Leasing Operations
& Forms

No stage may be skipped. No exception to sequence is permitted without Broker authorization. Every stage of the leasing workflow must be logged in Buildium before the next stage begins.

Strata's average vacancy-to-move-in cycle is approximately sixteen days for well-prepared properties in active rental markets.

The preparation process begins with a thorough move-out inspection completed within 24 hours of the property becoming vacant. The inspection documents every room, appliance, system, and exterior area. Based on the inspection, the agent prepares a punch list categorized by priority:

• Priority 1 — Health, safety, or habitability items (immediate action required)
• Priority 2 — Items that will affect marketability or applicant impression (complete before marketing)
• Priority 3 — Items that should be addressed but do not affect immediate habitability or marketing

The HVAC system must be inspected at every vacancy. At minimum: replace air filter; test heating mode; test cooling mode; check all vents; inspect thermostat. If the HVAC system shows any sign of malfunction, schedule an HVAC vendor inspection before marketing. No property is marketed with a non-functional or questionable HVAC system.

At every vacancy: locate all smoke and CO detectors; test each by pressing the test button; replace batteries in all battery-operated detectors; replace any detector that does not function correctly; document detector locations, test results, and battery replacement in Buildium.

Professional photography is mandatory for every Strata-managed vacancy. Minimum requirements:

• Wide-angle interior shots of every room — minimum two angles per room for living areas
• Kitchen — at least two photos showing appliances, countertops, and layout
• Each bathroom — at least one photo showing the full layout
• All bedrooms — at least two photos showing size and natural light
• Garage — one interior photo
• Primary exterior — front elevation in good light
• Backyard or patio — at least one photo
• Pool — at least two photos if present

All photography must be taken after cleaning is complete, in natural daylight with all interior lights on, and edited for brightness, color accuracy, and horizontal alignment before upload.

• MLS — all qualifying residential rental listings listed on the local MLS
• Buildium — primary listing and tenant management platform; syndicates automatically to Zillow, Hotpads, and partner sites
• Zillow — highest-traffic rental platform; confirmed accurate at launch; updated promptly when conditions change
• Realtor.com — additional exposure through MLS syndication and direct platform presence
• Apartments.com — for multi-unit properties or markets where this is a primary search platform
• Strata Website — current available properties featured with complete information, professional photos, and direct application links

Listings must be launched within 48 hours of the property being declared ready for marketing. Any change to rent, availability date, or property conditions must be updated on all platforms within 24 hours.

• Phone inquiries — answer live when possible; return missed calls within two hours
• Text inquiries — respond within two hours during business hours
• Email inquiries — respond within four hours during business hours
• Platform inquiries (Zillow, Apartments.com) — respond within two hours during business hours

A Guest Card is created in Buildium for every inquiring party, regardless of whether the prospect proceeds to a showing or application. Guest Card fields include: prospect name(s); phone number and email; date and source of inquiry; property of interest; desired move-in date; number of occupants; pet information if disclosed voluntarily; showing date and time if scheduled; and outcome of inquiry.

Guest Cards are retained in Buildium for a minimum of three years regardless of outcome. The Guest Card record protects Strata in the event of a fair housing complaint by demonstrating consistent, documented treatment of all inquiring parties.

The following questions may be asked of all prospects consistently — not to screen out applicants on prohibited bases, but to gather information necessary to serve the prospect:

• What is your desired move-in date?
• How many people will be living in the home?
• Do you have any pets? (breed, weight, and number if yes)
• Have you reviewed the rental rate and lease terms posted in the listing?
• Are you aware that all adults 18 and older must submit a separate application?

For agent-accompanied showings, the agent requests photo identification from each adult prospect present at the showing before granting access to the property. This requirement is applied consistently to all showings equally — not selectively based on the prospect's appearance or name. The purpose is security and accountability, not pre-screening.

• Greet the prospect by name and introduce yourself with your full name and Strata affiliation
• Point out key features of the property as you walk through
• Answer all questions accurately — never misrepresent a condition or avoid a question
• If you do not know an answer, commit to finding out and following up — do not speculate
• Do not discuss the demographics of the neighborhood, other tenants, or the prior residents
• Do not indicate urgency or pressure — state facts about market conditions only if accurate and relevant

Every completed showing is logged in Buildium under the prospect's guest card and the property record. The showing log must include: date and time of showing; prospect name(s); agent name; showing outcome; and any notable observations. The showing log serves as the paper trail demonstrating that all prospects were provided equal access to the property.

When a prospect fails to appear: wait ten minutes past the appointment time; attempt to contact the prospect by phone; if unreachable, secure the property and depart; log the no-show in Buildium with date and time; send a follow-up text or email within two hours.

