Forms
| Student/Residential Lease Application | Non-U.S. Citizen Form | Parking Permit Application |
| Commercial Lease Application | Extermination Requests | |
| Personal Information Form | Service Requests |
Agreements
General Information
| Important Phone Numbers | FAQ-General | Moving In | Energy Saving Tips |
| Crime Prevention Tips | FAQ-Parents | Moving Out |
- After Hours Emergency Maintenance (434) 972-1048
- CenturyLink Telephone (800) 366-8201
- Charlottesville Police Department (non-emergency) (434) 977-9041
- City of Charlottesville Gas & Water (434) 970-3211
- Collier’s Towing Service (434) 295-4941
- Comcast Cable (888) 683-1000
- Dominion Virginia Power (888) 667-3000
| FAQ-GENERAL |
How do I apply for an apartment?
You may submit an application here. There is a $25.00 application fee which may be paid at www.Paylease.com. We will also need you to email or fax us a copy of your government issued photo ID.
When can I schedule a tour?
Apartment tours are available between 10am and 4pm Monday through Friday and between 10am and 3pm on Saturdays. It’s best to call and set up your tour at least one business day in advance so that we may arrange to show the largest selection of available apartments.
What utilities are included in rent?
Utilities are not included in the advertised rent. Woodard Properties does provide some utility services for a monthly fee at many of our locations. Our leasing team is happy to provide you with property specific information.
What is the security deposit?
The security deposit will vary depending on the property. Typically, the security deposit is $400 for a 1 bedroom apartment and $300 per bedroom for apartments with 2 or more bedrooms. The security deposit for houses and duplexes is typically equal to one month’s rent. Properties which fall under our affordable housing category have security deposits which are equal to a half month’s rent.
Can I pay the security deposit in installments?
Typically, we require half of the total deposit to be paid at the time the lease is signed. The other half must be paid no later than the lease start date. For our affordable housing properties, we require at least $200 to be paid at the time the lease is signed. The remainder of the deposit may be made in equal monthly installments over the first 6 months of the lease.
What does it mean when a property is “income restricted?”
To qualify for an income restricted property, the applicant’s annual income must not exceed a certain amount. The amount varies depending on the number of occupants in the household.
| # of people in household | Maximum annual household income |
| 1 | $41,350 |
| 2 | $47,250 |
| 3 | $53,150 |
| 4 | $59,050 |
| 5 | $63,800 |
| 6 | $68,500 |
Do you accept Section 8 (HCV) Housing Choice Vouchers?
Yes we do.
When is rent due?
Rent is due on the 1st of each month.
What is the late fee?
The late fee is 10% of the rent. Late fees are assessed if rent is not recieved in our office by 5pm on the 5th day of the month. An additional fee of $5 per day will be assessed if rent is paid after the 5th.
How do I submit a maintenance service request?
There are a few ways to submit a service request. You may call the leasing office at (434)971-8860. Service requests may be submitted online by email to Maintenance@WoodardProperties.com or through your Woodard Properties online account. If we’re closed and you have a maintenance emergency, you may call (434) 972-1048.
What is a private suite?
A private suite is a separately rented room within an apartment. Our private suites are typically set up so that each person has their own bedroom and bathroom, as well as the use of a furnished living room and kitchen with 1, 2, or 3 other people.
What do I do if I have an after-hours maintenance emergency?
Please call (434) 972-1048 to have a maintenance technician paged.
What are your hours of operation?
Monday –Friday 8:30am-5pm*
*Tuesday – 9:30am-5pm
Saturday – 10am-3pm
Do I need a parking permit?
We require a parking permit at most of our locations. If you are unsure as to whether you need a parking permit, please contact us to confirm. We will only issue a parking permit to your vehicle if it is registered to you or a family member’s name. We will not issue parking permits for vehicles registered to friends.
What forms of payment do you accept?
