Moving Out

Call or text us at (202) 899-7761 during business hours. We guarantee that a team member will get back to you.

Scott is the lead for business development, strategic partnerships, and the pipeline of new and potential clients. He is fully accountable for the performance of the company and its resources. Scott supports all teams with the systems, processes, training and guidance for each colleague to be successful in their role. He assists clients and tenants with complex rental management matters and handles escalations of customer service issues.

Our PMs are responsible for all aspects of our clients’ rental businesses. They are responsible for both financial and strategic performance.

Benefits to our rental owners, Our PMs ensure vacancies are handled correctly and filled promptly. They are the rental owner’s representative if there are projects or issues at the property. They solicit and review maintenance solutions and estimates, manage property expenses, and interact with all parties on a consistent basis to keep them updated.
Benefits to our residents, PMs provide support and guidance to the Assistant Property Managers, ensuring maintenance requests are handled correctly and promptly, and working through lease issues and negotiations. They handle more complex property and lease matters as well as escalations.
Benefits to properties we manage, If the rental is located in an association such as a condominium or HOA, PMs ensure compliance with rules and regulations, manage the relationship with the association, and handle complex damage claims between condo unit owners. In cases of event-based damages to the property, they project manage insurance claims, coordinate multiple estimates and ensure a cohesive plan for dealing with restoration and tenant impact. In addition, PMs keep track of recurring troubles, digging deeper to find root causes, holding vendors accountable for work done, ensure regular property surveys (inspections), and recommend preventative maintenance.

Phone: (888) 857-6594
Email: scott@columbiapm.com

Moving In

We look forward to having you as a resident of Columbia Property Management. Now that you have signed the lease the below steps will assist with your transition into the unit. Please review each button for additional information and next steps. If you are already living in your home and management of the rental has recently switched to our firm, you can by-pass the first three buttons. If you have questions that are not covered in this section, write to Admin@ColumbiaPM.comor call our office during our business hours. We are happy to assist with additional clarifications.

Step 1 - Payments »

Once your lease is signed by all parties, CPM will deposit your payment of the first full month’s rent and create your online portal access. If your lease does not start on the first of the month, the prorated rent for that month is due on the first of the following month. From that point on, the regular monthly rent is due as per the terms of the lease.

You will receive an email with an embedded hyperlink to activate your Tenant Portal. Follow the link within 48 hours of receiving it to establish your secure online account. To gain access to the portal in the future, simply navigate to the home page of Columbia Property Management at www.ColumbiaPM.com and follow the “Resident Login” link at the top right corner of the page.

The security deposit is due prior to move-in. You can pay the security deposit online through your portal if your move date is seven days or more in the future. If your move is occurring less than seven days from the date your lease is signed, we need to collect from you the outstanding funds in form of certified bank check, cashier’s check, or money orders. Please drop them at our office prior to your move-in orientation or key handover date. For after-hours drop-off, simply use the mail slot in the door.

Per our move-in policy, possession of the rental will not be granted until the security deposit and first full month’s rent funds are received and all payments have cleared the bank.

Step 2 - Move Logistics »

Coordinate with Columbia Property Management to determine the exact date of your move. This scheduling will assure that someone is available to provide you with keys and that the unit will be properly prepared for your arrival. In advance of your move, the security deposit, first full month? rent and any pet fees need to be paid to Columbia Property Management.

In preparing the logistics of your move you will probably want to drive by the location again to see how your moving day will play out. If you have a truck, where will you park it while you unload? Is there a parking space? Do you need access to a loading dock? If you plan on using a public street in the District of Columbia to park a truck, you have to post Emergency No Parking signs in advance of your move. Check the website of the local government on the details regarding blocking public parking spaces for your use.

As part of your move into one of the properties managed by Columbia Property Management, a new resident orientation session with one of our staff is required to make sure your account is current, all required documents are provided to you, the keys and other access devices are checked out, and your questions are answered.

After your move, you will need to arrange for the orderly disposal of your packing materials. All boxes need to be broken down and folded into approximately 3 ft x 3 ft panels and bound together in order for the recycling to take them away or for the boxes to be place in the trash rooms of multi-unit buildings.

