Home
Owner Login
What is Birch Management′s philosophy?
Our goal is to maximize the return on investment for our clients while maintaining quality housing for our residents. Our mission is to offer personalized and professional services to both our clients and customers by building strong relationships, utilizing the latest technology, implementing effective marketing strategies, and following consistent systems all with honesty and integrity throughout every facet of our business. We strive to stay on top of market changes and industry trends and adapt accordingly.
What is the advantage of renting through Birch Management?
Our staff is professional, courteous, informed and experienced. Five of our members hold a NC Real Estate License. By utilizing the concept of economies of scale, we can offer multiple services that would be cost prohibitive for individual owners and smaller companies. We have one of the strongest marketing programs in the industry, including the publication of properties in many different areas. We stay on top of changing trends and legal issues to protect our client′s interests. There is also a personally answered 24 hour emergency maintenance line to handle unforeseen maintenance requests that, if not corrected immediately, could lead to much larger problems or increased liability for the owner.
What is Birch Management's role as a property manager?
Our role is to achieve our clients objectives while preserving or increasing the value of an investment property and generating income for our clients. We advertise our properties, screen tenants, negotiate leases, collect rent, schedule maintenance for your property, keep accurate records, and provide regular reports and communication with our clients.
What types of properties does Birch Management, Inc manage?
We manage all residential properties including single family homes, condominiums, town homes, duplexes and apartments throughout Guilford County. We also manage small retail and commercial properties.
What expectations does Birch Management have for leasable properties?
We operate in strict compliance with the NC Residential Rentals Agreement Act and the International Property Maintenance Code. Before we offer a property for lease, we check to make sure they are clean and sanitary, doors and windows are operable and have secure functional locks, and the yard is well kept and free of debris and trash. We ensure that that the carpets are professionally cleaned and treated for fleas if applicable, and that the property is free of insects and bugs. We make sure that each property has the appropriate number of smoke detectors with new batteries installed (this is a legal requirement), is re–keyed (another legal requirement), and that new HVAC filters are in place. By establishing a benchmark for new residents, they have a much easier process moving in and will respect and care for the property more.
How does Birch Management market our vacant properties?
View our marketing program
What are the fees for Birch Management to manage my property?
Typically, fees are 10% of the gross rental income or $75.00 per month, whichever is greater, for residential properties. We charge a prepaid advertising fee of $200 per vacancy, a $75.00 lease renewal fee, and a $75.00 close out fee at the end of management. There is also a leasing fee equal to 50% of 1 month's rent, however, there is no charge while the property is vacant. Should you have specific needs, please ask us how we can generate a program to meet your needs. Commercial properties are quoted on a proposal basis, please contact us for more information. View a sample of our Property Management Agreement.
Does Birch Management require an expense reserve?
Typically, Birch Management requires a reserve of at least $300.00 from rental proceeds to establish and maintain an expense reserve to be used for unanticipated expenses associated with the management or operation of the property. These funds, as with all of our clients money, are held in a Trust Account in strict compliance with the NC Trust Account Guidelines.
What is our collection process?
All rents are due on the 1st of the month and are considered late on the 6th. For those residents that have not paid by the 6th of the month, we send out a first letter of delinquency on the 6th, followed by a second letter of delinquency on the 13th. For those that have still not paid by the 18th of the month, we initiate a Summary Ejectment filing.
What are the court costs involved with A Summary Ejectment filing?
Court costs are determined by the court system and typically run a minimum of $90 and up, depending on the number of defendants. There is also a filing administrative fee due to Birch Management equal to total court costs. These costs are charged to the resident and if not paid, will be deducted from the resident's security deposit upon vacating the property.
When are equity distributions made?
Equity distributions are made on the last business day of each month. Net proceeds are directly deposited into our clients accounts on that day through an electronic ACH transfer. Monthly statements are emailed on the last business day of the month, as well. Should there have been any maintenance items, or other charges, the original invoices are sent via postal mail at the end of the month.
Download our ACH authorization form.
How is maintenance handled?
Birch Management, Inc endeavors to ensure a minimal amount of inconvenience to all of our residents by providing 24 hour emergency services as well as a quick response to routine daytime repair and maintenance requests. Routine maintenance requests must be submitted in writing to us. Routine requests are handled by Triad Maintenance Services, LLC and skilled, licensed, and insured subcontractors that we have long–term relationships with. We strive to exceed the minimum standards and have found that by providing a quality home we can attract a higher quality resident and command higher lease rates. View our maintenance section.
