The most effective way to communicate with our Client Services team is to send an email. This method allows for time tracking and a paper trail to refer back to as needed for all parties. Additionally, our team is often seeking information from other departments, acting as a liaison for you or another investor, so catching us by phone, unappointed, can sometimes be a challenge. Please let us know if you would like to arrange a phone call at a mutually agreeable time.

You can email our Client Services Team at:

info@cowryacres.com
302-442-0850

Marketing is primarily done online and originates from our CRM, Propertyware, which launches syndication. We broadcast to all of the major home search sites such as Trulia, Homes.com, Hotpads, our Cowry Acres LLC website, etc. Professional photography is done at an owner cost of $100, as outlined in our management agreement. This sets our marketing apart from other homes in the rental marketplace. Our tenants are always grateful to have a chance to see the home at its best, assisting them in making a decision more quickly. While we have strong success with marketing online, we also place a FOR RENT sign in the yard of the property to monopolize on drive-by traffic. In-house lists are customized and prepared on a daily basis for prospects to pick up or receive by email based on their specific search parameters.

On occasion, after an extended vacancy period (60+ days) specials may be offered. Owners will receive a notification when their property is included in this special with rent concessions up to 1⁄2 month rent, based on the specifications of market conditions at that time. The cost of offering the special is the owners and is deducted from portfolio income in the appropriate month.

If you are opposed to offering specials of any kind please communicate this in advance so that we do not implement such targeted plans after extended vacancy periods.

The average vacancy is 45 days, this includes some properties that are rented day 1 and others that are vacant for longer periods of time. There is no real rhyme or reason to the variables of time, vacancy is affected by a number of conditions to include but are not limited to: location, comparable and other available properties in the area, price, size, layout, yard, mechanicals (central heat and air), the condition of the property, whether or not a property can be rented by section 8 according to the condition for inspection, season (weather, holidays, school dates, etc.) Generally speaking, we are not concerned until a property has been vacant 45 days or more at which point, we will review all of the above-mentioned factors unless a visible trend in feedback is present beforehand.

Each tenant 18+ is required to apply and to meet the following criteria:

• Financial verification of net income with a minimum of 3x the rent
• Tenant must show proof that they can get utilities in their name (this would not be possible with outstanding utility judgment or delinquency)
• Rental history verification (no recent evictions, judgments, housing delinquency)
• 1st-time renters will be required to pay an additional month’s deposit
• Reference check (5 unique references for each applicant 18+)
• Criminal background check
• Credit check - the score is not the ultimate determination but is based on an evaluation of their overall spending and payment history

Pets are defined as cats and dogs. Other animals require written consent, in advance. There are breed restrictions and limitations on # of pets as shown in the lease, uploaded to your portal.

Tenants are required to register each pet and a  non-refundable pet fee is required, per pet.  Additionally, the tenant will pay a  pet rent/pet/month for the term of the lease(s) or until the pet is no longer on-property. This income will be visible on your monthly statement less management fees. Details of this policy and agreement can be found on the lease, on your portal.

This is one of the many notifications you will receive by email from our Client Services team. We will be excited to share this news with you once the deposit is paid and a move-in date has been determined.  The lease is not signed on this date, the home is secured with a security deposit and move-in agreement.

The lease is signed on move-in day and will be uploaded to your Owner Portal within a week after move-in.

The tenant pays the security deposit to Cowry Acres LLC and the funds are held in an escrow account for the duration of the lease. The deposit is only paid to the owner if there is a balance due at the termination of the lease for unpaid rent, damages, other and will be reflected on the owner’s statement after processing, within 1-2 statement cycles depending on the move-out date and how it coincides with month-end.

Statements and owner deposits are initiated on the same day, on or around the 6th business day of each month, for the month prior.

Example: April income and statements are released on or around the 6th of May.

Your property management income will begin in the month following your closing and the income for the month you closed in will be included on the HUD-Closing Statement, handled by the closing attorney and your realtor.

Example: You closed on the property April 27. The HUD should reflect income for 4/27-4/30 paid out to you, reducing the amount received by the Seller. Cowry Acress LLC will not report this transaction on the statement for April, your 1st statement will be in June for May income.

