Sometimes applicants will apply online. If there is no mention that there is an application pending or the system doesn't alert the staff, then the application is just sitting in the system there until a team member checks it out. A leasing consultant may be out of the office and the community manager might be too involved with other things to review the application, so it remains in the queue until you call to follow up or leasing staff return back to work.
If you have ever visited a leasing office, you know how busy it can be, phones are ringing, visitors are waiting to be toured, residents are being helped, vendors are awaiting keys, and more. Whether the application was filled out online or is a paper application that was dropped off, most likely it may have already been reviewed, but someone has yet to call the applicant. Once again, follow up to find out where you are in the approval process.
Mistakes happen and there are times when a paper document is damaged, lost, or never was received via fax or email. In this case, unless someone calls you for an additional request, you will not know what occurred. This type of situation is typically not discussed in detail. So the best question to ask when there is a delay, "Do you need anything more from me?" This question puts a leasing consultant at ease who may already be stressed about misplacing or ruining your document.
Let's say the application was received, reviewed, you followed up, and there is an additional delay. Sometimes there is more information that is requested by upper management to complete the approval. If credit history is unsatisfactory there may be a higher security deposit requested or a denial pending. The delay might occur also because of many addresses that an applicant has lived at, a criminal history that is still being researched, and other factors that need to meet requirements in order to be approved.
As much as one would like to rush the approval process, these things do take time. Now when it comes to the approval being granted and the applicant is notified, another hang up might be the apartment is not ready. When this happens, an applicant is typically told about it so that he or she can plan accordingly. However, there are those leasing agents, for whatever reason, who aren't completely upfront about the condition of the apartment. A sudden water leak, an electrical issue, a delay in new appliances arriving for the suite, an insect issue, or something else could now set back the move-in. A future resident will need to follow up to find out a specific timeframe as to when the apartment might be ready. Call once a week if necessary so that you and the leasing consultant are in communication. The leasing consultant will then speak to the manager about your calls and will most likely follow up with the maintenance team.
The time when an applicant or future resident should be concerned about whether a team is able to meet the move-in date requested is when there are many excuses as to why things aren't getting done and there is no other apartment suggested to move in. Any number of issues might be happening internally. For instance, maintenance is unable to solve the problem in the unit and will need an outside contractor to assist. There might be a scheduling issue to get a contractor out to see about the apartment. The unit may have been double-leased and now there is no other apartment available by your move-in date or meet your preferences. Money might be a factor and the management has no plans to upgrade the apartment as originally promised. Common courtesy is to communicate what might be the problem and to offer another apartment. If this doesn't occur, you may want to take your business elsewhere. The failure to communicate is one of the most important signs that there just might be more of the same in the future.
Nicholl McGuire is the owner of this blog and contributor.
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