Resident FAQs

Once you've discovered a rental home that catches your interest, how can you schedule a tour before making it yours? It's simple! Our homes are shown through a self-guided tour process. Click on the “Schedule Appointment” button and the system will guide you through the process.

Yes, homes that are currently in our updating and inspection phase are referred to as Coming Soon homes, and they will be available for move-in within 30 to 45 days. You can submit an application for a Coming Soon home, and upon approval, we will reserve the house for you upon payment of a hold fee.

From start to finish, you can search for a Collaborate rental home, view it, apply and move in – in as little as 7 days.

If time is of the essence, the fastest way to secure a home is to initiate the application process by clicking "APPLY NOW" on the property page. Review the Qualification Criteria to ensure that you have all the proper information available and meet the requirements for your desired property. Completing the Application starts the process of making the rental home yours.

To be approved for renting a Collaborate home, applicants must meet specific qualification criteria. Factors considered include credit history, age, background, rental history, and income verification.

All adults aged 18 or older must complete an application to rent a home through the Collaborate Real Estate Group. Background screening is mandatory for all applicants. Occupancy standards permit two individuals per bedroom, plus one additional person per household, although local occupancy laws may differ.

Age:

All applicants must be at least 18 years old.

Income & Credit:

Applicants must have a minimum FICO score of 540 and a verifiable combined gross income of at least three times the monthly rent. Additional information regarding self-employment, applicants with FICO scores below 540, and guarantors is noted below:

• Applicants without a FICO score must show a gross income of five times the monthly rent.
• Guarantors must independently prove a gross income of four times the monthly rent.
• Each applicant is required to verify qualifying income with the most recent bank statements.
• Self-employed applicants must provide proof of business ownership along with the latest three months of bank statements to demonstrate an average deposit that supports three times the monthly rent.

Your rental application will automatically process a credit report that details your credit and rental history. If you have a lock on your credit report, please remember to review it so that it does not slow down the application process.

Rental History & Criminal Screening:

Each applicant will undergo a comprehensive national background check that includes credit, employment, collections/eviction filings, and criminal history.

If a criminal history is found in an applicant's public record, the consideration will depend on the nature of the crime and its timing. Certain felonies or recent offenses may result in automatic rejection, particularly those related to fraud, theft, possession or distribution of controlled substances, assault, battery, violent crimes, sex offenses, and crimes involving children.

You have found that perfect home. Let’s make it yours. To apply, simply visit the home’s listing page and click “APPLY NOW.” A non-refundable application processing fee of $45 will be charged for each applicant. All occupants 18 years of age or older must complete an application. All applications should be submitted at one time, since qualifying income will be based on the entire household income. Each applicant will need to provide an email address to complete the application and leasing process.

Within 24 hours of submitting your application, you will need to provide the required screening documentation, including income verification along with a government-issued ID. The screening process will be initiated once all supporting documents have been submitted. If the required documentation is not provided within 24 hours, the application will be canceled without a refund of the application fees.

You’ll receive notification of the outcome within 24-48 hours of applying and submitting all necessary documentation and fees.

To complete the application process, you will need to pay the fees and submit the following documents:

• Completed online application(s).
• A non-refundable application processing fee of $45 will be charged for each application submitted.
• A minimum FICO score of 540 and a combined gross income of at least three times the monthly rent for applicants.
• Applicants without a FICO score must show gross income of five times the monthly rent.
• Guarantors must independently demonstrate gross income of four times the monthly rent.
• Each applicant must verify qualifying income with the most recent bank statements.
• Self-employed applicants must provide proof of business ownership and the last three months of bank statements to show an average deposit that supports three times the monthly rent.
• Government-issued identification is required. Acceptable forms of ID include a state-issued driver’s license, state-issued ID card, social security card, resident alien card, ITIN, or official passport. If the ID does not include a photo ID, a 2nd form of identification will be required that contains a photo.

Application Fee:

A non-refundable application processing fee of $45 will be charged for application submitted.

