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Washington Real Estate Fundamentals Lesson 16: Property Management © 2011 Rockwell Publishing
Introduction Property manager: Someone other than property owner who supervises operation of income-producing property. Real estate firms often engage in property management as well as brokerage. © 2011 Rockwell Publishing
Investing in Real Estate Income-producing property typically owned as an investment. Property manager hired to help owner achieve investment goals. Manager needs to understand basic investment principles. But real estate agent should not give investment advice. Refer clients to experts instead. © 2011 Rockwell Publishing
Investment Basics Investments and returns Investment: Asset expected to generate a return (or profit) for investor. Depending on type of investment, return on investment may take various forms, including: interest dividends appreciation rents © 2011 Rockwell Publishing
Investment Basics Types of investments Ownership investments: Investor takes ownership interest in asset. Examples: real estate, stocks Returns: rents, appreciation, dividends Debt investments: Investor loans money. Examples: mortgage loans, bonds Returns: interest on principal © 2011 Rockwell Publishing
Investment Basics Diversification Diversification: Investing in different types of investments instead of only one. Mix of investments held is called investors portfolio. Mix chosen in hope that loss on one investment will be offset by profit on others. © 2011 Rockwell Publishing
Investment Basics Investment income vs. earned income For income tax purposes, distinction between: investment income (such as interest, dividends, or rental income) earned income (such as salaries, wages, or self-employment income) Different rules may apply to the two categories. © 2011 Rockwell Publishing
Investment Basics Characteristics of investments Three fundamental characteristics used to evaluate and compare investments: Safety: Risk of losing money originally invested. Liquidity: How quickly asset can be converted to cash. Yield: Total return on investment (ROI). © 2011 Rockwell Publishing
Investment Basics Characteristics of investments Liquid assets are generally safest, but do not offer high yields. Savings accounts and certificate of deposits: liquid and safe, but with low yields. Real estate: can generate higher yields, but at somewhat greater risk and without much liquidity. © 2011 Rockwell Publishing
Investing in Real Estate Advantages Advantages of investing in real estate include: appreciation leverage cash flow © 2011 Rockwell Publishing
Advantages of Real Estate Appreciation Appreciation: Increase in value of property due to outside factors. May be due to inflation, other general economic forces. May be due to increased demand for type of property. Example: when buildable property in good location becomes scarce, value increases. © 2011 Rockwell Publishing
Appreciation Hedge against inflation Real estate values fluctuate, but tend to increase at a rate equal to or greater than inflation rate. So real estate considered effective hedge against inflation. © 2011 Rockwell Publishing
Appreciation Owners equity Appreciation increases owners equity. Equity: Difference between value of property and liens against it. Equity adds to owners net worth. Equity can be used as collateral for loan. © 2011 Rockwell Publishing
Advantages of Real Estate Leverage Leverage: Using borrowed money to invest in an asset. If asset appreciates, investor earns return on borrowed money as well as own invested funds. © 2011 Rockwell Publishing
Advantages of Real Estate Cash flow In addition to appreciating, real estate investment may generate positive cash flow. Cash flow: Spendable income remaining after all propertys expenses paid. Including operating expenses, mortgage payments, and taxes. Cash on cash: First years cash flow divided by amount of initial investment. © 2011 Rockwell Publishing
Cash Flow Sale-leaseback Rental income is one way real estate can generate cash flow; sale-leaseback is another. Sale-leaseback: Owner of commercial building sells it to investor for cash, then leases it back from investor. Frees up capital. Rental payments tax-deductible. Parties often also enter into buyback agreement. © 2011 Rockwell Publishing
Types of Managed Properties Four main types of income-producing properties: residential rental properties office buildings retail properties industrial properties © 2011 Rockwell Publishing
Types of Managed Properties Residential rental properties Residential rental properties include: single-family rental homes apartment buildings Key aspects of residential management: compliance with landlord-tenant laws marketing and leasing Short-term leases (month-to-month, one-year) mean high turnover. © 2011 Rockwell Publishing