We accept check & money order. We CANNOT accept more than $25 in cash. We do accept credit card and e-check; however, there is a processing fee which varies depending on your payment method. You may make credit card payments through your online Woodard Properties account or at www.Paylease.com.
Does everyone living in the apartment need to sign the lease?
Each occupant over the age of 18 will need to submit a rental application and sign the lease agreement prior to moving into the apartment.
Do you offer assistance with finding roommates?
We are more than happy to list your contact information in our office if you are looking for a roommate, though the most success seems to come from people who search for roommates on their own. We do not get many inquiries for people looking for a group to join.
Can I sublet my apartment?
You may sublet your apartment. The prospective subtenant needs to submit a rental application. After approval of the application, there is a sublet agreement and procedures form that will need to be signed prior to your subtenant taking occupancy.
Is there guest parking available?
If you live at a location that requires a parking permit, guests will need to find alternative parking on the street or at a nearby parking garage. If you live at a location that has a private driveway and does not require a parking permit, your guest may park in your driveway.
Can I paint?
Yes, you may paint, you are required to return the walls to their original color. Most often, the paint we use is Glidden Antique White. The walls in the kitchen and bathrooms as well as the baseboards are semi-gloss. The rest of the apartment walls will need to be painted with flat paint. Please contact prior to returning the walls to their original color to be sure that you purchase the correct paint.
Are pets allowed?
We currently only allow pets at the Arlington Park Townhomes (they must be pre-approved). A Pet agreement will need to be signed upon approval. Pets are not allowed at any other location, even for visits.
Are overnight guests allowed?
Residents may have overnight guests, but may not allow guests to take residency. Overnight guests will not be allowed to stay more than 3 nights a month. Some exceptions may apply as long as there has been approval by management.
| FAQ-PARENTS |
Do I need to be a guarantor on my child’s lease?
If your child is a full-time student, we will not require a guarantor.
Do I have access to my child’s account information?
We can only give account information to those listed on the lease agreement. You may receive account information if your child contacts us in advance and gives consent for us to release the information to you.
What do I do if I need access to my child’s apartment?
If you will be visiting your child’s apartment and will need to access the apartment while they are not there, please make arrangements with them on how to get in. As a last resort, keys can be borrowed from the office as long as permission has been given by the resident in advance.
How can I make a rent payment for my child?
You can mail a check or money order. You may also make a credit card or e-check payment at www.Paylease.com (processing fees may apply). Please be sure to include your child’s name and/or account number with the payment.
| MOVING IN |
Upon Arrival
You may pick up the keys to your new home after 3pm on your move-in date. Please come by the office at 224 14th Street NW, during office hours. The security deposit, rent(s) & utilities must be paid in full before you move in. You may pay with check, cashier’s check, or money order; unfortunately we are unable to accept cash. We are able to accept credit cards additional processing fees apply. We will have an informational packet for you upon arrival and, if applicable, we will issue you a parking permit.
Group Rentals
The first resident to arrive from your group will receive the move-in information packet and all keys (once the apartment/house account is paid in full) and will then be responsible for distributing all keys and information to the other roommates upon their arrival.
Office Hours
Office hours are generally 8:30am – 5pm, Monday – Friday. Please make arrangements to arrive during office hours, as picking up keys after office hours is not permissible.
Furniture
Furniture for your bedroom/study (a bed, night stand, chest of drawers, and a desk with a chair) is available to rent for the length of your lease. If interested, please let us know as soon as possible as availability is limited. Furniture is provided in the central living & kitchen areas of apartments with private suites. Living room and kitchen furniture is typically not provided in group apartments or houses.
Utilities
If you have leased an apartment/house, please refer to your rental agreement; you may need to make arrangements to have some or all utilities activated. You may contact Dominion Virginia Power at (888)667-3000 or www.dom.com for electricity and the Charlottesville Utility Office at (434)970-3211 or http://www.charlottesville.org/Index.aspx?page=685 for gas and/or water.
