Thank you for representing Grun Properties with professionalism and care. We value our partnerships and appreciate the effort you put into pre-screening, communicating clearly, and moving complete, qualified files forward quickly.
Your work helps us provide quality, affordable housing and maintain a fair, transparent process for everyone involved.
Please read and apply this document in full. Following these guidelines ensures efficiency, consistency, and mutual success.
- Primary contacts
General questions and applications: natalia@grunmgmt.com / 862-343-6871 Ext. 108
Billing: billing@grunmgmt.com
Deposits by Zelle: info@grunmgmt.com. Include the full property address and unit in the memo.
Cash deposits and Money Orders can be brought in person to our office located at 250 Lincoln Ave. Suite 2, Hawthorne, NJ, 07506 - Pre-screening guidance for agents
Before submitting an application, confirm the following with every adult applicant:
Combined household income is at least 2.5× the monthly rent, based on verifiable income sources.
Each adult can provide:
– Government photo ID
– Last three pay stubs
– Last two bank statements
– Employer name, address, and phone number
– Current and prior landlord names and direct phone numbers
Applicants understand that a credit check, eviction check, and background check will be conducted. The application can be found at this link: Weimark Application.
Move-in timing aligns with unit availability, and they are ready to place the security deposit immediately if approved.
Verbally verify that the applicant has no prior evictions or open landlord-tenant (LT) court cases. This is one of the main reasons applications are denied, and confirming it early prevents wasted time for everyone.
If they have had any prior issues with landlords, ask them to explain in detail upfront so it can be documented properly before submission. - Application package requirements
Submit a single, organized PDF package per household that includes, for each adult:
– Weimark Application
– Government ID
– Last 3 pay stubs
– Last 2 bank statements
– Employer verification contact (address of employment, direct phone, and name of manager)
– Current and prior landlord contacts (direct phone numbers). If available, screenshots of ledgers showing rent payments, Zelle rent payments, or rent receipts.
*Optional income proofs we can consider if relevant: W-2, 1099, employer letter on letterhead, platform earnings screenshots for gig work, IRS transcript, benefit award letters.
*Include short written explanations for any gaps, cash income, prior balances, or name differences. Clear explanations speed up the review process. - Application order, confidentiality, and backups
– Applications are reviewed in the order received once they are complete.
– If two complete applications arrive close together, management may review both and proceed with the stronger file.
– The unit remains available and marketed until a deposit is received and confirmed by management.
– We may continue accepting new applications as backups while one file is in final review.
– For fairness and professionalism, we do not disclose whether other applications exist or where any applicant stands in line. Use the standard communication script (Section 9). - For Voucher or Subsidy Applicants (TRA, Section 8, etc.):
– RTA or voucher packages are submitted promptly after all documents are received and verified.
– The unit remains available until both agency approval and a holding deposit are received.
– Voucher applicants must place a deposit out of pocket when applying to confirm seriousness.
– If the agency later pays the deposit or part of it, the applicant’s payment will be credited toward their rent portion or refunded as appropriate.
– We do not submit RTA packages or agency paperwork without a deposit on file. - Interviews, approvals, and deposits
– If we invite your client to an interview or issue an approval, they must be ready to act. An interview is to confirm information, and it doesn’t guarantee approval.
– Upon approval, the applicant is expected to pay the required 1.5 security deposit immediately in cash or Zelle. If the deposit is not received, the unit stays on the market, and we can move to the next application without further notice.
– If an applicant is called for an interview, that doesn’t mean we are holding the apartment until the interview is conducted. Encourage the applicant to make time to come for the interview as soon as possible. Manage your client’s expectations accordingly. - Good-faith deposits and holds
– A good-faith deposit may be accepted to show seriousness, but it does not remove the unit from the market without written management approval.
– A unit is considered “on hold” only after owner approval of the file and security deposit paid in full, or a substantial partial deposit with prior owner approval.
– Never promise keys or move-in dates until Grun confirms in writing. - Handling of Deposits, Rent Money, and Commissions
– If an agent receives any deposit or rent money from a client, that money must be sent immediately to Grun Management via Zelle to info@grunmgmt.com or as otherwise instructed.
– Agents may not hold, apply, or deduct any portion of client funds toward their commission or fees.
– All commissions are processed only through the Billing Department at billing@grunmgmt.com.
– Commission payments are released after the client has paid all required funds in full — including rent, deposit, and any agency reimbursements (for Section 8 or TRA cases).
– If a payment plan is approved, commissions will be released only once the plan is fully completed and the client’s balance is zero.
– This ensures transparency, proper accounting, and compliance with fair housing and agency rules. - Marketing and advertising
– Grun Management handles all professional listings on Zillow, Trulia, HotPads, Apartments.com, StreetEasy, and MLS-connected sites.
– Do not post duplicate listings on these platforms, as duplicates cause confusion, inconsistent pricing, and lower visibility.
–Agents are encouraged to market actively on social media, WhatsApp, and within their personal networks, as these channels consistently generate the strongest and most reliable applicants — and that’s precisely why we value having you as our partners.
– Do not alter unit numbers, rent amounts, or availability wording.
– Please do not post or place personal “For Rent” signs on our buildings. Grun Management is installing uniform signage across all properties and wants to avoid conflicting phone numbers, inconsistent branding, or tenant confusion.
– Agents and approved partners may use Grun’s photos and descriptions from our website for social media or private marketing. - Conduct and Communication Standards
– Maintain professional and respectful communication with applicants and management at all times.
– Use consistent, accurate information across all listings.
– Keep all applicant data confidential.
– Do not discuss other applicants or share internal screening notes.
– Do not discuss or comment on any criminal background results. Grun reviews the criminal background only after all other verifications are complete.
– If clients have questions about this process, you may share our Criminal Background Policy (available at the provided link) so they can review and decide whether to proceed. - Standard script for agents to use with prospects
– “Applications are reviewed in the order received. The apartment stays on the market until a deposit is received and confirmed by management.”
– “We continue to accept backup applications to keep the process fair and efficient.”
– “If approved, you must leave a Security Deposit. If the deposit is not paid, we can move to the next application.”
– “We do not discuss other applicants or your place in line to avoid pressure and confusion. If this unit is no longer available, your application can be considered for other Grun properties.”
– “Please submit PDFs of your documents and include written explanations for any gaps or unusual items so we can review your file faster.” - Post-Approval Steps and Client Orientation
Once a client is approved, please ensure they receive the official Welcome Letter downloadable here.
– Explain that they must call the office and register before their move-in to activate rent payment access and account setup.
– Provide the office number 862-343-6871 and remind them that Extension 101 is for maintenance requests and Extension 106 for Payments.
Rent and Payment Expectations:
– Rent is due on the first of each month and must be paid on time.
– If rent is paid after the 5th day of the month, a $50 late fee is automatically applied.
– Repeated or late payments are reported to the credit bureau and can negatively affect credit standing.
– If a tenant anticipates difficulty paying on time, they must call the office immediately to explain and arrange possible solutions before a notice is issued.
– Agents should make sure applicants understand these expectations clearly before move-in.