Unless you live in a building with adequate dumpster space, do not put out boxes in the trash as they may not be removed. It is your duty to make sure the materials are taken away from the property.

Step 3 - Set Up Utilities »

All utilities that are the responsibility of the resident must have accounts established as of your lease start date. Download the Utility Contacts here for a list of utility contact names and numbers. Please send our office your new utility account numbers or bring them to your move-in orientation. Bills need to be in your name within the first 7 days of your lease or additional charges may be assessed.

First, check your lease for those utilities you are responsible for and contact the utility companies and establish service in your name. CPM will have to change the water bill into your name so in the case of roommates, please inform our office which person will have this bill in their name.

Use the start date of the lease and ask the utility to send a final bill up to the day prior to the party currently being billed. Pepco (electric) recently has been telling people they no longer can do this without completely shutting off service and charging a reconnect fee, yet we still see some examples of our residents getting this done without that happening (try calling back and speaking to a different representative). Pepco will typically require a signed copy of the lease.

When signing up for Pepco you have a choice for your electricity generation supplier. CPM recommends a greener option to select an alternative electricity generation provider. Viridan Energy uses local renewable sources, including 100% wind power. Contact Ellen Struber, ellen@emeraldsun.net or apply directly online at www.viridian.com/emeraldsun

Washington Gas may require a deposit and typically asks for the social security number of the account holder. You can also select Viridian Energy as an alternative gas supplier. Viridian uses its purchasing power and record on sustainable energy production to work with natural gas producers that provide natural gas using methods less dangerous to the environment.

DC Water will require the owner to add you as a tenant on the bill to receive the bill at the house in your name. If you do not live in a single family house than the water is most likely paid by the owner (with or without a water assessment being made later to your account).

Step 4 - Renter’s Insurance »

As stated in Paragraph 17 of your rental agreement, you are required to carry a renter’s insurance policy during the time you occupy the rental. This not only to protects your personal belongings, but also protects you from having to pay for significant damages to the property due to errors or negligence that may arise, even from guests who are visiting you.

This insurance is an affordable security to you and premiums typically run between $125 and $150 per year. Try contacting our preferred insurer “Kiki” Green at Liberty Mutual, 703-251-0734, Kisharn.Green@libertymutual.com. Another option is Andy Mendoza at Crystal Insurance, 202-387-9162 or at andresm@crystalinsurancegroup.net. Be sure to mention to them we sent you!

Of course, you can also get the policy from other insurers. Just be sure to provide to add Columbia Property Management as an “Additional Insured Party” and carry minimum $100,000 in coverage.

Have your insurance company send to our office the Certificate of Insurance prior to the start date of your lease. When this is not possible (for example you move in within days of signing the lease) then you must provide CPM with this certificate within the first 7 days of your lease. This can be done via postal mail, email, or fax.

Step 5 - Orientation Video »

As part of your move into one of the properties managed by Columbia Property Management, a new resident orientation session with one of our staff is mandatory to make sure your account is current, all required documents are provided to you and signed, the keys and other access devices are checked out, and our main rental policies are understood. You may opt out from this orientation session by watching the online orientation video in advance and sending an email to us with the answers to the following questions:

What are the different ways that rent can be paid to management?
What are typical things that happen that cause renters to incur repair costs?
What events are considered emergencies and should be reported as such?

A satisfactory score on the quiz will remove the orientation session from the process of moving you in and we may be able to conclude the move-in process with you at our offices.

Step 6 - Condominium Living »

If you are moving into a condominium or cooperative building, there will be specific rules to follow regarding your move which often needs to be scheduled in advance of your move. There may be specific requirements for the lease, special circumstances for reserving a freight elevator or loading dock, and additional fees due to the association. You should have received this information from the property manager as part of the lease signing phase. If you have not, please contact our office promptly so that we can get these important items to you.

Step 7 - Paperwork »

During the orientation or hand-off of the keys we have several forms for you to sign. You will be able to note any imperfections at the property so that they don’t show up on your move out damage list, we will log the keys that you have received, we willask you to sign an inspection form to retain on file, and we ask that you sign that you have received and understood the requirements in the CPM Resident Handbook. We will also take the opportunity to review with you any of the lease documents or addenda you have questions about and have you sign any additional paperwork that was overlooked during the lease signing stage.

