Owner New Property Paperwork

Thank you for choosing Crest and Valley Property Management

Please review the property standards, and continue below to submit the necessary information to begin managing your property.

Onboarding a new residential asset into our management portfolio is a precise, data-driven operation. At Crest & Valley Property Management LLC, our technology background ensures that your onboarding documentation is processed with absolute transparency, efficiency, and zero friction. We bypass unnecessary administrative delays by gathering all vital property and compliance data upfront, laying a secure legal foundation that allows our leasing and accounting teams to instantly optimize your real estate returns.

Email address for any of this information is crestvalleypm@gmail.com or info@crestandvalleypm.com

1) Verifying Title and Legal Authority

Property Ownership Documentation: At Crest & Valley Property Management LLC, our commitment to absolute transparency and data-driven precision begins before we ever list a home. One of the most critical components of our onboarding framework is validating the legal ownership of your real estate asset. Under the fiduciary regulations of the Oregon Real Estate Agency (OREA), we are required to maintain a flawless audit trail for all Clients' Trust Accounts [ORS 696.301]. Verifying property ownership protects you from title cross-claims, ensures your monthly ACH rental distributions are routed legally, and confirms that the individual signing our master agreement holds the unencumbered legal right to lease the property.

Authorized Title Documentation and Deed Verification: To officially onboard your rental asset, owners must provide verifiable proof of legal title. Our onboarding team validates ownership by cross-referencing public county tax assessors' records and requesting a copy of your recorded Warranty Deed, Grant Deed, or a recent Title Insurance Policy Summary. This documentation must explicitly match the legal names of the individuals or entities signing the Property Management Agreement. If the property was recently purchased or is clearing escrow, we can accept a certified copy of the final Settlement Statement (ALTA) directly from your title company. Securing these files allows our technology platform to map your asset's exact legal description and parcel ID into our database, preventing administrative delays when managing tenant lease signings.

Managing Ownership Under LLCs, Trusts, and Corporate Entities: Many real estate investors shield their personal wealth by placing their Oregon portfolios into localized Limited Liability Companies (LLCs), Corporations, or Family Trusts. If your real estate asset is owned by an entity rather than an individual, you must supply supporting corporate paperwork during onboarding. This includes your filed LLC Operating Agreement, Articles of Organization, or a formal Trust Certificate. These secondary documents are vital because they explicitly dictate which specific member, manager, or trustee possesses the legal authority to sign binding third-party vendor contracts, authorize financial disbursements, and execute leases on behalf of the entity.

Financial Lien and Mortgage Foreclosure Disclosures: In accordance with standard Oregon real estate guidelines, owners are under a continuous contractual obligation to disclose the exact financial health of all underlying mortgages and property tax liens. As part of your initial paperwork packet, owners must certify that all underlying mortgages, homeowners association (HOA) dues, and property taxes are in a fully current, non-delinquent status. If a property becomes subject to an active default warning or formal foreclosure proceedings, it severely compromises a tenant's statutory right to a stable, habitable dwelling [ORS 90.320]. Gathering transparent ownership and mortgage declarations upfront fully insulates both the owner and our property management company from secondary civil lawsuits and housing court disputes.

2) W-9 Compliance and Tax Reporting: Essential Paperwork for Property Owners

At Crest & Valley Property Management LLC, our technology and data background drives us to handle your financial administration with absolute precision and regulatory compliance [ORS 696.301]. Onboarding a new residential asset into our management portfolio requires a secure legal and tax foundation. One of the most critical documents you must complete during onboarding is the IRS Form W-9 (Request for Taxpayer Identification Number and Certification). This mandatory paperwork allows our accounting software to legally automate your rental income streams, process monthly direct deposits, and insulate your real estate business from severe federal tax penalties. Please download the IRS W-9 form below, fill up and send via email to crestvalleypm@gmail.com or info@crestandvalleypm.com.

Internal Revenue Service (IRS) Mandates and Backup Withholding: Under federal tax law, property management companies that collect rental income on behalf of property owners operate as formal reporting agents. To fulfill our statutory duties, we are legally required to maintain a valid Taxpayer Identification Number (TIN) or Social Security Number (SSN) on file for every client. Submitting a fully executed Form W-9 is a non-negotiable step before we can issue your first monthly ACH distribution. If an owner fails to provide an accurate W-9, the IRS legally mandates that the property manager implement backup withholding, which requires us to immediately withhold a flat 24% of your gross rental income and remit it directly to the federal government. Completing your tax paperwork upfront ensures your distributions are never paused and your cash flow remains stable and optimized.

