Application Requirements

Application Requirements & Processing Policy

Thank you for choosing Ingram & Associates, Property Management, for your rental needs. Before You Bring in Your Application:

It is required for you to view the virtual tour online for the property you want to apply for BEFORE you bring in your application. We will not accept your application if you have not viewed the virtual tour.

Effective February 27th, 2023, we will no longer be accepting one application at a time for processing. Our new policy will allow multiple applications (paper or online) to be placed on a property and the applicant(s) with the best qualification, will be considered for approval. Application(s) will be accepted for 3-5 business days or until a qualified applicant is acquired. If you have further questions regarding this new policy, you may call our office at (804)-541-8353 or email us at ingramrentalpm@gmail.com.

Our application has space for three applicants. Any other persons residing at the property will be listed as occupants. Virginia law regarding occupancy permits only two people per bedroom (i.e., 2 bedroom – max occupancy is 4 people).  

Our application process can take from 3-5 business days to process. We will do our best to process your application as quickly as possible. If you are planning your move around the 1st of the month, please bring your application in a timely manner so we may be able to get you moved in by the requested time. We understand your time is valuable, however, please allow adequate time for us to process your application, receive your security deposit and proceed with the move-in inspection/move-in turn of the unit. 

When you bring us your application, the following is required: 
  •  Application fee of $40 PER APPLICANT, paid in a money order form or cashier’s check if applying with a paper application. Online applicants may pay with a Debit or Credit Card. Application fees are non-refundable. Two forms of ID are required at the time you bring or submit the application (i.e., driver’s license, Social Security Card, birth certificate).
  •  Employment requirements are that you are employed in the state of Virginia and on the job for at least three months or more. To verify employment, we must have a copy of your Paystubs for the most current month. If you are paid every week, we need your last 4 paystubs. If you are paid every other / bi-weekly, we need your last two paystubs. If you are on Social Security, we need your award letter for this year. If you are retired, we will need proof of your monthly retirement income. Child support can only be counted if it is court ordered and you must provide a copy of that court order. We cannot accept Bank Statements as income. We can only accept an offer letter if your job is relocating you from out of state. Income requirements are that the combined gross monthly income of the applicants must be 3x the monthly rent.  
  •  A credit report will be pulled on each applicant. We do not pull the credit score. When we check your credit report, we are taking the following into account: How you pay your bills, if you have any history of late payments; charged off accounts; collection accounts; judgments or open bankruptcies. If a bankruptcy is on your credit report, we require that it is discharged and that you have re-established your credit for at least a year. 
  •  A rental history verification will be done on any previous rentals. We verify your payment history and the condition of the property at move-out. Any violations to your lease agreement will reflect negatively on your application. We will check the Virginia Courts Website for any current or prior rental judgments. Please note, even if the judgement is satisfied, it can affect the application negatively. 
There are three possible outcomes for the application: Approved, Denied and Conditionally Approved. If you are Approved, you will be required to stop by our office and check out the key to the property in which you applied for. Once you have viewed the inside, you will be required to pay a deposit. If you are Denied, you will be given a reason for denial via phone call and by letter. If you are Denied because a more qualified applicant was selected, you can have the option to place your application on another property, as long as the income qualifies. You will not be required to pay another application fee, as long as application hasn’t reached the 30 day expiration time frame. Please note, if you are Denied for a property because you did not meet our application requirements, that does not qualify you to obtain a co-signer or pay a double deposit. If you are Conditionally Approved, you will be given the option of having a co-signer or a double security deposit (At Property Owner’s and Property Manager’s discretion). Conditional Approvals are mainly the result of, not enough income ($200 or less from making the required 3x the rent), no or not enough established credit history, and no established rental history. If you are required to have a co-signer, the co-signer will have to undergo the application and screening process and will have the same requirements as the applicant. If you are required to pay a double deposit, the deposit is due 24hrs after being notified and must be paid via money order or cashier’s check.

Applicants are responsible for checking desirability of the area of which the property they are interested is located. Due to fair housing laws, Ingram & Associates, Property Management, can in no way tell you if the property is in a “safe” or “quiet” area. We recommend the applicant drive by the property at different times, different days of the week, and to check with the local police departments for advice on the areas to make their own determination. 

It is the applicant’s responsibility to check with utility companies to inquire about any deposits that may be required by the utility company to start an account. We suggest you do this before paying your security deposit to prepare for any unexpected moving costs.

If pets are permitted at the rental property there will be a pet deposit of $250 per pet that is permitted, no aggressive breeds are permitted, weight limits vary per property. Some properties require an additional pet rent to be paid on top of the regular rent price, please make sure to inquire if there is an additional pet rent for properties that accept pets. If an unauthorized pet is found at the property at any time, there is a $350 non-refundable unauthorized pet fee that will be charged. This fee is NOT permission to keep the pet.

Before paying the deposit, you will need to come up to our office and check out a key to view the inside of the property you applied for. Once the security deposit is paid, the property will be on hold for two weeks. We will schedule the lease signing date at the time of the deposit payment. Please allow our 
office at least 1 week from paying the deposit in order for us to get the property ready for move in. If the applicants decide not to proceed with signing a lease, the deposit that was paid is non-refundable. 

The application is available in office or can be downloaded from our website. Effective February 27, 2023, you can now submit your application online, directly under the property you wish to rent. Please remember, we CAN NOT accept the application unless you have viewed the virtual tour online. If the virtual tour is not available to be viewed, you cannot submit your application in person, or it will not be accepted online. No Exceptions. Also, you will need to have all required documents and ID with you at the time you submit your application in person and online. If you do not have all the required documents, we will not accept your application in person and your application online will be rejected. 

For any further information, please contact the Property Management Office at 804-541-8353 or email us at ingramrentalpm@gmail.com.


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