Types of Managed Properties Office buildings Office buildings frequently: get constant traffic and use require constant maintenance Office space is leased: by square foot on longer-term basis often with escalation clause © 2011 Rockwell Publishing
Types of Managed Properties Retail properties In managing retail space, tenant selection important. In mall or shopping center, right mix of stores necessary to draw shoppers. Tenants rent often tied to income from retail business. © 2011 Rockwell Publishing
Types of Managed Properties Industrial properties Industrial properties are very specialized. Expensive to build-out and operate. Leases usually long-term (for example, ten years). © 2011 Rockwell Publishing
Summary Investing in Real Estate Property management Investment Return on investment Diversification Portfolio Investment income Earned income Safety Liquidity Yield Appreciation Equity Leverage Cash flow Sale-leaseback © 2011 Rockwell Publishing
Management Agreement Property management agreement: Contract between property owner and property manager. Creates agency relationship. Parties: owner and real estate firm. Firm appoints affiliated licensee to act as manager and execute contract. Agreement must be in writing and signed by both parties. © 2011 Rockwell Publishing
Management Agreement Scope of authority Agreement should define scope of managers authority. May or may not include authority to: collect and disburse funds hold and disburse security deposits set rental rates execute leases undertake major repairs hire and fire employees © 2011 Rockwell Publishing
Management Agreement Other basic provisions Term of agreement Type of property and legal description Number of units or square footage Managers compensation percentage of propertys gross income commission on new rentals fixed fee combination of methods (continued) © 2011 Rockwell Publishing
Management Agreement Other basic provisions Managers reports to owner on propertys operations (frequency and level of detail) Statement of owners goals Description of managers duties Allocation of costs (for expenses such as office help and advertising) © 2011 Rockwell Publishing
Management Plan Management plan: Property managers plan for propertys operations. Sets out managers strategies for achieving owners goals. Addresses financial management and physical maintenance issues. © 2011 Rockwell Publishing
Management Plan Owners goals Different owners have different goals. For example: maximizing monthly income, vs. increasing propertys value for resale Different goals dictate different management strategies. Owners goals may change over time, requiring updated management plan. © 2011 Rockwell Publishing
Management Plan Preliminary study To create management plan, manager studies the property and its context. Four levels of analysis: regional analysis neighborhood analysis property analysis market analysis © 2011 Rockwell Publishing
Preliminary Study Regional analysis Regional analysis: Concerns characteristics of metropolitan area where property located: occupancy rates market rental rates employment levels family size and lifestyles © 2011 Rockwell Publishing
Regional Analysis Occupancy rates and rental rates Law of supply and demand governs relationship between occupancy rates and rental rates. Demand for rental units exceeds supply: rental rates go up. Supply of rental units exceeds demand: rental rates go down. © 2011 Rockwell Publishing
Regional Analysis Occupancy rates and rental rates Technical oversupply: More units than potential tenants. Economic oversupply: More units than tenants who can afford current rents. When there are more tenants than units, its either a technical shortage or an economic shortage. © 2011 Rockwell Publishing
Regional Analysis Employment levels Employment rate in area affects ability of potential tenants to afford rents. Manager should keep track of events affecting employment levels. For example, arrival or departure of large company. © 2011 Rockwell Publishing
Regional Analysis Family size and lifestyle Residential rentals strongly affected by average family size. Demand for units with certain number of bedrooms changes over time. Manager should pay attention to national and local trends. © 2011 Rockwell Publishing
Preliminary Study Neighborhood analysis Neighborhood analysis takes propertys location into account in management plan. Neighborhood may be several square miles or only a few blocks. Factors considered include: how well properties are maintained whether population increasing or decreasing economic status of residents © 2011 Rockwell Publishing