Aligning Ownership Entities with Your Tax Profile: To ensure your year-end financial summaries flow smoothly into your personal or corporate tax structures, your Form W-9 must accurately reflect how you hold legal title to the property.

Individual Ownership: If the property is in your personal name, you will input your individual name and Social Security Number.

LLCs and Partnerships: If you utilize an Oregon Limited Liability Company (LLC), partnership, or corporate entity to shield your real estate wealth, the W-9 must feature the exact legal business name matching your IRS-issued Employer Identification Number (EIN).

Our advanced accounting portal cross-references this data with your signed Property Management Agreement, eliminating discrepancies and preventing IRS matching errors that can trigger stressful corporate audits.

Seamless Year-End Financial Summaries and 1099 Delivery: Maintaining perfect W-9 data allows our accounting team to completely automate your real estate bookkeeping and tax preparation. On or before January 31st of each calendar year, we utilize your secure tax profile to prepare, file with the IRS, and deliver your formal Form 1099-MISC directly through your online investor portal. Concurrently, we supply a comprehensive Year-End Financial Summary that aggregates your gross rent collections and categorizes all your zero-markup property repair invoices. This seamlessly organizes your financial metrics into clear Schedule E tax categories, allowing your certified public accountant (CPA) to instantly maximize your depreciation write-offs and shield your wealth.

3) Owner Information and Required Documents

Please fill out the Owner information/details form including property details. Ensure that all owners listed on the proof of ownership are included. Use a personal (non-work) email address and a US mailing address (not the rental property). 

4) PMA Signing

Contract Signing for the Management Agreement: Initiating Your Partnership

The execution of the master Property Management Agreement (PMA) officially formalizes our professional partnership and sets our data-driven asset management framework into motion. At Crest & Valley Property Management LLC, our technology background ensures that transitioning your residential portfolio into active management is an entirely frictionless, secure, and transparent process. We completely reject the fine-print gimmicks and surprise fees common among competitors, ensuring that every operational rule, payment structure, and baseline responsibility is outlined upfront for your absolute peace of mind.

Frictionless Digital Signatures and Legal Compliance: In strict accordance with the Oregon Uniform Electronic Transactions Act (ORS Chapter 84), we execute all contract signings through secure, industry-leading digital signature platforms like BoldSign. You can thoroughly review and sign your master management agreement from any device, anywhere in the world, with the absolute guarantee that your electronic signature carries the exact same legal validity and enforceability as a traditional wet-ink paper signature. Once fully executed, a pristine copy of your contract is instantly archived within your secure online investor dashboard (NOT ready yet), establishing a clear, permanent audit trail in strict compliance with the record-retention mandates enforced by the Oregon Real Estate Agency (OREA) under ORS 696.280. We will send a copy of the fully executed PMA via email and store it in highly secure one drive location. We will provide you a copy whenever you request one.

What is Included in Your Master Agreement: Our master agreement serves as an unambiguous, legally vetted operational blueprint that aligns our corporate incentives perfectly with your financial success. The document explicitly codifies our core investor-first policies, guaranteeing in writing that we strictly enforce a 0% markup policy on all third-party vendor invoices and that you retain 100% of all collected tenant late fees and pet fees. It formally authorizes our team to manage your dedicated Clients' Trust Account (ORS 696.301), establishes our baseline $500.00 Operating Reserve Fund parameter, and locks in our strict "No Rent, No Pay" delinquency policy, confirming that your monthly management fees are completely paused if a tenant defaults on rent. Once the PMA is signed you will receive instructions for submitting the property set up fee ($200 first unit $100 each additional).

Finalizing Onboarding and Launching Field Operations: To legally activate your property profile and launch public leasing operations, the contract signing must be paired with your final operational onboarding materials. Concurrently with signing the digital agreement, owners must upload their verified landlord property insurance certificate naming Crest & Valley as an Additional Insured, submit a completed IRS Form W-9 for year-end 1099 compliance, and execute the initial ACH electronic transfer to fund your property's operating reserve buffer. The moment these compliance pieces are finalized and physical access keys are securely logged at our corporate headquarters, our leasing department instantly deploys our real-time market data analytics to launch your tailored marketing and target pricing campaigns.