Holding Fee:

Approved applicants must pay a non-refundable holding fee of $500.00 within 24 hours of approval to secure their chosen residence. The issuance of a lease is dependent on the payment of the holding fee, which becomes non-refundable once the lease is generated and delivered to the applicants. This holding fee will be credited towards the move-in costs.

Security Deposit and Move-In Fees:

Once the holding fee is paid, a lease agreement will be prepared for signature. The lease must be signed online by all parties within 48 hours. After executing the lease, the security deposit and pro-rated monthly rent payment must be paid a minimum of 48 hours prior to your scheduled move-in date.

Approved applicants must pay a $500 non-refundable holding fee within 24 hours of approval to secure their chosen residence. The lease will only be issued upon receipt of this holding fee, which becomes non-refundable once the lease is generated and delivered to the applicants. This fee will be credited toward the move-in costs.

For applicants who have not physically toured the residence, please note that the $500 holding fee can be refunded if the home does not meet your needs (allow 30 days for processing). If another home better suits your preferences, the holding fee can be transferred to your new choice. It is essential to inform us of your decision not to proceed with the original home within 24 hours of your visit. If you fail to cancel the lease within this time frame, you will forfeit the holding fee.

Once you are an approved applicant of a Collaborate Real Estate Group rental home, you will receive an invitation to set up your Resident Portal. Follow the process to set up your private access to your account in AppFolio. In the portal you will be able to pay your rent, submit a Service Request and track the status of your request.

Collaborate Real Estate Group utilizes an unbiased external screening service to evaluate all applicants. After the screening process is complete, the credit reporting company will provide one of three rental application outcomes: approved, conditionally approved, or denied. If you receive conditional approval due to income verification, our team may collaborate with you to explore the possibility of approval, though this could lead to a higher security deposit of up to one and a half times the monthly rent. Generally, an application is denied due to negative rental history, inadequate income, poor credit history, active bankruptcy, or a criminal background.

After completing the screening process, you can reach out to TransUnion at (800) 916-8800 to request a copy of your credit score and/or to inquire about the reasons for your application denial. Collaborate cannot provide denial information directly to applicants.

Your security deposit amount is determined at the application stage and is based on the monthly rent of the home and Experian/Transunion’s assessment of your rental risk. This is based upon real data and statistics taken from each applicant’s credit report and may include payment history, number of accounts, collection activity, outstanding debt, and any previous evictions. A high rental score will typically generate a security deposit of one month’s rent. The lower the rental score number, the higher the risk level, thus the security deposit may be increased to one- and one-half month’s rent.

The security deposit agreement hinges on the final approval of the application after the screening process is completed. If an application is denied and the applicant(s) cannot move into the property, the security deposit will be refunded. However, if an applicant is approved but chooses not to move in, any fees paid will be forfeited.

All move-in fees will be detailed in your screening decision email, which will be sent to you upon approval of your application. These fees can be paid through the AppFolio Resident Portal.

Residents are obligated to pay a monthly fee for the Resident Benefits Package ("RBP fee"). This fee grants access to the Resident Portal for maintenance requests, payments, and more), pest control services, a 24/7 maintenance hotline, and additional features. Pricing and benefits may differ depending on specific communities, potentially including landscaping, a clubhouse, a pool, and other amenities. The package will be updated periodically to introduce new services. The landlord reserves the right to add or remove services with seven days' written notice.

Renter’s Insurance is crucial for protecting your personal belongings from fire, theft, or damage. Enjoy the reassurance that your property is covered in case of accidents, burglaries, or unforeseen disasters. Therefore, Collaborate Real Estate Group, LLC requires all residents to maintain Renter’s Insurance throughout their entire stay with us. Renter’s Insurance is included in the Resident Benefit Package, offering $100,000 in property damage and liability coverage.

If you prefer to find and purchase your own policy, you must provide proof of coverage with a minimum of $100,000 in property damage and liability coverage by the start date of your lease. The RBP Fee will be adjusted accordingly. To provide evidence of the required insurance coverage to your landlord, visit http://insurance.residentforms.com/ and follow the instructions provided.