If you have leased a private suite, the utilities (gas, electric, water, sewer, and internet, if applicable) will be on when you arrive. If Internet Service is provided by Woodard Properties, you may visit www.charlottesvilleisp.com/woodard or call (434)422-9301 with any questions.
Telephone
If you wish, you may make arrangements with CenturyLink for local telephone service at (800)535-0189 or www.centurylink.com.
T.V. Cable
For cable television, you may call Comcast at (800)366-2278 or www.comcast.com .
Miscellaneous
Window blinds are provided. However, you will need to bring a shower curtain.
Rent
Payment for rent(s) and utilities will be due upon move-in, if you have not already prepaid. Please remember that rent is due on the first of each month as you will not receive monthly invoices. By paying on time, you will establish good credit and avoid costly late fees. Payments may be made with check, money order, or cashier’s check. Please make the payments for the proper amount as we are unable to give change. Once again, please remember that we are unable to accept cash
| MOVING OUT |
We understand that moving can sometimes be a hectic experience. Please review the following information thoroughly as it will help to make your move easier.
Keys
You are responsible for returning ALL keys, clearly labeled, along with forwarding address and telephone number before the expiration of your rental agreement, 10:00am, on your move-out date. For your convenience there is a drop box right outside our office door. Please make sure all keys are returned and that the premise is clean and vacant no later than 10:00am. Once keys are received at our office, the premise will be inspected and prepared for the next occupant.
IMPORTANT- There is a charge of $100.00 per day per bedroom for apartments and $200.00 per day for private suites if the keys are turned in late and/or you are still occupying the premise after 10:00am. If keys are not returned you will be responsible for having keys and/or locks replaced – there is a minimum charge of $100 per lock.
*Keys for Houses and Group Apartments: Return all keys at one time and only when the apartment or house is vacant and ready for inspection!
Inspection
An inspection of the premise will be conducted only after you have removed all personal belongings from the unit and returned all keys. If you wish to be present for the move out inspection, please schedule an appointment 5 days in advance of the date you wish for your inspection. Inspection times will only be scheduled prior to your lease ending date. Please be sure to allow yourself ample time to prepare the premises for the inspection. We will not be able to schedule any re-inspections.
Your cooperation in cleaning your apartment/house when you move will be greatly appreciated and could reduce deductions from the security deposit for cleaning. Please be reminded that ordinary wear and tear is any kind of damage or deterioration that naturally occurs over the useful life of the item but was not caused by excessive or unreasonable use and treatment. Ordinary wear and tear does not include damage caused by resident’s negligence, misuse, or abuse of premise (examples: holes in the wall, dirt/dust, etc). All residents who have occupied a unit are responsible for the cleaning and repairs to the central area.
If damage in the central area is a result of one person’s action, that resident should assume responsibility for his/her actions. Examples of damage: broken window screen, broken blind(s), fire extinguisher needlessly released, damage to furniture, walls scraped by bicycles, etc. If there are such damages in your central area please notify us before the expiration of your rental agreement. If we do not know the person responsible for central area damages, all residents in that unit will jointly share the responsibility and the costs.
Abandoned Property
Also, please remember to remove all of your items from the central area & from your bedroom/suite. Please do not leave items for future residents (you may inquire to see if we have any storage units available). Anything left behind will be disposed of immediately unless we feel it clearly has substantial value. If we must dispose of trash and/or store your belongings, your account will be charged accordingly. Any items left on the property will be disposed of 24 hours after the termination of the rental agreement.
Utilities
If you are renting an apartment or house and if utilities, such as electricity, gas, or water/sewer, are in your name, then it is agreed upon in most rental agreements that “Tenant agrees to leave all utilities that are in Tenant’s name connected from the commencement day of this rental agreement until 5 days beyond the termination date, or to pay Landlord any costs associated with having any or all utilities reconnected.”
Cleaning
The following is an outline of most items that need to be cleaned. In order to minimize or avoid cleaning charges, ALL cleaning must be completed in a VERY THOROUGH AND COMPLETE MANNER. If in doubt, please clean it.
