Owner Resources

Our fees cover core services like marketing & advertising, tenant screening, rent collection, maintenance coordination, financial reporting, tenant communications, and more. For a more detailed breakdown of our services visit here. We are transparent about all fees, which are outlined in the property management agreement. To inquire about the cost of our services and managing your property, please contact us today! 

We manage single family homes, condos, townhomes, small multifamily properties (2-4 units), apartment buildings, and some commercial properties. For more detailed information on the types of properties we manage please visit the "Our Services Overview" page here. 

Owner distributions are paid monthly by direct deposit to your bank account, usually by the 10th day of each month. Occasionally, distributions can be delayed to the 15th-20th due to banking holidays, late resident payments, or weekends. Funds are usually released on the next business day. 

We pay all property bills on your behalf, including utility and vendor invoices. The only bills YOU need to pay are your mortgage, property tax, and insurance. 

We list properties on top rental platforms (Zillow, Trulia, Hotpads, Apartments.com, ForRent.com, Craigslist, Facebook Marketplace, and more ) use professional photos, and schedule in-person showings promptly. We show units on weekends and outside of business hours. Our goal is to minimize vacancy time while maximizing rental income.

Through our PM software, we partner with TransUnion to screen all applicants for credit, eviction and criminal history. Our leasing team verifies applicant's income, current & previous employment, rental history, and references to ensure highly qualified residents. For a full list of our rental and screening criteria visit here.

Yes we welcome referrals. If an owner provides us with a qualified applicant before the property is publicly marketed, we will process that application as the first priority. Upon approval, our team will prepare the lease documents, conduct the move-in inspection, and handle the collection of security deposits and initial rent payments. 

No. Fair Housing laws do not allow us to present several approved applicants and let the owner choose among them. Once a unit is listed for rent, our process is strictly first come, first served. Applications are reviewed in the order they are received, one at a time. If the unit is designated as accessible, applicants with mobility disabilities are given priority in the review process. The first application received will be screened against our criteria before moving on to the next.

We coordinate with vetted contractors and vendors for repairs and routine maintenance. If a repair is required by law and less than $500.00, we will coordinate the repair. Emergencies are addressed 24/7, and we seek owner approval for repairs exceeding $500.00, unless it is deemed an emergency. For any repairs or upgrades that are considered cosmetic, we will contact the owner beforehand for permission.

Yes. When we receive notice that a resident is vacating, we will notify the owner and formulate a plan for turning the unit in accordance with your business plan. Typically this will involve minor repairs, cleaning, and maintenance depending on the unit's condition at move-out. Upon assessment if the unit is considered to be "dated" or if we determine that renovations would we beneficial, we will notify you. In this case, we will recommend strategic upgrades to the unit interiors (i.e. paint, flooring, light fixtures, hardware, appliances, cabinets, etc.) to improve the unit marketability, gross rental income, and overall property value.

Our renewal process begins at least 120 day's prior to a resident's lease end-date. Around this time we will evaluate market conditions and determine if rent increases are necessary. Around the 95-100 day mark, we will mail and email renewal/rent increase notices to residents. We continue to send the resident renewal offer reminders through text & email around the 60 and 45 day mark. We will notify the owner when renewals have been mailed, accepted, and/or denied. Around the 30 day mark, we will have the resident execute the renewal lease or submit their notice to vacate. 

All tenants receive an email each month prior to the 1st, notifying them of their charges due for the upcoming month. If a tenant does not pay the rent in full by the grace period (usually the 5th of the month), a notice of termination and non-payment will be sent to the tenant on the 8th. The tenant then has 14 days (4 days for mailing) to pay, and 34 days (4 days for mailing) to vacate the property. If the tenant does not cure the notice of non payment by the due date, we will file an eviction the following business day. 

Depending on the rental agreement, the tenant will either be responsible for a flat lease break fee (usually 1.5x monthly rent) or "actual damages." When the tenant is responsible for actual damages, they will be required to cover any expenses related to breaking the lease, including lost rent, utilities, leasing fees, among others. 

We take several steps to document and address property condition throughout a tenancy. Prior to move-in, we complete a detailed inspection supported by photos to establish a clear record of the condition. The same process is repeated at move-out to compare any changes. If damages beyond normal wear and tear are identified and confirmed, the cost of repairs is deducted from the resident’s security deposit. Should repair costs exceed the deposit, we will invoice the tenant directly. If payment is not received or a payment arrangement is not established within 30 days, the balance will be referred to a collection agency.  All residents are also required to carry renters insurance, which can provide additional coverage in certain situations.

It is important to note that Timberline Property Management Group cannot guarantee that all tenant-related damages will be avoided or prevented. Our responsibility is to screen applicants, enforce the lease, and document property conditions; however, ultimate liability for damages rests with the property owner. To help safeguard your investment, we recommend maintaining a strong security deposit policy along with appropriate insurance coverage.

No. We require that all security deposits are held by Timberline Property Management Group. We hold all prepayments, security & pet deposits in a non-interest bearing client trust account. This ensures that all deposit funds are accounted for and handled  in accordance with the law.

We require the security deposit to be $1,000.00 or one month's rent, whichever is greater. Applicants who meet our screening criteria but present additional risk—such as limited income, rental history, or credit—may be conditionally approved with a higher security deposit. In accordance with Portland Housing Bureau regulations, deposits will never exceed 1.5 times the monthly rent. When there are pets involved, we will increase the security deposit.  This allows the full deposit to cover any pet-related damage, offering more flexibility than if we had collected a separate pet deposit. 

Once an application is approved, we require the rental agreement to be executed within 48 hours. We collect the full security deposit, applicable pet fees, and any other charges within 72 hours. The first month’s rent is always due in full before move-in, at least 5 business day's prior to the lease start date, ensuring rental income is secured prior to occupancy. Any prorated rent is collected on the 1st of the following month. 

We handle the transition smoothly and professionally by contacting your current manager early as soon as the PMA is executed, collecting necessary information & documents, and onboarding your property into our system.

Our management agreements start with a minimum 12-month term, after which they convert to month-to-month; we also offer longer-term agreements to fit your goals. We thrive with owners who take a long-term approach. Specifically experienced investors whose goals are to grow their portfolio & net worth by exponentially increasing unit count, net operating income, and asset value as a result.

Our management agreements outline notice requirements and any applicable termination fees. We aim to make transitions simple if you decide to move on.

Contact your property manager or email info@timberlinepmg.com and we will send a reset password link to your email.

Towards the end of each month, you will receive an email notifying you that your monthly rental owner reports are available to view and/or download from the owner portal. Your owner statements are available anytime through our secure online portal. Owner statements available on the portal include rent rolls, income statements, delinquency reports, reconciliations, open/closed work orders, vacancy reports, among many others. If you are looking for a specific report for your property or portfolio, please contact us at info@timberlinepmg.com and we will upload the report to your dashboard. 

No, Timberline does not require owners to allow pets, but we strongly encourage it. Roughly 70–80% of renters have a pet in their household, and by saying “no pets,” you significantly limit your rental pool and the quality of applicants available to you.

Allowing pets not only broadens your tenant base, but it also creates an opportunity for added revenue through pet rent and increased security deposits, which help offset potential wear and tear. With the right screening, documentation, and safeguards in place, most owners find that responsible pet owners care for their homes just as well as non-pet owners, sometimes even better.

Of course, if you feel strongly about not permitting pets, we will honor that preference. However, it’s important to note that under the Fair Housing Act and the Americans with Disabilities Act, landlords must accommodate service animals and emotional support animals, even if pets are not allowed.