Preliminary Study Property analysis When manager evaluates property itself, factors considered include: number and size of rental units or spaces appearance of property and rental spaces physical condition of building physical condition of rental spaces (continued) © 2011 Rockwell Publishing
Preliminary Study Property analysis amenities provided (laundry room; recreational facilities) services provided (janitorial; security) relationship between site and building current occupancy rate and tenant composition size and efficiency of current staff © 2011 Rockwell Publishing
Preliminary Study Market analysis Market analysis: Analyzing properties that the clients property competes with. First step is identifying pertinent market. For example, small multistory apartment buildings. © 2011 Rockwell Publishing
Preliminary Study Market analysis Factors considered: number of competing units or rental spaces available in the area average age and character of buildings quality of average unit or space in market number of potential tenants in the area current price for average unit or space average occupancy rate © 2011 Rockwell Publishing
Management Plan Management proposal After completing preliminary analysis, manager prepares proposal for client. Proposal includes: rental schedule income and expense projections schedule of day-to-day operations suggested physical changes to building © 2011 Rockwell Publishing
Management Proposal Rental schedule Rental schedule: Lists rental rate assigned to each type of unit or space in building. Manager sets optimum rent that can be charged while maintaining optimum occupancy. Rental schedule should be reevaluated periodically, to make sure its in line with current market rates. © 2011 Rockwell Publishing
Management Proposal Budget Budget in management proposal includes: total rental value of all rentable space bad debt and vacancy factor income from miscellaneous other sources estimated operating expenses fixed: property taxes, insurance, salaries variable: utilities, maintenance, repairs cash flow (projected revenues minus projected expenses) © 2011 Rockwell Publishing
Management Proposal Day-to-day operations Proposal also includes plans for propertys day-to-day operations. Manager suggests: staffing needs employment policies © 2011 Rockwell Publishing
Management Proposal Physical alterations Proposal may also present managers recommendations for remodeling, rehab, or other physical alterations. Changes that will increase propertys value by responding to demand in current market. © 2011 Rockwell Publishing
Management Plan Approved by client Manager submits proposal to property owner. When approved by client, proposal becomes management plan. © 2011 Rockwell Publishing
Summary Management Agreement and Plan Management agreement Management plan Regional, neighborhood, property, and market analysis Technical oversupply or shortage Economic oversupply or shortage Management proposal Rental schedule Budget © 2011 Rockwell Publishing
Management Functions Functions of a property manager can be divided into three main categories: leasing and tenant relations recordkeeping and manager/owner relations property maintenance © 2011 Rockwell Publishing
Management Functions Leasing and tenant relations Leasing and tenant relations includes: marketing the rental units or spaces negotiating leases addressing tenant complaints collecting rents © 2011 Rockwell Publishing
Leasing and Tenant Relations Marketing rental space Managers strategy: advertising to greatest number of potential tenants at lowest possible cost. Amount of advertising needed depends on property type, location, etc. Effectiveness of advertising evaluated based on cost per prospect. © 2011 Rockwell Publishing
Leasing and Tenant Relations Marketing rental space Marketing methods that might be used: signs newspapers classified ads display ads Internet radio and TV direct mail © 2011 Rockwell Publishing
Leasing and Tenant Relations Negotiating leases Manager shows property to prospective tenants who respond to advertising. Points out features and advantages. With commercial tenant, discusses alteration of space to suit tenants needs. © 2011 Rockwell Publishing
Negotiating Leases Screening applicants Manager screens applicants based on: financial qualifications whether likely to be responsible, cooperative tenants Checks credit report and references, contacts previous landlord. Must not violate antidiscrimination laws. Once suitable tenant found, lease executed. © 2011 Rockwell Publishing
Negotiating Leases Renewals Managers generally prefer to renew leases rather than find new tenants. Avoids vacancies between tenancies. Greater stability for property as a whole. Existing tenant easier and less expensive to satisfy than new tenant. Automatic renewal clause: Lease renewed on same terms unless one party gives notice of termination. © 2011 Rockwell Publishing