Kitchen
Stove
- Oven
- Burners, – clean all dirt, hood, splashguard, food, etc.
- Exterior of stove – no greasy film.
- Ventilation Fan – no greasy film on the cover and/or grill.
- Broiler, an often forgotten item, must be clean.
- Another forgotten area of the stove is under the stovetop; the stovetop lifts off, allowing you to clean the food, grease, etc., that has accumulated under the burners.
Refrigerator must be completely emptied of food (except for clearly labeled items which belong to renewing Residents), defrosted, and cleaned (do not forget the crisper).
Clear cabinets of all food, (except for clearly labeled items, which belong to renewing Residents). Dirt, trash, etc. must also be removed and shelves wiped off – remove all shelf paper.
Counters & Sink
- Clean, no soap residue or food matter present, faucets shined (using glass cleaner on the faucets after they have been cleaned will make them shine).
- Household bleach will remove most stains and discoloration.
Floors
- Swept (all trash removed).
- Scrub to remove all ground-in dirt and grease; including the corners.
- Wax floors.
Other
- Thoroughly clean baseboards, especially along the top edges.
- Clean switch plates and receptacle covers.
CENTRAL LIVING AREAS
- Windows – Inside – Must be cleaned, without smears. Sills must be free of dust and dirt, and all blinds completely cleaned. (Each slat needs to be individually cleaned).
- Wall to wall carpet needs to be vacuumed. We will make arrangements for professional steam cleaning, as provided in your lease.
- All hallways must be clean. Baseboards dusted & floors swept and mopped, or vacuumed if carpeted.
- Storage area/utility closet – Remove all items and clean thoroughly.
FURNITURE OF WOODARD PROPERTIES
- Furniture of Woodard Properties must be dusted, including inside of drawers and dirt and cobwebs removed.
- Upholstered furniture of Woodard Properties must be vacuumed thoroughly to remove dirt, above and below cushions.
BATHROOM
- Tub and/or Shower must be cleaned so that no soap residue remains in the tub or on shower walls, and faucets shined (using glass cleaner on the faucets after they have been cleaned will make them shine). Tub should feel smooth when you rub your hand across. Do not use abrasive cleaners like Comet or Ajax. We recommend Bon Ami, Tilex, Tackle, Soft Scrub, or Scrub Free. Please remove the shower curtain before you leave (there is a $5 charge for removing and disposing of the shower curtain).
- Toilet – The bowl, inside and out cleaned – don’t forget the toilet base. See above for recommended cleaners.
- Basin & Vanity – Clean off all soap residue and dirt – See above for recommended cleaners.
- Medicine Cabinet – Empty and clean; shine mirror and all chrome.
- Floor – Remove all loose dirt and dust, mop thoroughly to remove ground-in dirt; including in the corners. Be sure to clean behind the toilet, and all baseboards. Wax floors.
- Ventilation Fan – Remove all dust and dirt from the fan cover and blades.
BEDROOMS
- Remove all trash.
- Baseboards must be thoroughly wiped off to remove all dust, especially on the top edge.
- Clean closet, shelf, rod, and doors; remove all hangers.
- Windows – Inside must be cleaned, without smears. Sills should be free of dust and dirt, and all
blinds completely cleaned. (Each slat needs to be individually cleaned). - Wall to wall carpet needs to be vacuumed. We will make arrangements for professional steam cleaning and you will be charged as provided in your lease.
GENERAL
- Light bulbs – Replace all burned out light bulbs before you leave, so that all light fixtures will be operating (there will be a charge for replacing any burned out light bulbs).
- Cobwebs – Walls & windows must be free from cobwebs (especially corners of the ceiling area).
- Exterior doors & thresholds – Cleaned inside & outside thoroughly with warm water & mild detergent.