What insurance is required?
We do require that owners carry a commercial general liability insurance policy for the protection of any claims arising out of the operation, leasing, and maintenance of the property. We do require a valid certificate of insurance, listing Birch Management, Inc as an additional insured party to be on file at all times – there is usually no additional cost associated with this.
What is done when a resident gives notice that they will be moving out?
What is done after a resident moves out?
How does Birch Management screen prospective residents?
What does Birch Management do before a new resident moves in?
Do owners have to accept pets?
Pets are accepted on a case by case basis as determined by our clients. There is a one time non–refundable pet fee, which may vary depending on the number and size of pets, paid by the resident. For more complete information about accepting pets please contact us.
How do we communicate with our owners?
We believe in prompt and thorough communication with our clients. Every staff member has their own telephone extension, voice mail and e-mail. We send out monthly statements and quarterly newsletters in an effort to keep our clients informed. Below are some of the instances that we will initiate additional communication:
How much can my investment property lease for?
Your lease rate is going to be determined by several market factors including the condition of the property, location, and the rental rates for competing homes in the immediate area. Unfortunately, the markets that dictate lease rates vary vastly from the markets that influence value of properties. Please contact our office and we can discuss this with you as it relates to your specific property.
Can Birch Management help me buy or sell investment property?
Through our affiliation with reputable, experienced and established local REALTORS we can assist you in the acquisition and disposition of investment property. Should you have an established relationship with another REALTOR, we can assist you by working with them to make the process smooth.
How are Security Deposits handled?
Birch Management does require security deposits, usually an amount that is equal to one month's rent, from all residents. As required by the NC Tenant Security Deposit Act, these funds are held in a separate escrow account at an insured bank within North Carolina. Security deposits cannot be disbursed until the resident vacates and at that time, can only be disbursed to the owner or the resident.
Can I enter my property after it is rented?
All leases in North Carolina are governed by the NC Residential Rentals Agreement Act and provide for the covenant of quiet enjoyment. As a result, we do not enter the property and recommend the owner not enter the property except in emergency situations or when repairs have been requested by the resident. History has shown that repeated disturbances prompt residents to become unhappy and not be as willing to renew their leases. We usually try to give the resident 24 hours notice before we enter unless it is an emergency situation.
How much notice does a resident have to give before they can properly vacate a property?
Our lease provides that the resident give a minimum 45 day written notice that the lease will be terminated, with termination not permitted on any day other than the end of the month.
What does Birch Management need to start managing my property?
In order for us to begin the process of managing your property we need the following:
How do I pay management fees?
Management fees are deducted from your monthly equity distributions.
Will you pay my monthly bills for me?
Yes, through our accounting system we can easily pay all of your monthly bills, including HOA dues and mortgages. We pay bills on the 25th of each month. We do require a reserve to be funded in excess of the estimated monthly payments in order to take advantage of this service.
Please download the appropriate form to begin this service.
Can I view my account online?
Yes, our clients have full access to their accounts. You will see the same data that we have in the office and be able to prepare your own customized reports, 24 hours a day, 365 days a year.
Our goal is to maximize the return on investment for our clients while maintaining quality housing for our residents. Our mission is to offer personalized and professional services to both our clients and customers by building strong relationships, utilizing the latest technology, implementing effective marketing strategies, and following consistent systems all with honesty and integrity throughout every facet of our business. We strive to stay on top of market changes and industry trends and adapt accordingly.
What is the advantage of renting through Birch Management?
Our staff is professional, courteous, informed and experienced. Five of our members hold a NC Real Estate License. By utilizing the concept of economies of scale, we can offer multiple services that would be cost prohibitive for individual owners and smaller companies. We have one of the strongest marketing programs in the industry, including the publication of properties in many different areas. We stay on top of changing trends and legal issues to protect our client′s interests. There is also a personally answered 24 hour emergency maintenance line to handle unforeseen maintenance requests that, if not corrected immediately, could lead to much larger problems or increased liability for the owner.
What is Birch Management's role as a property manager?
Our role is to achieve our clients objectives while preserving or increasing the value of an investment property and generating income for our clients. We advertise our properties, screen tenants, negotiate leases, collect rent, schedule maintenance for your property, keep accurate records, and provide regular reports and communication with our clients.
What types of properties does Birch Management, Inc manage?
We manage all residential properties including single family homes, condominiums, town homes, duplexes and apartments throughout Guilford County. We also manage small retail and commercial properties.