Leasing and Tenant Relations Tenant complaints Key factors in retaining tenants: keeping property clean and in repair responding to tenant complaints promptly and professionally © 2011 Rockwell Publishing
Leasing and Tenant Relations Rent collection Careful selection of tenants best way to avoid delinquent rents. Lease should clearly state: how, when, and where rent is to be paid penalties for late payment © 2011 Rockwell Publishing
Leasing and Tenant Relations Rent collection Rent collection procedures should: be consistent include adequate recordkeeping provide for immediate notification of late payment If rent collection efforts fail, manager should be prepared to take legal action to evict tenant, following clients policies. © 2011 Rockwell Publishing
Management Functions Manager/owner relations Property manager required by law to account for all money received and disbursed in connection with clients property. Beyond that, how often and in what detail manager reports to owner is matter of owners preference. © 2011 Rockwell Publishing
Manager/Owner Relations Statement of operations Managers report to owner often made in a monthly statement of operations. Statement typically includes these sections: summary of operations rent roll statement of disbursements narrative report of operations © 2011 Rockwell Publishing
Manager/Owner Relations Statement of operations Summary of operations: Brief description of propertys income and expenses, included at beginning of statement of operations. © 2011 Rockwell Publishing
Manager/Owner Relations Statement of operations Rent roll: Report on collections included in statement of operations. Lists all occupied and vacant units. For each unit, shows previous balance, current rent, total received, and balance due. Info in rent roll obtained from separate ledger sheet kept for each tenant and rental space. © 2011 Rockwell Publishing
Manager/Owner Relations Statement of operations Statement of disbursements: List of all expenses paid during period covered by statement of operations. Disbursements grouped by type (maintenance expenses, administrative expenses, etc.). © 2011 Rockwell Publishing
Manager/Owner Relations Statement of operations Narrative report of operations: Letter explaining information presented in other sections of statement of operations. Particularly useful in months involving poor cash flow or unanticipated expenses. © 2011 Rockwell Publishing
Management Functions Property maintenance Manager supervises maintenance, including: Preventive maintenance: Preserving physical condition of improvements. Corrective maintenance: Repairs to keep property in working order. Housekeeping: Routine cleaning. New construction: Remodeling and redecoration for new or renewing tenants, or to improve property. © 2011 Rockwell Publishing
Management Functions Property maintenance Manager should: inventory buildings physical elements and equipment create schedule for inspections and repairs keep records on when elements of property were inspected, repaired, or replaced © 2011 Rockwell Publishing
Summary Management Functions Marketing and leasing Automatic renewal clause Tenant complaints Rent collection Statement of operations Preventive maintenance Corrective maintenance Housekeeping New construction © 2011 Rockwell Publishing
Landlord-Tenant Law Landlord-tenant relationship governed by: terms of contract forming the relationship (lease) rules set by state landlord-tenant law © 2011 Rockwell Publishing
Landlord-Tenant Law Requirements for a valid lease Lease: Contract that allows tenant to have possession of landlords property for period of time, in exchange for rent. Also called rental agreement. Must have all essential elements required for valid contract. Also must have property description. © 2011 Rockwell Publishing
Lease Requirements Written lease In Washington, lease for a fixed term must be in writing and signed by landlord. If term over one year: must be notarized. Periodic tenancy doesnt require written lease, unless rental period over one year. However, any lease for property managed by a real estate firm must be in writing. © 2011 Rockwell Publishing
Lease Requirements Written lease Written lease does not have to be signed by tenant (although it almost always is). Management agreement commonly authorizes manager to sign lease as landlords agent. Without this authorization, written lease signed by manager not valid. © 2011 Rockwell Publishing
Landlord-Tenant Law Lease provisions Best to use standardized lease form with specific rules that will govern tenancy. However, landlord-tenant law may trump lease terms. © 2011 Rockwell Publishing