Step 8 - Resident Portal »

Our Resident Portal is a password protected section that connects directly with our management system. You can access and update your contact information, review your rental ledger, make ACH payments directly from your bank account, and other actions. We also upload key information to the site such as your lease and addenda and property related information that you can access and download 24/7.

The Residents section of our website also provides helpful information, including clarification on submitting service requests and information on maintenance. We plan to add FAQs for maintenance troubleshooting this summer. The Moving Out section explains our policies and is a good starting point for when you start considering a change.

Congratulations on your move! As a resident of Columbia Property Management you should know that we strive to provide you with respectful and prompt service. Our policies are designed to ensure the experience you have living in one of the properties managed by our firm confirm with our Vision, Values, and Purpose (see the About Us page). We conduct a resident survey every six months to see how we are doing with that pledge and to gauge a number of other service delivery topics. If you have trouble getting the service you deserve, please contact our owner directly at scott@ColumbiaPM.com

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Moving Out

We’re sorry to see you go! But we do recognize job locations change, certain life situations occur and you may need to relocate. This section answers some typical questions regarding moving out of a property managed by Columbia Property Management so that you can better plan your move.

We do not permit – under any circumstances – sub-letting the unit to another party. This includes temporary or short-term rentals. Be up-front with us regarding moving and do not permit others to reside in the rental. We will work with you to find a solution. Contact your property manager for more information regarding the terms of breaking your lease.

If you live with housemates, you will need to find a suitable replacement for your share before you can be released from the lease. See the information below on Roommate Changes for more details on our policies.

Providing Notice to Management

Formal notice as defined in the lease requires first class mail. However, we prefer you to call our office at 888-857-6594, ext. 2 to provide your notice and follow up with an email to your property manager. If you only send an email to provide notice, it will not be considered official until you have received a personal reply from the property manager assigned to your rental.

First, check your lease. In the District of Columbia if the initial term has expired without signing a new lease, you are on a month to month arrangement. Each party is required to provide a 30- day notice to the end of the next rental period. That means that at least one full rental period must pass until your lease obligation would end. For example if you provide notice on April 10th, your notice will be for the last day of May.

If you are nearing the end of your lease term, you should provide notice to Management based on the terms of your lease. Typically this is 60 days. Note that you may need to provide two full rental periods of notice. If you live with housemates, please consider finding replacements for the shares rather than forcing all people to move out. Often this is not as big a burden as it may appear to be and will ensure the current residents can remain in the rental.

Roommate Changes »

The legal and physical logistics for leaving a roommate situation are different than when a household moves out. For example, you cannot be removed from the lease with a simple notice to vacate. The household lease continues indefinitely even at the end of the term, so this Roommate Change policy regulates changes of individual occupants. Notify us as soon as you know you wish to move

Subletting is never permitted without prior written approval. Occupants in the rental who are not on the lease and who pay any compensation for their stay is subletting. This is especially true with temporary situations including AirBnB or similar arrangements including coach surfing

It is expected that you will clean your room and make it move-in ready for your replacement. This includes any minor repair items or touch-ups; basically, making the room like you would want to move into. We will do an inspection to ensure it is ready and if necessary, conduct the needed maintenance and deduct the cost from your security deposit

You will need to find a replacement for your share. Cooperate with your roommate(s) so that they can decide if any room changes will happen, so you are advertising the correct space. They also should approve a candidate before submission of a rental application to CPM

Make sure you put in the ad the $150 administration fee that will be charged when they replace you and that Management expects them to commit to a minimum stay of twelve months. This is reinforced by a penalty charge for early departure if your lease contains this provision in the lease addendum (see below)

Once you have identified a replacement, have them navigate to the following webpage which contains the information on applying. www.ColumbiaPM.com/apply . CPM will notify you when they have been approved. It is a good idea to have multiple candidates in case your first choice does not work out

NOTE: A new roommate should never be given keys or permitted to place any personal items in the home before they are approved by Management. This is for your safety. Once we’ve approved the replacement occupant, we will work together with you for transitioning keys, monies, and for getting the appropriate documents signed in a prompt manner

The switch to the new occupant will take place on a specific date by way of an “Addendum to the Lease” or a new lease document with the other roommate(s). The incoming occupant will provide their share of the security deposit in advance to Management which will be the same amount that was provided by the resident who is moving out

