  • Housing vouchers

Self-employed applicants must provide:

  • Two most recent tax returns

  • Three months of bank statements

Unmarried applicants must qualify individually.

Employment Verification & History

Applicants must provide verifiable employment history for the past 24 months.
Active-duty military must provide LES and assignment orders.

Rental History

Applicants must provide positive, verifiable housing history for at least 2 years (renting or owning).

Requirements:

  • Provide contact information and dates for prior residences

  • Verification must come from unbiased sources (not friends or family)

  • Ownership will be verified via credit report

  • Applicants must not owe money to any landlord

  • No more than one late payment or returned check in the past 12 months

Previous evictions or landlord collections may result in denial.
Bankruptcies may require a higher security deposit if other qualifications are met.

Credit History

HTPM LLC conducts a hard credit check on all applicants.

Credit should demonstrate responsible payment history with minimal collections or write-offs.
Some properties require a minimum credit score of 650, depending on owner requirements.

Criminal Background Check

We conduct nationwide criminal, sex-offender, and terrorist database screenings.
Convictions for violent or drug-related felonies may result in denial.

Pet / Animal Policy

Most properties are pet-friendly, but restrictions may apply based on owner preference.

If approved:

  • $500 non-refundable pet fee for the first pet

  • Additional pets may require additional refundable pet security deposits.

  • Pets must be listed on renter’s insurance

  • Photo of each pet is required

Misrepresentation of pets may result in a $1,000 fine and possible eviction.

4. Approval & Deposit Process

If your application is pre-approved:

  • The security deposit must be paid immediately online to secure the property.

  • Once the deposit is received, showings are suspended and MLS status is updated.

  • The lease is prepared for owner review and approval.

  • Once the owner has signed, the lease is then sent electronically to you for your review and signatures.

  • The lease must be signed within 24 hours of receipt.

We may continue to accept applications until both the security deposit AND signed lease are received.

If the lease is not executed, the security deposit will be refunded.

Holding the Property

Vacant properties can be held for up to 2 weeks unless approved by the owner.
Move-in must occur within this timeframe.

If an approved applicant signs the lease but fails to take possession, the security deposit will be forfeited as liquidated damages.

Multiple Applications

When multiple applications are received, we process all and approve the most qualified applicant.

If pre-approved but not selected:

  • Your application remains active for 90 days

  • You may apply to another property without paying another application fee.

5. Additional Policies

Smoking Policy

No smoking is permitted inside any property or building.
Violations may result in fines and possible eviction.

Move-In Fee

A $250 Property Management Move-In Fee will be charged with the first month’s rent.
This covers lease preparation, move-in coordination, account setup, compliance documentation, and property condition records.
This fee is non-refundable and is not a security deposit.

Your move-in fee and first month’s rent must be paid online at least five (5) business days prior to taking possession of the property. This allows sufficient time for funds to clear before physical possession is granted.

Property Information Disclaimer

We strive to ensure property information is accurate; however, applicants must independently verify schools, utilities, and services.

6. Misrepresentation Policy

Providing false, incomplete, or misleading information may result in:

  • Application denial

  • Lease termination if discovered after signing

7. Adverse Action Notice

We may obtain a consumer credit report as part of the application process. Federal law requires us to provide a Notice of Adverse Action whenever a credit report is used in a rental decision, even if no negative information is found. This notice simply explains your right to obtain a free copy of your report and dispute any inaccurate information.

Acknowledgement

By submitting an application, you confirm that:

  • You have read and understand these policies.

  • All application fees are non-refundable.