Please ensure that your policy meets the following criteria before submitting:

• The policy is purchased from an A-rated carrier.
• The policy meets or exceeds the $100,000 requirement for property damage and personal liability.
• Collaborate Real Estate Group, LLC is listed as an additional interest.
• The address for Collaborate Real Estate Group, LLC is: PO Box 660121 Dallas, TX 75266.

It is the resident's responsibility to pay premiums directly to their insurance provider on time to prevent cancellation of coverage. If the policy is canceled or lapses at any point during the lease term, the resident will incur a lease violation fee of $25 and agrees to be enrolled in the policy provided through the Resident Benefits Package.

Your lease will be sent via email through a system called AppFolio. Collaborate Real Estate Group requires that you sign as soon as possible, ideally on the same day you receive it. If the lease is not signed within 48 hours of receipt your lease may be cancelled, and the home will be advertised for rent.

Utilities are not included in the rent, and it is mandatory to establish utilities prior to moving in and to pay these directly to the local utility providers. The names of the utility providers will be provided during the lease signing process to ensure service is set up for the lease start date. You must provide account numbers before your move-in date.

The Move-in Inspection allows you to tour the home to confirm the current condition of the property. During this walkthrough, you can highlight any repairs needed and document any imperfections you want to avoid being held accountable for upon moving out. You will be provided with the inspection form on the day you move in, which must be returned within 72 hours of your move-in date.

A home inspection will be arranged roughly 120 days before your lease expires. If your residence passes the inspection and you meet the qualifications for renewal, you will receive a renewal offer about 60-90 days prior to the lease's end. To determine your eligibility, Collaborate Real Estate Group will review your rental history, which includes timely rent payments, proper home maintenance, and a clean record free of HOA or city violations and neighbor complaints. If you qualify for renewal, you will receive an email with details about various lease plan options, allowing you to choose the one that best fits your needs.

If you choose to stay in the home after your lease ends, it will automatically convert to a month-to-month agreement. Please reach out to us to inform us of your intention to switch to a month-to-month arrangement a minimum of 30 days prior to the expiration of your lease.

To add a roommate to your lease, please contact us to express your intent.

The new roommate will need to:

• Complete a rental application.
• Submit two months of current pay stubs along with a government-issued photo ID. The household must also go through income qualification again to demonstrate the ability to pay 3.0 times the monthly rent.
• Successfully pass a criminal history background check.

Once the new roommate is approved and a new lease is signed, the updated lease will replace your previous one but will maintain the original lease term.

To remove a roommate from your lease, all remaining residents must have lived in the home for at least six months. The remaining occupants must also meet the income requirements, showing a gross household income that is at least three times the monthly rent, excluding the departing roommate. To verify this, all current residents will need to provide at least 30 days of recent pay stubs. Once qualifications are met, all leaseholders will receive a roommate release form, which will free the departing roommate from future liabilities and waive their right to any security deposit refunds.

Subletting of rental properties managed by Collaborate Real Estate Group is not allowed.

If you find yourself needing to end your lease before the lease term concludes, please reach out to us for information about our Early Lease Termination Policy.

At Collaborate Real Estate Group, we strive to maintain rental prices that are fair and aligned with the market. If you notice an increase in your rent, it's likely due to the rise in rental rates for comparable homes in your neighborhood.

Rent is due on the first (1st) of every month. A grace period of five (5) days is provided for payments to be processed through the AppFolio Resident Portal. If rent is not received by the end of the fifth (5th) day, a late fee equal to 10% of the rental rate will be applied on the sixth (6th) of the month.

You can conveniently pay your monthly rent online using the AppFolio Resident Portal.

For details on the name of the entity to which rent payments should be directed, please consult your lease agreement.

You can conveniently pay your monthly rent through the AppFolio Resident Portal. A welcome email will be sent to you with instructions on how to download the register online.

If a payment is returned for Not Sufficient Funds (NSF) or if an eviction process is underway, your account will be locked out from making further payments.