In cases where the switch does not occur on the first of the month and creates a situation of pro-rated rent, the departing occupant will pay the rent for entire month on the first and will be reimbursed by the incoming resident for the amount of that pro-rata rent

Early Departure Penalty

It is expected that every incoming occupant resides in the house for a minimum of twelve months from the date of their move-in. This is not related to the dates in the actual lease document, which is between the household and the owner. Should an individual want to vacate before their individual twelve months has passed, they will be responsible to pay a penalty, the amount of which is based on the total duration of their occupancy as outlined below:

Less than 6 months, penalty is equivalent to one full month’s share of rent
Between 6 and 12 months, the fee will be prorated monthly, 1/6 of the rent share for each month under 12 months. For example, if departure is at the end of month 10, then the penalty is 2/6 of one full month’s rent share.

Subletting is not permitted without prior written approval. Occupants in the rental who are not on the lease and who pay any compensation for their stay constitutes subletting and must be approved, especially temporary situations.

Showings

As per the terms of the lease Management is permitted to market and schedule tours of the rental during the notice period. We will always schedule times with you in advance whether on a by
appointment basis or as part of a regular schedule of showing time slots. It is your duty per the lease agreement to provide ample opportunity for interested parties to see the rental.

If you are moving at the end of your lease, Columbia Property Management offers a special incentive to you for helping us to obtain a signed lease before your move-out date. Your
assistance in preparing for showings by keeping the rental tidy, providing interesting tips about the building or area, or recommending your favorite spots in the neighborhood all help to make
the rental more appealing to prospects. If we have a new tenant ready to move in when you depart we will give you a gift card to help you with your moving expenses.

Moving Company Referral

We can recommend Interstate Moving and Storage for a free moving estimate and discount on the transportation portion of your move. Just mention Columbia Property Management referred you. An added bonus is if you book a move with Interstate you get availability of free, lightly used, boxes that can be picked up at any of three facilities in Northern VA or MD. For local or long distance moving needs please contact Sherry Skinner: Sherry.skinner@invan.com or 703-395-7299.

Rental Business License

DC Business License – If you are a landlord with residential rental unit located in the District of Columbia you are required to have a business license and to register with the Rental Accommodations Division. Luckily, our company provides this service for a fee so that you don’t have to spend your valuable time learning all of the ins and outs of this process. By successfully procuring many of our client’s business licenses we were able to learn what works best and make the process efficient. If you hire us all you need to do is answer a few simple questions and provide us with a few original signatures.

City Fees – The District of Columbia has an application fee for the business license that varies on the number of rental units present at that address that is being inspected for one business license.

Single family, including condo units – $198
Two-family rental – $268.40
Three-unit apartment – $430.10
Four-unit apartment – $477.40
For larger apartment buildings, contact us.

Columbia Property Management charges a fee to procure your business license for you. We will explain the process, supply the forms, show you where to sign, conduct a site visit to evaluate the unit,advise you as to what repairs are needed to pass the mandatory inspection, visit the different agencies on your behalf, and meet the inspector at the property. Before we submit the documentation to the city we will make sure that your rental does not require structural changes or major improvements. By our estimates you would spend 8-10 hours with this process if you do it on your own. Why should you face that learning curve for a one- time event when we can do it for you? Our fees: Individual Condos: $345, single family residence $390, two-unit: $590 (if a Certificate of Occupancy is on record).

Preparations – To be able to submit an application for the business license the owner may not owe the District Government more than $100 or have any outstanding tax returns not filed or registered. This must be resolved before proceeding with the application process.

If you don’t presently have a Certificate of Occupancy you will need the document to be issued before applying for your business license (needed only for 2 units or more). Sometimes a Zoning inspection is required prior to issuing the Certificate of Occupancy, or C of O. Having a C of O issued in the last ten years re-issued with the current owners name won’t require a Zoning inspection and the city fee is approximately $85. Depending on the circumstances with the property, Columbia Property Management may be able to assist you with obtaining a Certificate of Occupancy, or we will refer you to a company who can.