• Government-Issued ID — current, valid government-issued photo ID for every adult applicant (driver's license, passport, permanent resident card, EAD, military ID, or tribal ID)
• Proof of Income — two most recent pay stubs; offer letter for new employment; two years of tax returns for self-employed; three months of bank statements; award letters for Social Security, pension, or disability; housing voucher documentation
• Application Fee — $75.00 per adult applicant; non-refundable once screening has been initiated; paid through Buildium portal
• Rental History — minimum two years; current and prior landlord contact information; reason for leaving
• Pet Information — species, breed, weight, age, and number of all animals (assistance animal requests handled separately under Section 17)

A complete application includes: fully completed online application form for each adult occupant; application fee paid for each adult applicant; government-issued ID submitted for each adult applicant; income documentation submitted; and all fields in the application form completed.

The agent reviews the application for completeness within one business day of submission. If any required element is missing, the agent contacts the applicant within 24 hours. Screening does not begin until the application is confirmed complete.

The preferred minimum credit score is 620. This is a guideline, not an automatic disqualifier. The credit review also evaluates: payment history patterns; outstanding collections (housing-related collections given significant weight); public records; and credit utilization. An applicant with a score below 620 may still qualify with compensating factors. An applicant with a score above 620 may still be denied if credit history reveals patterns of non-payment on housing obligations.

Prior landlords are contacted directly. Consistent landlord reference questions for every prior landlord: Did the tenant pay rent on time? Were there any lease violations? Was the unit returned in good condition? Were there any neighbor complaints? Would you rent to this person again? Did the tenant provide proper notice before vacating?

Strata does not apply blanket exclusions based on the existence of any criminal record, consistent with HUD guidance on the use of criminal history in tenant screening. The review considers: nature of the offense; recency and conviction (arrests without conviction are not used as a basis for denial); age of the applicant at time of offense; evidence of rehabilitation; and relevance to safety of the property, other residents, or the community.

• Any applicant with a credit score below 580
• Any applicant with an eviction on record within the past three years
• Any applicant with a criminal history involving crimes of violence or sexual offenses
• Any file where the income documentation is ambiguous or difficult to verify
• Any application for conditional approval with an additional deposit
• Any application involving a co-signer or guarantor
• Any file where the owner has expressed a preference about the decision

A conditional approval is issued when the applicant's profile is generally qualified but presents factors that can be mitigated through conditions. Permissible conditions include: additional security deposit; guarantor requirement; prepayment of first and last month's rent; shorter initial lease term.

Guarantors must: submit their own application and pay the $75 application fee; undergo full credit and income screening; demonstrate income of at least four to five times the monthly rent independently; have a credit score meeting Strata's preferred minimum; and sign the lease or execute a separate guaranty agreement approved by the Broker.

The property owner does not participate in the screening decision for individual applicants. Screening and approval decisions are made by Strata based on objective criteria. This protects the owner from fair housing liability that could arise from subjective owner preferences. If an owner insists on reviewing individual applicants or directing leasing decisions, the Broker must be notified immediately.

The adverse action notice must: identify Strata as the party taking adverse action; state that the application was denied; identify the specific screening criteria not met; and if a consumer credit report was used — identify the credit reporting agency, provide the agency's address and phone number, and advise the applicant of their right to obtain a free copy of the report within 60 days.

• 'Insufficient income relative to the monthly rent' — appropriate
• 'Negative rental history with prior landlord' — appropriate
• 'Prior eviction on record' — appropriate
• 'Credit history did not meet qualification criteria' — appropriate

Language to avoid: 'We have a better applicant' · 'The owner preferred a different applicant' · 'You did not seem like a fit for the property' · Any language that could be interpreted as referencing a protected class characteristic.

• Full names of all tenants 18 years of age and older
• Property address and unit number
• Lease term — start date and end date
• Monthly rent amount, due date, grace period, and late fee trigger date
• Security deposit amount and applicable pet deposits (total may not exceed three months' rent)
• Utilities responsibility — every utility specified individually
• Entry notice requirements (24 hours, per NRS 118A.330)
• Pet policy and applicable addenda
• Lead-based paint disclosure for pre-1978 properties
• Mold disclosure per NRS 118A.200
• Renter's insurance requirement with minimum coverage amounts

When a resident's move-in date falls on a date other than the first of the month: divide the monthly rent by the number of days in the month × the number of days remaining in the month including the move-in date. Example: Move-in on the 15th, monthly rent $1,800, month has 30 days. Daily rate = $1,800/30 = $60. Pro-rated amount = $60 × 16 days = $960.