5) Landlord Insurance

Landlord Insurance Requirements: Protecting Your Assets and Equity

Maintaining comprehensive property and liability insurance is a critical element of professional risk management. At Crest & Valley Property Management LLC, our data-driven approach focuses on protecting your real estate equity from unexpected civil claims and catastrophic structural losses. We require all property owners to maintain a specialized landlord insurance policy throughout the duration of our management agreement, building an ironclad financial shield that ensures your passive income stream remains safe and predictable.

Mandatory Policy Types and Liability Thresholds: A standard homeowner policy is legally insufficient for an active rental property, as it typically excludes coverage for tenant-occupied homes. Owners must secure a dedicated dwelling fire or commercial landlord insurance policy that features a general liability limit of not less than $500,000.00 per single occurrence (or an alternative amount mutually approved in writing for larger multi-family assets). Submit your insurance policy declarations page to us via mail or email. This essential coverage protects your wealth against slip-and-fall incidents, structural building damage caused by fire, smoke, or severe Pacific Northwest windstorms, and catastrophic failures such as a major localized plumbing burst or electrical arc flash.

Naming Crest & Valley as an Additional Insured: An absolute material condition of our partnership is that owners must explicitly instruct their insurance carrier to formally name Crest & Valley Property Management LLC and its principal brokers as an "Additional Insured" (not merely an "interested party" or "certificate holder") on all general liability policies. This industry-standard requirement ensures that our licensed field staff, property managers, and corporate entity are fully extended the protections of your primary landlord coverage while executing routine field operations, accompanied tenant showings, or property reviews on your behalf. If your current carrier drops this designation, or fails to maintain the additional insured endorsement, all field operations are automatically paused to prevent secondary legal exposures.

The Power of Primary Status and Renters Insurance Integration: Your landlord liability policy serves as the primary coverage network and first line of financial defense for any civil property management disputes or physical premises liability claims, provided our team acts in good faith and without gross negligence. To add a secondary layer of protection, Crest & Valley mandates that all approved tenants secure and maintain an active renters insurance policy with a minimum of $100,000.00 in personal liability coverage per occurrence, in strict compliance with the legal caps established by Oregon law ORS 90.222. This dual-policy configuration guarantees that tenant-caused accidental damage (such as an kitchen fire or tub overflow) is absorbed by the renter's carrier, fully insulating your asset without impacting your primary landlord policy deductibles. 

6) Utilities

Complete and sign the Portland General Electric (PGE) form if your house is in the PGE service area.

Complete and sign the NW Natural form if your house is in the NW Natural service area.

Owners need to do the following with the utilities once they MOVE-OUT:

Alarm System - Turn Off your subscription for the service. Equipment usually stays

Cable - Turn Off your subscription for the service. You may need to return the equipment but solely depends on you and your cable provider's agreement.

Internet - Turn off and remove equipment

Garbage outside City of Portland - Stop the service. Put the cans by the curbside. Ask them to pick the cans.

Few utilities that you DO NOT TURN OFF and let the utility provider know that Crest and Valley Property management LLC will be managing and paying on behalf of you:

NW Natural gas: Please fill up the form and send it to us

Electricity usually PGE: Please fill up the form and send it to us

Water and Sewer are often the same company

7) Managing Your HOA & COA Properties with Precision

Key Operational Steps for Association-Governed Properties (HOA / COA): If your investment asset is located within a community governed by a Homeowners Association (HOA) or Condominium Owners Association (COA), navigating localized bylaws requires strict diligence. At Crest & Valley Property Management LLC, we handle the unique administrative challenges of association rules to eliminate friction, prevent costly fines, and maximize your profits. If your investment property is situated within a HOA or COA, please review the following critical compliance directives and verify your association's policies before we launch public marketing:

Mandatory Document Integration: Owners are required to provide a complete, current copy of all HOA/COA Bylaws, Rules and Regulations, and Covenants, Conditions, and Restrictions (CC&Rs) during onboarding. Our leasing team embeds these specific community parking, pet, and noise constraints directly into the tenant’s master lease agreement, making them legally binding upon the resident.

Direct Violation Processing: We act as the primary liaison between your property, the tenant, and the association board. If a tenant triggers a behavioral rule infraction (such as improper trash bin storage or architectural violations), we immediately serve a formal lease noncompliance warning to compel instant remediation.