Landlord-Tenant Law Lease provisions Issues often addressed in lease: payment of rent use of premises security deposits entry and inspection renewal maintenance assignment and subleasing © 2011 Rockwell Publishing
Lease Provisions Payment of rent Rent is the consideration that makes lease a valid contract. Most leases require rent to be paid at beginning of rental period. If not specified, rent due at end of rental period. © 2011 Rockwell Publishing
Lease Provisions Use of leased premises Use of rented property must be legal. Use may also be limited by lease terms. For example, lease of retail space might limit tenant to operating certain kind of store. Without clear restrictive language, tenant can use property for any legal purpose. © 2011 Rockwell Publishing
Lease Provisions Security deposits Security deposit: Money tenant provides in trust at start of lease in case of default. Most leases require a security deposit, as protection against tenant: moving out without paying rent owed leaving property in poor condition In Washington, deposit can be required from residential tenant only if lease in writing. © 2011 Rockwell Publishing
Security Deposits Written checklist In Washington, at start of residential tenancy, tenant must be given written checklist regarding units condition. Landlord and tenant both sign checklist. Tenant entitled to: copy of signed checklist receipt for security deposit During tenancy, deposit must be held in trust account. © 2011 Rockwell Publishing
Security Deposits Refund or retention Within 14 days after end of tenancy, landlord must: return entire deposit to tenant, or send tenant written explanation as to why all or part of deposit was retained. Security deposit may be used for unpaid rent, cleaning, or repairing damage. Not for ordinary wear and tear. © 2011 Rockwell Publishing
Security Deposits Nonrefundable fees Landlord may charge a nonrefundable cleaning fee at beginning of tenancy, but this: must be designated nonrefundable cannot be called a deposit © 2011 Rockwell Publishing
Lease Provisions Entry and inspection Lease typically provides for inspection of premises by landlord during term. In Washington, residential landlord may enter leased unit to: inspect unit perform repairs provide other agreed-upon services show unit to prospective buyers or tenants © 2011 Rockwell Publishing
Lease Provisions Entry and inspection Unless emergency, landlord must provide advance notice before entering. Repairs or services: two days notice. Showing unit: one days notice. © 2011 Rockwell Publishing
Lease Provisions Option to renew Lease may give tenant option to renew. Typically requires tenant to notify landlord of intention to renew by specified date. © 2011 Rockwell Publishing
Lease Provisions Maintenance At end of lease, tenant must return leased premises to landlord in original condition, with allowances for normal wear and tear. Landlord generally responsible for maintaining common areas, such as hallways and elevators. © 2011 Rockwell Publishing
Summary Leases Written lease requirements Written checklist Payment of rent Use of leased premises Security deposit Normal wear and tear Nonrefundable cleaning fee Entry and inspection Option to renew © 2011 Rockwell Publishing
Landlord-Tenant Law Transferring leasehold estates Landlord may sell leased property in middle of lease. Buyer takes title subject to lease. © 2011 Rockwell Publishing
Landlord-Tenant Law Transferring leasehold estates Tenant may transfer leasehold interest by: assignment, sublease, or novation. Tenant has right to assign or sublease property without landlords consent, unless lease specifically requires consent. But consent always required for novation. © 2011 Rockwell Publishing
Transferring Leasehold Estates Assignment Assignment: Tenant transfers possession to someone else for entire remainder of lease term. Assignee (new tenant) takes on primary responsibility for rent. Assignor (original tenant) secondarily liable. © 2011 Rockwell Publishing
Transferring Leasehold Estates Subleasing Sublease: Tenant transfers possession to someone else for only part of remaining lease term. Also called sandwich lease. Sublessor (original tenant) remains liable to landlord for rent. Sublessee (new tenant) liable to original tenant for rent. © 2011 Rockwell Publishing
Transferring Leasehold Estates Novation Novation: When new contract created and old contract terminated. Landlord may accept new tenant in place of old tenant, creating new lease. Original tenant released from liability. © 2011 Rockwell Publishing