Absolutely, pets are welcome! Acceptable pets include dogs, cats, birds, and fish. Please note that aquariums cannot exceed a 20-gallon capacity, and proof of insurance will be required for the entire lease term.

All pets must be registered through PetScreening, where you will complete a pet profile for each animal. PetScreening helps confirm breed, age, vaccination history, and behavioral information. All required documentation—such as licensing and up-to-date vaccinations—must be uploaded and maintained within your PetScreening profile throughout your lease. Dogs and cats should also wear an identification collar tag with the owner’s name, address, and contact information to ensure a safe return if they become lost.

Please be aware that the pet policy may change, including regulations on specific animal breeds or the number of pets permitted, based on local laws, municipality rules, and HOA regulations. All pets must remain in compliance with these requirements as well as the standards set through the PetScreening process.

There is no limit to the number of pets you can have; we gladly welcome all your furry family members, provided they are registered on your application.

Please note that our pet policy may change, including regulations regarding certain animal breeds or the total number of pets permitted, as dictated by local laws, municipal guidelines, and HOA rules and regulations.

There is no restriction on the number of pets you can own; we warmly welcome all your furry companions, as long as they are included in your application.

Please be aware that our pet policy is subject to change, including rules about specific animal breeds or the overall number of pets allowed, in accordance with local laws, municipal regulations, and HOA guidelines.

Just reach out to let us know about your pet(s), and we will send you a PetScreening link to complete your pet profile. Once the PetScreening process is finished, we’ll provide you with the Pet Addendum for your Lease. We’re excited to welcome your pet(s) as part of your family!

As the pet owner, you need to submit a written request, asking for the removal of the pet from your lease. Once this is done, the accounting department will adjust your account accordingly concerning pet rent. Pet Fees are non-refundable.

Collaborate Real Estate Group does not ask for a deposit; however, we do require a non-refundable pet fee of $300 for each pet.

Pet rent is set at $35 per month for each pet.

To qualify for a service animal or emotional support animal (ESA), all applicants are required to complete an assistance-animal screening through PetScreening. PetScreening will verify your need for the animal and confirm the documentation meets HUD guidelines.

If applicable, you may also be asked to provide supporting information from a licensed physician or healthcare professional who has an established therapeutic relationship with you. Please note that Collaborate Real Estate Group does not accept documentation from online certificate or registration websites, as these sources do not provide reliable verification of a disability or the need for an assistance animal.

All required information must be submitted as part of your application. Pet fees and pet rent are waived only for animals that are fully approved through the PetScreening assistance-animal review process.

Dog Bite/Pet Liability Insurance Coverage is mandatory, and you must provide proof of coverage to Collaborate Real Estate Group. This cover is generally available in conjunction with your Renter’s Insurance Policy.

When you move into a Collaborate Real Estate Group managed home, you'll discover that it is well-maintained and in clean condition. We request your commitment to keep the home in good shape, ensuring the comfort and safety of your family while protecting and preserving the property.

Here are your responsibilities for maintaining your home:

• Keep your personal belongings, the home, and surrounding areas in a safe, clean, and sanitary state.
• Ensure plumbing fixtures and sprinkler systems are functioning properly.
• Use electrical, plumbing, heating, cooling systems, appliances, and other equipment as intended and maintain them in good working order.
• Carry out routine maintenance tasks, such as fixing broken locks, repairing screen damage, replacing broken windows, tightening loose screws, changing bulbs, cleaning drains, maintaining garbage disposals, and handling any repairs costing less than $250.
• Replace air conditioning and furnace filters as necessary. Maintain the home at a reasonable temperature to prevent any mold or mildew.
• Maintain a home temperature of at least 50 degrees Fahrenheit to prevent pipes from freezing.
• Keep smoke alarms in proper working order and replace batteries as needed.
• Pressure wash the premises as necessary, following local ordinances or HOA regulations.
• Maintain proper drainage on the property by ensuring gutters and downspouts are clear of debris.
• Remove garbage from the home in a clean and sanitary manner.
• Report any defects immediately to Collaborate Real Estate Group.