Strata's standard lease execution method is electronic signature through Buildium's integrated e-signature platform. Electronic signatures are legally binding in Nevada under the Uniform Electronic Transactions Act (NRS Chapter 719). Upon all parties' completion, Buildium generates the fully executed copy which is downloaded and uploaded to the property file in Buildium.

• Lease term start and end dates
• Monthly rent, due date, grace period, and late fee
• Security deposit amount and conditions for return
• Move-in charges due and acceptable payment methods
• Utility responsibilities
• Maintenance reporting process — Buildium portal
• HOA rules and resident registration if applicable
• Renter's insurance requirement
• Renewal and notice-to-vacate procedures

All move-in funds must be received and cleared before keys are released. This is an absolute requirement with no exceptions. Accepted payment methods: cashier's check, money order, or electronic ACH transfer (subject to clearing time), or wire transfer (confirmed with bank before key release). Personal checks and cash are not accepted for move-in funds.

The move-in condition report is completed with the resident on move-in day. The agent and the resident walk through the entire property together, documenting the condition of every room, appliance, and system. Both the agent and the resident sign the completed condition report. A copy is provided to the resident via Buildium. The original signed report is uploaded to Buildium immediately after move-in.

Photographs are taken during the move-in condition report walk-through. Required: all four walls of each room; all appliances — inside and out; all bathroom fixtures; all flooring in each room; all windows and window coverings; garage floor and walls; any pre-existing damage noted on the report. Photographs are organized by room, timestamped, and uploaded to Buildium within 24 hours of move-in.

• A personal welcome letter from Strata
• Strata's contact information including the main office, assigned agent, and 24-hour emergency maintenance line
• Instructions for accessing the Buildium resident portal
• Rent payment instructions and schedule
• Maintenance request procedures
• HOA contact information, pool hours, parking rules, and amenity access if applicable
• Utility company contact list for the property
• Emergency contact information — local police non-emergency, gas company, water company
• Move-out instructions and notice requirements

• Front door key(s) — number of copies
• Back door or secondary entry key(s) — number of copies
• Deadbolt key if separate from door handle key
• Mailbox key(s)
• Garage door remote(s) — number of devices
• Gate remote(s) — number of devices
• Pool access card(s) or key(s)
• HOA amenity fob(s)
• Storage unit key(s)
• Laundry room key(s) if applicable

If a resident loses a key or access device: resident notifies Strata through the Buildium resident portal; agent confirms which item is lost and whether a security concern exists; agent coordinates replacement; replacement cost is charged to the resident's account; resident receives replacement and signs an updated Key Receipt; Buildium key inventory is updated.

Residents are not authorized to duplicate keys, change locks, or install additional locks without written Strata approval. Unauthorized key duplication or lock changes are lease violations.

• Electric: NV Energy — resident establishes service in their name effective on the lease start date
• Gas: Southwest Gas Corporation — transferred to resident for properties with gas appliances
• Water and Sewer: Las Vegas Valley Water District (LVVWD) or applicable municipal provider — billing varies by property type
• Trash: Republic Services or applicable municipal provider — single-family homes typically transferred to resident
• Cable and Internet: Tenant's responsibility in virtually all Strata-managed residential tenancies

• Agent obtains the HOA's registration requirements from the association before move-in
• Agent completes the registration form with the resident's information
• Agent submits registration to the HOA before or on the move-in date
• Agent confirms receipt of registration with the HOA
• Agent documents HOA registration completion in Buildium — date submitted, date confirmed, name of HOA contact
• Agent confirms the resident has received all HOA-issued access devices as part of move-in

• Emergency (life safety or property emergency): Immediate — 24-hour emergency line, same-hour callback
• Urgent maintenance (significant habitability concern): Same business day response, same-day dispatch if possible
• Routine maintenance request: Response within one business day, scheduling within five business days
• General inquiry (email or Buildium message): Response within four business hours during business hours
• Phone call: Answer live or return within two hours during business hours
• Text message: Respond within two hours during business hours

When a resident communication is hostile, accusatory, or upset, the agent: takes a brief pause before responding — do not reply in the moment of frustration; responds professionally and specifically to the content of the message; avoids matching the resident's emotional tone; escalates to the Broker if the communication involves a legal threat or fair housing allegation; documents the communication and the response in Buildium.

