Frequently Asked Questions

How do I schedule a showing?

Showings are required before applying.
All showings must be scheduled through our website. Showings are available 7 days a week, typically between 8:00 AM and 8:00 PM, depending on availability. 

If you are unable to view the unit in person, please email us directly at [email protected] before applying so we can discuss your options.

We do not recommend paying an application fee without seeing the unit unless you have received written guidance from our team.

What do I need to qualify?

Qualification is based on the overall application, not just one factor. In general:

• Income: Typically required to be approximately 3x the monthly rent
• Credit: Reviewed as part of the full application
  • Credit is evaluated as part of the overall application. Utility accounts in collections may negatively impact eligibility.
• Rental history: Positive rental history is preferred

Because we manage properties for multiple owners, final approval is based on owner-specific criteria.

How much is the application fee and is it refundable?

The application fee varies by property and is per adult applicant.
It covers the cost of credit, background screening, and administrative/software fees.

• The fee is refundable only if screening has not yet been run
• If a unit is rented before your application is processed, we can refund the fee
• Applications can be applied to another available unit, so refunds are rarely needed

Application fees are non-refundable once screening has begun.

How soon do I have to move in once approved?

Lease start dates are typically within 14 days of the unit being ready or the deposit being paid, whichever comes first.

• We do not hold units
• Units are rented first come, first serve
• The first approved applicant to pay the deposit secures the unit

Move-ins can happen very quickly — in some cases, the same day if all steps are completed.

Do you accept housing assistance or subsidy programs?

Yes — we accept all housing assistance programs, including Section 8, vouchers, and other subsidy-based income.

Please note:

• You must be fully approved with your housing authority before applying

How the Leasing Process Works (Start to Finish)

1. Browse Listings Online
   View photos, pricing, and property details on our website.
2. Schedule & Attend a Showing
   Showings are required before applying.
3. Submit an Application
   Applications are completed electronically and reviewed in the order received.
4. Application Processing
   Please allow 1–3 business days for processing.
   Results are sent via email — be sure to check your spam folder.
5. Approval & Next Steps
   Approved applicants may move forward with paying the deposit and signing the lease.
   Units are secured by the first approved applicant to pay the deposit.
6. Lease Signing & Utilities
   The lease is signed electronically.
   Required utilities must be set up in the tenant’s name prior to move-in, when applicable.
7. Move-In
   Once all steps are completed, move-in can happen as quickly as the same day, depending on unit readiness.
8. Self-Guided Move-In Checklist
   At move-in, tenants complete a checklist to note the condition of the unit.
   Any concerns should be documented for reference and, if needed, addressed by maintenance.

How do I submit a maintenance request, and what is considered an emergency?
Maintenance requests should be submitted through your tenant portal or by contacting our office, [email protected]

Emergencies include issues that pose an immediate risk to health, safety, or property, such as flooding, no heat in winter, electrical hazards, or fire-related concerns.

Who is responsible for utilities, and how are they billed?
Utility responsibility varies by property and is outlined in your lease. Tenants are responsible for setting up and paying utilities assigned to them directly through their lease agreement or as billed through management.

Can I change my locks or share my lock code with someone else?
No. Locks, keys, and access codes may not be changed or shared without written approval from management.

What are the rent payment options, and when is rent considered late?
Rent is due as stated in your lease and can be paid through the tenant portal. Rent is considered late after the due date outlined in your lease and may result in late fees.

Can I have a roommate, a guest, or add someone to my lease?
All occupants must be approved by management. Guests staying beyond the lease-allowed timeframe or additional roommates must be approved and added to the lease through the lease addendum process.

How do I give notice that I’m moving out?
Following the initial term of your lease, the tenant can terminate their lease by giving the landlord thirty (30) days’ written notice, which notice shall be given on or before the first day of any calendar month, effective as of the end of such month. In other words, the notice can only be in effect from the first day of the month. For example, if you give your notice on August 14th then your effective termination date will be September 30th which is 30 days from the end of August. Notice must be submitted by filling out the form below. Make sure to provide your forwarding address for the return of your security deposit.

Online Move Out Form: https://form.jotform.com/201365740481048

What is required when I move out, and how does the security deposit work?
A 30 Day written notice must be submitted following the initial term of your lease . The unit must be left clean, undamaged beyond normal wear and tear, and all keys returned. Security deposits are processed according to state law after move-out and may be used for unpaid rent, damages, or cleaning. 

How much notice is required before management enters my unit?
Management will provide at least 24 hours’ notice before entering your unit, except in the case of an emergency and in cases where the tenant gives us permission to enter.

What if I need to end my lease early?
There are two options for early lease termination:

1. Find a replacement tenant:
You may locate a new applicant to take over the unit. They should apply at: https://www.maineremanagement.com/tenant-access/ and select “Maine Real Estate Management” as the property. Once submitted, please provide us with their name so we can assign the application to your unit. If approved and a new lease is signed, your responsibility ends as of that lease start date.

2. Submit a 30-day notice:
You may provide notice here: https://form.jotform.com/201365740481048 with your intended move-out date. After vacancy, we will market the unit. Your responsibility ends once a new lease is signed.

Important:
In both cases, you remain responsible for rent, utilities (per your lease), and any reasonable re-leasing costs (advertising, screening, commissions, etc.) until a new lease is executed.