What expectations does Birch Management have for leasable properties?
We operate in strict compliance with the NC Residential Rentals Agreement Act and the International Property Maintenance Code. Before we offer a property for lease, we check to make sure they are clean and sanitary, doors and windows are operable and have secure functional locks, and the yard is well kept and free of debris and trash. We ensure that that the carpets are professionally cleaned and treated for fleas if applicable, and that the property is free of insects and bugs. We make sure that each property has the appropriate number of smoke detectors with new batteries installed (this is a legal requirement), is re–keyed (another legal requirement), and that new HVAC filters are in place. By establishing a benchmark for new residents, they have a much easier process moving in and will respect and care for the property more.
How does Birch Management market our vacant properties?
View our marketing program
What are the fees for Birch Management to manage my property?
Typically, fees are 10% of the gross rental income or $75.00 per month, whichever is greater, for residential properties. We charge a prepaid advertising fee of $200 per vacancy, a $75.00 lease renewal fee, and a $75.00 close out fee at the end of management. There is also a leasing fee equal to 50% of 1 month's rent, however, there is no charge while the property is vacant. Should you have specific needs, please ask us how we can generate a program to meet your needs. Commercial properties are quoted on a proposal basis, please contact us for more information. View a sample of our Property Management Agreement.
Does Birch Management require an expense reserve?
Typically, Birch Management requires a reserve of at least $300.00 from rental proceeds to establish and maintain an expense reserve to be used for unanticipated expenses associated with the management or operation of the property. These funds, as with all of our clients money, are held in a Trust Account in strict compliance with the NC Trust Account Guidelines.
What is our collection process?
All rents are due on the 1st of the month and are considered late on the 6th. For those residents that have not paid by the 6th of the month, we send out a first letter of delinquency on the 6th, followed by a second letter of delinquency on the 13th. For those that have still not paid by the 18th of the month, we initiate a Summary Ejectment filing.
What are the court costs involved with A Summary Ejectment filing?
Court costs are determined by the court system and typically run a minimum of $90 and up, depending on the number of defendants. There is also a filing administrative fee due to Birch Management equal to total court costs. These costs are charged to the resident and if not paid, will be deducted from the resident's security deposit upon vacating the property.
When are equity distributions made?
Equity distributions are made on the last business day of each month. Net proceeds are directly deposited into our clients accounts on that day through an electronic ACH transfer. Monthly statements are emailed on the last business day of the month, as well. Should there have been any maintenance items, or other charges, the original invoices are sent via postal mail at the end of the month.
Download our ACH authorization form.
How is maintenance handled?
Birch Management, Inc endeavors to ensure a minimal amount of inconvenience to all of our residents by providing 24 hour emergency services as well as a quick response to routine daytime repair and maintenance requests. Routine maintenance requests must be submitted in writing to us. Routine requests are handled by Triad Maintenance Services, LLC and skilled, licensed, and insured subcontractors that we have long–term relationships with. We strive to exceed the minimum standards and have found that by providing a quality home we can attract a higher quality resident and command higher lease rates. View our maintenance section.
What insurance is required?
We do require that owners carry a commercial general liability insurance policy for the protection of any claims arising out of the operation, leasing, and maintenance of the property. We do require a valid certificate of insurance, listing Birch Management, Inc as an additional insured party to be on file at all times – there is usually no additional cost associated with this.
What is done when a resident gives notice that they will be moving out?
- A marketing visit is made to the property to update any marketing materials and do a quick assessment as to the anticipated turnover time
- A letter is sent to the resident notifying them of their duties, including cleaning and yard care
- The reserve in the owner′s account is modified, if necessary, to ensure that funds are available to perform all necessary turnover items to get the property ready for the next resident
- The property is placed in all of our marketing materials and a sign is placed at the property. We have established relationships with over a dozen marketing outlets to get the word out to prospective residents. An advertising charge of $200 per vacancy will be charged to your account to cover all of the advertising for the length of the vacancy
- The appropriate arrangements are made for the transfer of utilities
What is done after a resident moves out?
- The locks are changed immediately after a resident moves out for safety and security reasons
- We will perform a move–out inspection of the property. Our goal is to complete all of the inspections within the first five business days after the resident moves out. During this inspection, we will determine any items that should be charged to the former resident, as well as recommendations of items that are in need of attention by you to preserve the value of the property and decrease the vacancy time. We document the condition of all our properties with digital pictures.