The area surrounding your home is meant to offer you a private retreat to enjoy nature. Your involvement is crucial for maintaining the property and ensuring it remains in good condition.

Your responsibilities, as specified in your lease agreement, may include the following:

• Regularly watering, fertilizing, mowing, and edging your lawn area, trimming trees and shrubs, keeping them well-maintained and in accordance with HOA guidelines and municipal regulations.
• Conducting periodic pest control around the property to keep the home free from pests, insects, and rodents.
• Caring for the yard and premises throughout your lease term, ensuring that it remains in the same good condition upon your departure as it was when you moved in.
• Promptly contact Collaborate Real Estate Group if you notice any issues in or around the property that may require maintenance or repairs, to prevent potential problems like moisture or mold.

To submit your maintenance service request(s), please use your Resident Portal in AppFolio. When entering your request, kindly provide detailed information and include pictures of the maintenance issues whenever possible.

In the case of an EMERGENCY REQUEST, please call 901-660-9494. Make sure to inform the person who answers that your issue is an emergency and describe the nature of the situation.

Emergency Requests refer to situations that prevent residents from safely inhabiting their homes or pose a potential threat to life. These requests are prioritized above all else.

• Electrical Power Outage – If the outage is limited to your home and not part of a larger area blackout.
• Fire – Call the fire department immediately and inform us once first responders have addressed the situation and left the premises.
• Damage to the Home – This includes damage from fire, flooding, storms, or fallen trees; specifically, if the home is uninhabitable or unable to withstand weather conditions.
• Gas Leak – If you detect the smell of gas, evacuate the home right away and contact the fire department. Once it is safe, please notify us.
• HVAC Issues – If indoor temperature exceeds 85 degrees or drops below 55 degrees.
• Plumbing Emergencies – If there is active flooding that cannot be contained by the resident and is unrelated to weather conditions.

Collaborate does not provide lockout assistance services. Please reach out to a locksmith who can help you regain access to your home

Absolutely! One of the great benefits of residing with Collaborate Real Estate Group managed homes is the flexibility to move from one home to another as your circumstances change. Here’s a breakdown of the transfer requirements and process:

• To be eligible for a transfer, you must be a current resident for a minimum of six months and have a positive rental and payment history.
• Your existing home must undergo a pre-transfer inspection to ensure it has been properly maintained in accordance with your lease agreement. If approved, a company representative will inform you.
• To qualify for the new home, your gross household income must be at least 3.0 times the monthly rent. Each applicant is required to provide Collaborate Real Estate Group with 30 days of recent pay stubs.
• Submit a 30-day Notice to Vacate/Transfer Request in writing to Collaborate Real Estate Group.
• Submit a non-refundable transfer fee, equivalent to one month's rent of your current home, must be paid to your current resident account.
• Sign a new Lease Agreement which will be email to you through AppFolio.
• A security deposit equal to your originally approved security deposit level is due within 48 hours of signing the new lease.
• Provide the first month’s rent, which must be paid at least 48 hours before moving in.
• Schedule a move-out inspection, after which your security deposit will be returned within the timeframe specified by state law.
• Complete a move-in inspection for your new home.

Collaborate Real Estate Group manages a variety of rental properties within master-planned communities that feature Homeowners Associations (HOA). HOA communities are celebrated for their attractive environments, well-kept landscaping, street lighting, sidewalks, and homes that boast curb appeal. In addition, they may offer excellent amenities for residents. If you're thinking about renting a home in an HOA community, be sure to request a copy of the HOA Rules and Regulations from a Collaborate Real Estate Group team member and take the time to review them.

The HOA requires you to uphold their standards for maintaining your home, which includes the upkeep of landscaping, driveway, and sidewalk areas. It is essential to ensure that the exterior of the home is in good condition, that vehicles are parked in designated spaces, and that unwanted items, trash, and inappropriate decorations are kept out of view. Additionally, refrain from any behavior that may be considered a nuisance. A Collaborate Real Estate Group team member will provide specific details regarding your HOA during the move-in process.