0% Markup on Association Repairs: If an association audit mandates an immediate repair to your unit’s exterior or exclusive-use common areas (such as a deck repair or window seal replacement), we dispatch contractors from our vetted network utilizing our strict 0% vendor markup and 3-quote guarantee to keep your compliance costs as low as possible.

Utility Provisions: Verify if your Association provides any core utilities (such as water, sewer, garbage, or internet) as part of your monthly assessment dues. We need to accurately document this data to ensure tenant bills are set up correctly and avoid ledger discrepancies.

Association Screening Requirements: Confirm whether your Association mandates that prospective residents undergo an independent screening process managed by their board or community firm. If an association screening fee applies, you must decide if you will absorb that operational cost or require the tenant to pay two separate screening applications—which will instantly put your property at a distinct competitive disadvantage compared to similar homes on the market.

Rental Caps and Leasing Approvals: Check if you need explicit board approval to lease the property. Many Oregon associations enforce a strict rental cap (restricting the overall percentage of homes allowed to operate as rentals) or utilize waitlists that could completely block or delay immediate tenant placement.

Submit Governing Paperwork: Send directly to info@crestandvalleypm.com or crestvalleypm@gmail.com full digital PDF copies of your community's complete CC&Rs, Bylaws, Rules & Regulations, and their specific Tenant Registry or Lease Notification forms if required.

Issue Official Management Notification: Formally notify your Association's board or management company via email that Crest & Valley Property Management LLC has been officially retained to manage the real estate asset.

Reroute Official Violation and Maintenance Notices: Explicitly instruct your Association to direct all future resident notices, building updates, and rule infraction warnings directly to info@crestandvalleypm.com or crestvalleypm@gmail.com. Please execute this directive via email and BCC info@crestandvalleypm.com or crestvalleypm@gmail.com so we can instantly log confirmation that it has been completed.

Continuous Assessment Payment Obligation: It remains your exclusive individual financial responsibility to continuously pay all regular monthly Association dues, special assessments, and building capital obligations on time to prevent the Association from placing a dynamic lien against your property title.

Forward Strict Owner-Only Communications: If your Association explicitly refuses to correspond with third-party managers and insists on working solely with the titleholder, you assume full contractual responsibility for immediately forwarding all tenant-related communications to our office. A failure to forward warnings promptly—especially in the case of a behavioral lease violation—will result in steep, un-cured fines from your Association for which you will remain exclusively financially liable.

7) Final Steps to Launch Your Property: Transitioning Keys and Access

Once you have verified that all initial onboarding workflows, legal compliance forms, and asset disclosures are completely finalized, please review this operational blueprint to transition physical possession of the property to our management team:

The Pre-Launch Turn Checklist Audit: Before scheduling your key transfer, please perform a final confirmation of your property's immediate physical readiness. Have you completely finalized all personal move-out tasks and cleared the home of all garbage and personal items? If you elected to personally manage any pre-existing maintenance issues or paint touch-ups during onboarding, are those specific repairs 100% completed? Finally, have you thoroughly reviewed and checked off every line item within our New Property Onboarding Checklist? If you can answer yes to these steps, your asset is officially ready for key delivery.

Access Credential Consolidation (Countertop vs. Office): To streamline the logistics of your handoff, we do not require you to physically bring every single remote and ancillary key directly to our corporate headquarters. We instruct all incoming owners to leave secondary access items—including garage door remotes, specialized mailbox keys, back gate keys, pool fobs, and any extra decorative or spare sets—securely grouped together directly on the kitchen counter inside the empty home. You only need to deliver one (1) primary front door entry key to our property management team to grant our field managers access to the structure.

Secure 24/7 Key Delivery: You can safely deliver your primary front door key via secure mail or by dropping it off directly at our corporate facility located at 8215 SW Tualatin-Sherwood Rd, Suite 200, Tualatin, OR 97062. We can also meet at our office or at the property to hand over the key.

Field-First Operations Notice: While you are welcome to drop off your entry keys at any hour of the day or night using the secure drop box, please keep in mind that Crest & Valley operates a highly mobile, tech-savvy team. Our field managers, property inspectors, and leasing agents spend a substantial portion of their working hours out on-site conducting home reviews and accompanied showings. Because our staff frequently works remote or is deployed in the field, stopping by our suite during standard midday hours does not guarantee that a team member will be physically present at the front desk.