Statements and owner deposits are initiated on the same day, on or around the 6th business day of each month, for the month prior.

Example: April income and statements are released on or around the 6th of May.

Your property management income will begin in the month following your closing and the income for the month you closed in will be included on the HUD-Closing Statement, handled by the closing attorney and your realtor.

Example: You closed on the property April 27. The HUD should reflect income for 4/27-4/30 paid out to you, reducing the amount received by the Seller. Cowry Acress LLC will not report this transaction on the statement for April, your 1st statement will be in June for May income.

We will forward the final balance to an outside collections attorney who works independently to garnish and collect. This does not always yield a full collection nor is it a quick process but there is a reasonable return on this effort. The fees associated with this process will be taken from the amount collected and you will receive the difference.

Approximately 120 days prior to lease expiration, a full market review is done to evaluate the viability of increasing the target rent for renewal. It is always our goal to increase the market-declared rent without creating a financial hardship for the tenant. At this time the tenant will receive an invitation to renew with the new rental amount and a request to establish an agreeable date with the tenant to perform an occupied home inspection. The tenant’s renewal is contingent upon allowing us to complete this inspection, for the benefit of our investors. We believe that an agreeable tenant is indicative of a tenant who is proud of how they are caring for the home. One that refuses us entry may have something to hide from us.

The inspection report will be provided along with any recommendations within 2 weeks following the inspection. Additionally, the renewal lease, once signed, will be added to your owner portal documents for you reference.

Please note: If the tenant is Section 8 and decides to renew, we will submit the documents with the suggested rental amount however, we cannot guarantee that they will approve the increase as they conduct their own market analysis and renewal inspection, according to their schedule.

You will receive a notification from us stating that the tenant has provided their notice to vacate (generally 30-60 days) in accordance with their lease. On occasion, the tenant will revert to month-to-month first and then proceed with a suitable notice. Upon receipt of the notice, we place the property on the coming soon list in hopes of pre-leasing the property before it is vacant. For the safety of all involved (current and prospective tenants), we do not show occupied property. Photos and information will be provided but viewing the property, in person, will only be permitted after the property becomes vacant.

Many times, after placing notice to vacate, a tenant will rescind and decide to renew instead. We will let you know if this occurs in your portfolio.

There are differences in how utilities are managed based on whether they are located in Delaware, Pennsylvania, or New Jersey as well as whether they are within city limits in those states.

For vacant properties, owners will maintain connections with the utility provider. Cowry Acres LLC will notify owners when connections have to be placed in their names. When the property becomes occupied, the tenant is required to transfer utilities into their name. It is important that you let us know when you are transferring a property to us from another management company/owner, whether you currently have the utilities in your name, the tenants, or the prior property manager.

IMPORTANT: Our lease allows 3 days for the tenant to transfer utilities into their name. Please do not disconnect service from your name before the 3 days, as we would then be in violation of the lease agreement.

If you have a multi-family property (2 or more units in one complex):
We will especially have interest in knowing whose name the house account is in. 

It is the owner’s responsibility to ensure that all costs associated with home ownership are paid independently. As outlined in the management agreement, there are times where we can pay such expenses (for properties that we manage) on an emergency basis for a fee of  per transaction, assuming your portfolio has the funds to cover such expenses.

The owner is responsible to ensure that the property is insured at all times and that Cowry Acres LLC is listed as additionally insured/interested party as described in the Management Agreement. It is imperative that you provide your client services team with a copy of your initial policy declaration page and upon renewal info@cowryacres.com. While we will notify you in advance of the upcoming expiration, failure to provide proof of insurance could result in held funds and eventual termination of management. The safety of your property, tenants, and our company is our primary concern.