- We will supply you a summary of the inspection on or about the sixth business day of the month
- Once cleared for viewing and all work is complete we allow prospective residents to view your property to determine if they are interested in making it their home
How does Birch Management screen prospective residents?
- We perform a credit check, criminal background check, employment verification, and rental/mortgage payment history on every adult prospective resident
- We evaluate the lease rate/income ratio
- Upon approval, the prospect is given 72 hours to sign the lease and pay the security deposit
What does Birch Management do before a new resident moves in?
- A move–in inspection is performed in which we document, both in pictures and writing, the condition and assess the need for any last minute items that require attention, such as light cleaning
- As required by law, all smoke detectors must be tested and the batteries replaced regardless of how new they are. We abide by the International Property Maintenance Code for the proper number and location of smoke detectors. New batteries will incur a cost of $12.50 each and new smoke detectors will incur a cost of $50. This is inclusive of parts and labor
- Furnace filters will be changed, as needed. The cost is $12.50 per filter, unless there are uniquely sized or special filters required. Not only does this help protect your investment, but sets the benchmark for new residents. Per the terms of our lease agreement, residents are required to replace them at the end of their tenancy, as well as change them throughout tenancy
- The property will be re–keyed to ensure safety and security of both the property and new resident
- A light cleaning will be performed to the interior of the property a few days prior to move–in as necessary
Do owners have to accept pets?
Pets are accepted on a case by case basis as determined by our clients. There is a one time non–refundable pet fee, which may vary depending on the number and size of pets, paid by the resident. For more complete information about accepting pets please contact us.
How do we communicate with our owners?
We believe in prompt and thorough communication with our clients. Every staff member has their own telephone extension, voice mail and e-mail. We send out monthly statements and quarterly newsletters in an effort to keep our clients informed. Below are some of the instances that we will initiate additional communication:
- Summary ejectment filings
- Acceptable applications
- Notice to vacate from tenant
- What to expect when tenant moves out
- Lease renewals
- Extraordinary maintenance items
How much can my investment property lease for?
Your lease rate is going to be determined by several market factors including the condition of the property, location, and the rental rates for competing homes in the immediate area. Unfortunately, the markets that dictate lease rates vary vastly from the markets that influence value of properties. Please contact our office and we can discuss this with you as it relates to your specific property.
Can Birch Management help me buy or sell investment property?
Through our affiliation with reputable, experienced and established local REALTORS we can assist you in the acquisition and disposition of investment property. Should you have an established relationship with another REALTOR, we can assist you by working with them to make the process smooth.
How are Security Deposits handled?
Birch Management does require security deposits, usually an amount that is equal to one month's rent, from all residents. As required by the NC Tenant Security Deposit Act, these funds are held in a separate escrow account at an insured bank within North Carolina. Security deposits cannot be disbursed until the resident vacates and at that time, can only be disbursed to the owner or the resident.
Can I enter my property after it is rented?
All leases in North Carolina are governed by the NC Residential Rentals Agreement Act and provide for the covenant of quiet enjoyment. As a result, we do not enter the property and recommend the owner not enter the property except in emergency situations or when repairs have been requested by the resident. History has shown that repeated disturbances prompt residents to become unhappy and not be as willing to renew their leases. We usually try to give the resident 24 hours notice before we enter unless it is an emergency situation.
How much notice does a resident have to give before they can properly vacate a property?
Our lease provides that the resident give a minimum 45 day written notice that the lease will be terminated, with termination not permitted on any day other than the end of the month.
What does Birch Management need to start managing my property?
In order for us to begin the process of managing your property we need the following:
- Executed property management agreement
- Keys to the property, including mail box keys, if applicable
- Garage door openers, if applicable
- Certificate of insurance, with Birch Management, Inc as an additional insured
- IRS W–9
- Unit Information Sheet
- ACH Authorization
- Lead Based Paint Disclosure Addenda, if the property was built prior to 1978
How do I pay management fees?
Management fees are deducted from your monthly equity distributions.
Will you pay my monthly bills for me?
Yes, through our accounting system we can easily pay all of your monthly bills, including HOA dues and mortgages. We pay bills on the 25th of each month. We do require a reserve to be funded in excess of the estimated monthly payments in order to take advantage of this service.
Please download the appropriate form to begin this service.
Can I view my account online?
Yes, our clients have full access to their accounts. You will see the same data that we have in the office and be able to prepare your own customized reports, 24 hours a day, 365 days a year.