Your rental unit must be maintained. Repairs or improvements may be needed in the rental in order to pass the mandatory safety inspection. We strive to have properties comply before applying for the business license on your behalf to ensure it will pass the housing inspection. A sample of the items that are inspected are:

Hard-wired smoke and carbon monoxide detectors on each level (interconnected to the house electric).
Window or ventilation in kitchen and bathrooms
GFCI outlets in kitchen and bathrooms (outlets with the reset button)
Keyless locks on all exit doors and security gates
Emergency escape egress from all sleeping areas (door or window)
No peeling or chipping paint
No holes in walls, floors, or ceilings
Hot water heater, heating and central air conditioning are in good working order.
Recent hot water installations must include an expansion tank

Our company can help coordinate removing deficiencies such as these that risk causing your rental unit to fail the inspection. A formal proposal will be made and you can decide if you wish to move forward. We can also refer you to contractors and other companies for larger jobs.

Your rental unit must be structurally able to pass inspection. If it is not a legal two-family flat it will have to pass inspection as a single family dwelling. If you rent the basement separately, contact us. Each case is unique depending on the structure of the home and we will need additional information and possibly a site visit to determine if we can help you with the business license.

We would be grateful to count you as a client for our DC Business License service. Complete the form below to provide some basic information about the rental you wish to have licensed. We will follow up via email or phone to ask a few additional questions about the property and to provide you with next steps.

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Mila works half time mornings, and her focus is mostly projects or “off-line work” and she provides back-up for Anthony. Mila works on projects such as client business license work, rental application processing, data integrity and conversion projects, records audits, filing etc.

Email: info@columbiapm.com
Phone: (888) 857-6594

As the main point of contact for residents living in our managed rentals, our APMs ensure our residents have a “front-line” point of contact. They provide crucial support for the many daily details and requests received by our company and ensure follow through to resolution.

As our tier 1 PM support team, they help to ensure smooth, proactive operations in service of our residents and clients. Their work empowers the company to deliver on our customer service promise and provides capacity for our PMs to focus on rental management responsibilities and escalations.

Both office- and field- based, APMs travel to client properties as needed to carry out various duties such as:

Initial property assessment
Marketing and showing available rentals
Coordinating resident moves and conducting orientations
Managing maintenance requests and vendor communications
Conducting regular routine property surveys, assessing repair needs and lease compliance

Email: Assistantpm@columbiapm.com
Phone: (888) 857-6594

Anthony is the locus for all incoming communications; both answering routine requests and forwarding other information to colleagues inside CPM. He plays a critical role managing the office and ensuring CPM records are intact. He owns the office experience making sure our offices are organized, clean, and well-maintained—creating a welcoming environment in which our staff works. He handles logistics for property access and schedules appointments. He leads the processing of all rental applications.

Email: admin@columbiapm.com
Phone: (888) 857-6594

As the main point of contact for residents living in our managed rentals, our APMs ensure our residents have a “front-line” point of contact. They provide crucial support for the many daily details and requests received by our company and ensure follow through to resolution.

As our tier 1 PM support team, they help to ensure smooth, proactive operations in service of our residents and clients. Their work empowers the company to deliver on our customer service promise and provides capacity for our PMs to focus on rental management responsibilities and escalations.

Both office- and field- based, APMs travel to client properties as needed to carry out various duties such as:

Initial property assessment
Marketing and showing available rentals
Coordinating resident moves and conducting orientations
Managing maintenance requests and vendor communications
Conducting regular routine property surveys, assessing repair needs and lease compliance

Email: Assistantpm2@columbiapm.com
Phone: (888) 857-6594

Susie handles all things financial for the company, answers all questions about charges, invoices, expenses, finances, and reports. This includes both CPM as a company and our payroll as well as any maintenance or property bills CPM pays on our client’s behalf. In addition to these critical services, she supervises the Administrative Team.

Susie provides support for:

Owner portal questions for all clients
Internal tech for any of our tools and apps
Vendor relationships with external companies supplying CPM with services
Maintenance vendor program, ensuring those working at properties managed by CPM have their current paperwork and are “CPM certified”
Budgets, audits, financial analysis and reporting, certifies our escrow accounting and company financials with our CPA firm

Email: accounting@columbiapm.com
Phone: (888) 857-6594

Roommate Changes »

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