• Resident alleges fair housing violation or discrimination
• Resident threatens legal action
• Resident's attorney contacts Strata
• Resident files or threatens to file a complaint with a government agency
• Communication involves a habitability emergency not being addressed
• Communication involves domestic violence, restraining orders, or safety concerns

• Animal type, breed, and mix if applicable
• Animal name, age, current weight, and full-grown expected weight
• Vaccination status — current rabies, DHLPP or FVRCP as applicable
• Spayed or neutered status
• Any prior history of aggression or incidents
• Photograph of the animal

Pet Deposit — refundable; part of the total deposit; must not cause the total deposit to exceed Nevada's maximum of three months' rent; held in trust; accounted for in the deposit disposition at move-out.

Pet Rent — non-refundable monthly fee; income that compensates for additional wear attributable to the animal; specified in the Pet Addendum and reflected in the Buildium rent ledger. Pet rent is not applicable to assistance animals.

If a resident keeps an unapproved animal: issue written notice to the resident specifying the unauthorized animal; provide the pet approval process and a reasonable timeframe to apply for approval; if the owner does not approve the animal, issue a lease violation notice requiring removal; if the animal is not removed by the cure deadline, escalate to the Broker for enforcement action; document all actions in Buildium.

Strata does not charge pet deposits, pet rent, pet fees, or any other financial obligation associated with pets for residents whose animals have been approved as assistance animals. This prohibition is absolute regardless of the animal's breed, size, or species.

A Rottweiler serving as an assistance animal must be accommodated at a property with a Rottweiler breed restriction, assuming the accommodation request is appropriate and the animal does not pose a direct threat. The only circumstance in which an assistance animal may be excluded is if the specific animal poses a direct threat to the health or safety of others that cannot be eliminated through a reasonable accommodation.

• Agent receives the request in writing and acknowledges receipt within one business day
• If disability and disability-related need are apparent or already known, no further verification is requested
• If disability or need is not apparent, agent may request documentation from a reliable third party — such as a licensed healthcare provider — confirming disability and disability-related benefit
• Agent does not request a diagnosis, medical records, or information beyond confirming the nexus between the disability and the need for the animal
• Broker reviews the completed request
• Written response issued within ten business days
• All requests, documentation, and decisions documented in Buildium as confidential

All information related to a resident's disability, medical condition, or assistance animal request is strictly confidential. When communicating with an owner about an assistance animal approval, the agent advises the owner that a reasonable accommodation has been approved and that the resident has been permitted to keep an assistance animal without pet fees. The agent does not disclose the resident's disability, diagnosis, or the specific nature of the accommodation request.

• 90 Days Before: Contact owner with rental market analysis; present recommended renewal rent; request owner's direction in writing within two weeks
• 75 Days Before: Confirm owner's renewal decision — offer renewal at current rent; offer renewal with rent increase; offer month-to-month; or do not renew
• 60 Days Before: Contact resident with renewal offer by phone, followed immediately by written renewal letter through Buildium or email
• 45 Days Before: If resident has not responded, follow up by phone and email professionally; confirm deadline for response
• 30 Days Before: Must have confirmed renewal or confirmed decision not to renew; if not renewing, confirm move-out date and initiate marketing immediately

A rental market analysis is completed for every property entering the renewal process considering: currently available comparable rentals; recent lease comps; market vacancy rate and absorption pace; seasonal market conditions; property condition relative to comparable offerings; and the cost of turnover versus a smaller rent increase that retains the resident.

Move-Out Instructions are provided to departing residents at or before the 30-day mark before lease expiration. Contents include: scheduled lease expiration date and move-out deadline; instructions for scheduling the final move-out inspection; required property condition at move-out; key and access device return instructions; forwarding address submission instructions (required for deposit return); utility termination or transfer instructions; timeline for security deposit disposition — 30 days from vacating and returning keys; and examples of ordinary wear and tear versus deductible damage.

• All persons 18 years of age and older who will reside at the property must submit a separate, individual application
• Application fee — $75.00 per adult applicant, non-refundable once screening is initiated
• Administrative fee — $100.00 charged to all approved applicants at lease signing, non-refundable
• Government-issued photo ID required for every adult applicant
• Income documentation required — see Section 6 for accepted documentation types
• Two years of verifiable rental history preferred

Income from all legal sources is considered equally. Strata does not discount or exclude income based on its source.

Strata's general occupancy guideline is two persons per bedroom. This guideline is applied flexibly based on the size of the unit, the total square footage, local housing codes, and the specific configuration of the property. Strata does not apply occupancy rules based on the age or gender of minor occupants. Familial status is a protected class — occupancy standards are physically and practically based, not demographically based.

• All move-in funds paid by cashier's check, money order, or electronic payment through Buildium portal — no personal checks or cash
• Proof of current renter's insurance required at or before move-in — minimum $100,000 liability coverage
• Average move-in timeline is approximately sixteen days from first day of marketing to move-in for well-prepared properties