Landlord-Tenant Law Termination of a leasehold How lease ordinarily terminates depends on type of tenancy: Periodic tenancy terminates at end of period if one party gives the other proper notice. Tenancy for fixed term terminates automatically at end of term. © 2011 Rockwell Publishing
Landlord-Tenant Law Termination of a leasehold Tenancy can also terminate through: surrender breach of covenant of quiet enjoyment breach of implied warranty of habitability failure to pay rent illegal or unauthorized use destruction of premises condemnation © 2011 Rockwell Publishing
Termination of a Leasehold Surrender Surrender: Landlord and tenant mutually agree to terminate lease before term ends. © 2011 Rockwell Publishing
Termination of a Leasehold Covenant of quiet enjoyment Implied covenant of quiet enjoyment: Landlords promise that tenants exclusive possession will not be disturbed: by landlord by third party with lawful claim Covenant part of every lease as a matter of law, even if not explicitly stated in lease. © 2011 Rockwell Publishing
Termination of a Leasehold Covenant of quiet enjoyment Covenant breached if tenant wrongfully evicted. Breach can take the form of: Actual eviction: Landlord actually expels tenant from property. Constructive eviction: Landlord causes or permits substantial interference with tenants possession. © 2011 Rockwell Publishing
Termination of a Leasehold Warranty of habitability Implied warranty of habitability: Landlords promise that premises comply with building and housing codes related to health and safety. Warranty part of every residential lease, even if not explicitly stated in lease. © 2011 Rockwell Publishing
Termination of a Leasehold Warranty of habitability Warranty breached if leased premises become unsafe or unsanitary. Tenant must notify landlord of problem. Landlord must correct problem within a certain time after receiving notice. If landlord fails to respond, tenant has several options, including terminating lease. © 2011 Rockwell Publishing
Termination of a Leasehold Failure to pay rent Failure to pay rent doesnt automatically terminate lease. Landlord must: give notice of nonpayment file unlawful detainer action against tenant obtain writ of restitution from the court (also called writ of possession) Self-help eviction illegal. © 2011 Rockwell Publishing
Termination of a Leasehold Illegal or unauthorized use Other grounds for termination by landlord, even if tenant pays rent as agreed: illegal use of leased premises use in a way not authorized by lease If tenant continues use after being told to stop, landlord can terminate tenancy. © 2011 Rockwell Publishing
Termination of a Leasehold Destruction of premises If tenant leases space in a building that is destroyed by fire or other disaster, lease is terminated. If land as well as improvements were leased, destruction of building does not terminate lease. © 2011 Rockwell Publishing
Termination of a Leasehold Condemnation Lease may terminate if leased property condemned by government entity. © 2011 Rockwell Publishing
Summary Landlord-Tenant Law Assignment, sublease, and novation Surrender Implied covenant of quiet enjoyment Actual eviction Constructive eviction Implied warranty of habitability Unlawful detainer Writ of restitution or possession © 2011 Rockwell Publishing
Types of Leases Five major types of leases: fixed leases graduated leases net leases percentage leases ground leases © 2011 Rockwell Publishing
Types of Leases Fixed lease Fixed lease: Tenant pays same amount of money each month. Also called flat lease or gross lease. Landlord pays for operating expenses (maintenance, taxes, and insurance). Type of lease used for most apartment rentals. © 2011 Rockwell Publishing
Types of Leases Graduated lease Graduated lease: Contains escalation clause, so rent may increase during lease term. Also called step-up lease or index lease. Escalation clause: Provides for periodic rent increases, usually tied to Consumer Price Index or other measure of inflation. © 2011 Rockwell Publishing
Types of Leases Net lease Net lease: Tenant pays a fixed rent, plus some or all of propertys operating expenses. Includes property taxes, insurance, maintenance costs. Commercial leases are often net leases. © 2011 Rockwell Publishing
Types of Leases Percentage lease Percentage lease: Retail tenant pays: minimum rent, plus percentage of gross or net income generated by tenants business. Most common in shopping centers. © 2011 Rockwell Publishing
Types of Leases Ground lease Ground lease: Commercial tenant leases vacant land and constructs building on the land. Typically long-term lease. © 2011 Rockwell Publishing
Summary Types of Leases Fixed lease Graduated lease Escalation clause Net lease Percentage lease Ground lease © 2011 Rockwell Publishing
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