Where can I get a copy of the EPA Protect Your Family From Lead In Your Home Pamphlet?
There will always be a link to this information on your tenant portal. You can also find a PDF version here: https://www.epa.gov/system/files/documents/2026-02/protectyourfamily_pamphlet_2026_3.pdf

Tenant web access setup: 

To create your account, go to https://main.twa.rentmanager.com and follow these steps:

1. On the Login screen, click sign up
2. Enter your account number: [Account Number]
3. Enter your email address (this will be your Username)
4. Enter your phone number: Make Sure to Enter without parenthesis like this – 555-555-5555
5. Click sign up
6. Go to your email account for the account finalization email
7. Click the finalize link in the email
8. Create a Password
9. Confirm the Password
10. Click verify
11. Enter your Username and Password to log in

**When Making a Payment You Must Select the Disclaimer that “Additional Charges May Apply if I Use My Debit/Credit Card.” (See Image to the Right)
There Will Be No Charges if You Are Paying with Your Account and Routing Number. You Can Confirm Where it Tells You the Convenience Fee. (See Image to the Right)

While logged into Tenant Web Access, click the tabs at the top of the page to:

• View your open charges
• Display your transaction history
• Make a payment
• Create a service ticket to report a non-emergency issue For emergencies, please contact our office.
• View and add messages to the Message Board
• Manage payment information

What services are included in your property management fee?

Our management fee covers rent collection, tenant communication, maintenance coordination, vendor management, accounting and financial reporting, bookkeeping, bill payment, lease enforcement, and routine property oversight. Optional or project-based services are clearly disclosed in advance.

How do you determine market rent for my property?

We analyze comparable rentals, current market demand, seasonal trends, unit condition, and location. Pricing is adjusted to balance maximum rent with minimizing vacancy and turnover costs.

How do you screen tenants?

All applicants undergo income verification, credit review, eviction & criminal background screening, rental history verification, and identity confirmation. Final approvals are made in compliance with Fair Housing laws and objective screening criteria.

How do you handle maintenance and repairs?

Maintenance requests are tracked through our property management software and prioritized based on urgency. For tasks above our tech’s licensing or expertise, we coordinate licensed and insured vendors, obtain approvals when required, and focus on cost-effective, long-term solutions—not temporary fixes. All of these requests can be viewed and monitored in real time with access to your owner portal.

Do you use in-house maintenance or third-party vendors?

Both. We primarily use employees on our payroll for routine and minor related items. Vendors can be utilized to ensure specialized work is handled by qualified professionals.

How do you control maintenance costs?

We focus on preventative maintenance, competitive vendor pricing through our deep network of contractors, and proactive repairs to reduce emergency calls and costly deferred maintenance. Owner approval thresholds are clearly defined.

How often will I receive financial reports?

Owners receive regular financial statements monthly, detailing income, expenses, vacancy, delinquency and closed service issues for the month. Owners also have the option to run these same reports at their convenience with their owner portal. Year-end reports are also provided for tax purposes.

How do you handle vacancies and marketing?

Vacant units are marketed aggressively using our property management software which syndicates with the largest online listing platforms. We pay the larger platforms (Zillow & Apartments.com) a monthly fee to be listed as a premium partner which lists our vacancies at the top of the search engines. We implement a thorough lease renewal process to mitigate vacancy by listing units long before they come vacant.

What is your average vacancy rate?

Vacancy rates vary by market and property type. We focus on realistic pricing, lease-expiration timing, and proactive renewal strategies to keep vacancy as low as market conditions allow.

Our portfolio usually sits between 1% and 3% given the time of year.

How do lease renewals and rent increases work?

We review market conditions prior to lease expiration and make renewal recommendations accordingly. Rent increases are implemented strategically to balance retention and revenue growth. Apart from renting units, renewals are a top priority. Having a strong process for renewals can drastically mitigate vacancy which is the #1 expense when it comes to investment properties.

How do you handle late rent and non-payment?

Late payments are addressed promptly and consistently by our collections team in accordance with lease terms and state law. When necessary, we initiate formal enforcement actions to protect the owner’s income stream.

What happens if a tenant needs to be evicted?

We manage the eviction process from notice through resolution, coordinating with legal counsel and keeping the owner informed at every step. With a thorough understanding of State laws, we’re often able to maneuver this process much more efficiently than most.

How do you communicate with owners?

Owners have direct access to our management team including their own property manager and accountant and receive regular updates. We prioritize transparency, responsiveness, and clear documentation.

Can I approve expenses before work is completed?

Yes. Owners may set approval thresholds for maintenance and capital expenses at a minimum of $500. Emergency situations are handled immediately to protect the property.

How do you handle property inspections?

We conduct move-in, move-out, and periodic inspections as appropriate to document condition, identify issues early, and protect the long-term value of the asset.

Are you familiar with local and state landlord-tenant laws?

Yes. We stay current on applicable laws and regulations and ensure leases, notices, and enforcement actions are handled properly and legally.

How do you protect owners from liability?

We enforce lease compliance, ensure proper insurance requirements, address safety issues promptly, and document all actions to reduce risk exposure.

How do you handle capital improvements or large projects?

For larger projects, we assist with budgeting, vendor selection, scheduling, and oversight to ensure work is completed efficiently and within scope.

What types of properties do you manage?

We manage a range of residential and commercial investment properties, including single- family homes, multi-unit buildings, and mobile home parks.

How do I get started with your management services?

The onboarding process includes a property review, management agreement, setup of your account, and a transition plan to ensure a smooth handoff.