Please note: Cowry Acres LLC offers a master. This policy offers outstanding coverage at a reduced cost and is available to all managed owners. If you have an interest in comparing coverage or in getting a quote at contact us (901) 321-1136 / email info@cowryacres.com

Cowry Acres has an in-house acquisition team that can assist you in purchasing more property; we are always ready to grow your portfolio! We will gladly connect you upon request. If you would like to transfer a property that you have recently purchased or that is managed by another property manager, we have a very simple process in place. Email info@cowryacres.com to get started. Many of our investors purchase properties in a variety of ownership names, including personal, LLC, corporations, etc. The process remains the same for onboarding these properties with regard to the required paperwork. There are a few things of significance to note, as follows:

• If you are purchasing the property in your personal name(s) as shown on the HUD, the tax documentation and the management agreement must match, in keeping with state and federal regulations. Meaning, an EIN is generally used for LLC or other organizational ownership and cannot be used in place of your SSN unless a deed is provided showing transfer from personal ownership to the organizational ownership. A deed showing transfer can be provided to Reedy and Company at any time during management and we will prepare a quick addendum to move ownership from your personal name(s) according to how the transfer deed is written. At that time, an EIN can be used instead of the SSN as it coordinates with the LLC, corporation, trust, etc.
  
  • Your accountant is the best resource in confirming what ITIN should be used according to how you purchase the property and if/when you transfer via deed.
• Our software for managing your properties and the host of your owner portal, requires a unique email address for every bank account entered within your portfolio. So, if you purchase more than one property (at one time or separately), and wish to have deposits made to separate bank accounts you will be required to provide a unique email address for each.
  
  • To avoid having multiple Propertyware logins you will need consolidate bank accounts.

The process starts with you providing your current PM appropriate notice according to your Management Agreement with them. Next, contact, Onboarding Specialist, to receive the Property Management Transfer Form so that we can become familiar with the status of your property for marketing and management purposes. Please ask your current Property Manager to provide us with the current tenant’s contact information, the current lease, tenant ledger, keys, and any other pertinent information relative to a takeover. We will prepare a management agreement and get it to you for digital signature. It’s really just that easy!

If we already manage homes for you, but you would like to transfer others to us, there is no need to complete a new management agreement unless you own those properties in a different name. Instead, we will simply prepare a quick addendum to add the property to your current Reedy and Company management agreement effective the date of your choice, as stated on the Property Management Transfer Form. Once the transfer is effective, we will adjust your portfolio minimum , introduce the property to our team who will provide a scope of work and/or quality check (vacant), (occupied) notify tenants on where to pay rent and how to place maintenance requests, get on a Cowry Acress LLC lease (same rent and dates but our terms), etc.

As each tenant moves into the property or renews their lease, Cowry Acres supplies them with a “home box”. This contains supplies such as a ne fire extinguisher, batteries for smoke detectors and filters for the HVAC. These are all supplies that help to insure the life of your property as well as lower the need for unnecessary maintenance.

So, we market the home at the target rent slight higher rent than the target rent to cover the program cost which we managed entirely on your behalf. A win, win!

Our ultimate goal is to increase your success and tenancy is the single-most important component in this. We have a significant screening process followed by a thorough Tenant Orientation that covers our rules, home care, emergency protocol, rental payment obligation, property termination and renewal procedures, and more. Our intention is to balance the needs of every resident with the interest of our investors, without fail.

Leasing and renewals, rent collection, maintenance coordination, vendor oversight, compliance
support, and structured owner reporting.

Each tenant 18+ is required to apply and to meet the following criteria:
Financial verification of net income with a minimum of 3x the rent. Tenant must show proof that
they can get utilities in their name (this would not be possible with outstanding utility judgment or
delinquency). Rental history verification (no recent evictions, judgments, housing delinquency).
1st-time renters will be required to pay an additional month’s deposit. Reference check (5
unique references for each applicant 18+). Criminal background check. Credit check - the score is not the ultimate determination but is based on an evaluation of their overall spending and payment history

Yes. Owners receive consistent financial statements and documentation reflecting property performance.

We triage service requests, coordinate vetted vendors, document work orders,and address emergencies immediately; non-urgent repairs follow defined approval thresholds.

We triage service requests, coordinate vetted vendors, document work orders,and address emergencies immediately; non-urgent repairs follow defined approval thresholds.

Yes we onboard the lease, tenant ledger, deposit records, and vendor history, then transition communications and reporting to our system.

Yes. In addition to residential rentals, we provide operational oversight for select commercial
and event-driven properties.