In the event of a violation of HOA Rules and Regulations, the Collaborate Real Estate Group management team will act on your behalf, collaborating directly with the HOA to address the issue. They will receive a notification of the violation from the HOA and will promptly work to resolve it. Most HOAs typically allow 7 to 14 days for the violation to be remedied and require photographic evidence of the resolution.

If the Collaborate Real Estate Group receives a violation notice from the HOA, a $35 administrative fee will be added to your account. Should you receive further notifications, additional charges may apply for inspections and processing.

Any fines related to HOA violations will be the responsibility of the resident. Rent payments will not be accepted until all violation fees have been settled.

When you move in, you will receive a copy of the HOA Rules and Regulations. Additionally, the HOA Rules and Regulations should be outlined in your lease agreement.

Residents of a Collaborate Real Estate Group home are not required to pay any monthly HOA fees. The management company handles this payment for you, meaning you will not need to engage directly with the HOA. Collaborate Real Estate Group team members will act as your representative, managing all interactions with the HOA on your behalf.

The most effective strategy is to prepare ahead of time for a natural disaster and understand the necessary steps to take afterward. If you live in an area susceptible to hurricanes, flooding, tornadoes, snowstorms, arctic freezes, wildfires, earthquakes, or other natural disasters, it’s crucial to develop an action plan that ensures the safety of you and your family, minimizes damage, and speeds up recovery.

Understanding your responsibilities in the face of a natural disaster will enable you to better protect your family and property. Here are some key pre-emergency tips applicable to various types of natural disasters:

• Stay updated and follow the guidance from local city, state, and county agencies.
• Prepare an emergency kit at home to sustain your family for at least three days. Include bottled water, non-perishable food, and essential hygiene items.
• Keep a cell phone with an emergency charging option (like car, solar, or hand crank) to use during power outages.
• Establish a family communication plan. Since you may be in different locations when a disaster occurs, ensure you have a way to contact each other, a strategy to reunite, and a discussion on what actions to take in an emergency.
• If you rely on electricity for medical equipment, have an alternative power source ready in case of outages.
• Ensure you have a functioning carbon monoxide detector.
• Store fire extinguishers in accessible locations and make sure everyone knows how to operate them.
• Familiarize yourself with how to turn off the main gas line, water supply, and electricity in your home, in case it becomes necessary.
• Know where the manual release lever for your electric garage door opener is located and how to use it if the power goes out.
• Secure a copy of your renter’s insurance and/or flood insurance, and keep it along with other important documents secured in a safe place and readily available should you need to evacuate.

The safety of you and your family should be your first priority. The next important step is to take measures to minimize any damage to your home and personal belongings. Much of this damage control can be done in advance of a natural disaster.

• Depending on the nature of the disaster, it may be necessary to evacuate your home and relocate yourself, your family, and pets to a safer area.
• Secure or bring inside any outdoor items that could cause injury or damage if they become dislodged.
• You may need to shut off the main gas line, water supply, and electricity in your home.
• During extreme cold weather, insulate external water pipes to prevent freezing.
• Conserve fuel during winter storms, which can last for several days and place a strain on electric, gas, and other fuel distribution systems (fuel oil, propane, etc.). Consider lowering the thermostat to 65°F (18°C) during the day and to 55°F (13°C) at night. Close off unused rooms and use towels or rags to block gaps under doors. Cover windows at night.
• Keep extra blankets, sleeping bags, and warm winter coats easily accessible.
• Fill gallon containers with water and place them in the freezer to help keep food cold.
• Stay informed about alerts, updates, and recommendations from local city, state, and county agencies.
• Keep an eye on communications from the Collaborate Real Estate Group management team.

• Immediately report any instances of fire or downed electrical and gas lines to 911.
• Inform Collaborate Real Estate Group about any damage. Ensure you provide access to the property for insurance assessments and for contractors to carry out essential repairs.
• Contact your renter’s insurance company as mandated by your policy.
• If the home is uninhabitable, vacate the premises promptly. If you need assistance with relocating, please feel free to reach out to a Collaborate Real Estate Group team member.