WALLS
Residents are responsible for dirt, wear, or abuse to painted surfaces (this includes where bicycles have damaged or scarred the walls). Please repair all nail holes and other holes in walls and doors. Many walls can be cleaned by light cleaning with a damp sponge, do not over scrub or remove paint. Wooden trim around doors and windows, where soiling is most likely to occur, must be cleaned using a mild cleanser. Kitchen walls must be wiped thoroughly with warm water and detergent to remove cooking grease. Bathroom walls must be cleaned to remove soap, etc.
If you don’t have supplies and/or equipment for thorough cleaning, or if you are unable to spend the time to clean the Premise, we must arrange for other outside help to do the work. This would entail having someone supervise the outside help, admit them into the apartment/house, pay taxes and insurance and their bill, account for their time, provide supplies, check their work and so forth in order to ensure that the Premise is ready for new occupants. Clearly, it is less costly for you to do the work yourself or hire someone directly to do it for you. If you hire someone, please be sure that they follow these guidelines and that you check their work.
Rent
Please pay rent and utilities on time in order to avoid late fees.
Post Office
Be sure to provide everyone with your forwarding address. We are not able to forward any mail through this office. The post office will return mail sent to you if they do not have your forwarding address.
Telephone/Cable
Please make sure to disconnect personal service before you leave. Also, if you have a cable box, remember to return it to your cable provider. If you like, you may leave your phone book for the next resident.
Security Deposit
Your security deposit statement will be mailed within 45 days of the expiration of your rental agreement. If you do not leave a forwarding address when you move out, then we must mail your security deposit statement to the last known address, which is the address that you rent from Woodard Properties. If you will be leaving the country, please make the appropriate arrangements to receive your security deposit statement and/or refund. The refund may be wired to your account; upon your request, for a minimum fee of $110.00 (additional fees may apply for international accounts). This statement will itemize any deductions that are taken from your deposit, including any carpet cleaning and cleaning of the central areas and, if necessary, cleaning costs to your bedroom suite(s), as well as any damages or other costs incurred in returning the premise to a move-in condition. If you are on a group rental agreement, a check, if applicable, will be made payable to all residents listed on the rental agreement and mailed to the forwarding address that is given to the office at the time of checkout. Only one check can be printed from the group account. If you have any special requests, such as the security deposit be made payable to only one person, then you must supply the office with a written agreement signed by all residents listed on the rental agreement. The request will be subject to approval by Woodard Properties. If you have any questions regarding this matter, please contact our office immediately.
Thank you for your attention to these matters. We hope this guideline clarifies your responsibilities and will assist with your move out. Should you have any questions, please do not hesitate to contact us.
| CRIME PREVENTION TIPS |
More than six million burglaries are committed in homes each year. Theft is profitable, easy, and not very risky. Thieves steal $1 billion worth of goods each year, often enter without resistance, and are seldom caught. You can protect yourself and your home by using common sense and taking a few precautions.
Protect your home
-Lock your doors and windows. In the time it takes to get the mail, a burglary can take place.
-Don’t open your door unless you know who is on the other side.
-Don’t hide keys outside. Burglars know all the good hiding places.
-Report burned out exterior lights to your property manager promptly. Burglars can’t hide in the light.
-If you come home after dark, install timers to turn on lights inside.
Protect your property
-Engrave a personal ID number on your TV, stereo, bicycle, and other valuable items. You can borrow an engraving tool from your rental office, police, or library. Marked items are easy to identify and hard to fence.
-Invest in tenants insurance to replace items if stolen or damaged. Your resident manager can give you information on tenants insurance.
-Put valuables in a safe deposit box.
-Report damaged or broken locks immediately to your landlord.
While you’re on vacation
-Let a neighbor and your landlord know you’ll be away and where you can be reached in an emergency.
-Stop delivery of newspapers and mail, as a pile of uncollected papers may indicate you are away.
-Be sure to lock doors and windows.
-Put moveable items from your porch, balcony, and backyard inside.
-Install timers on lights so your house will appear occupied at night.
-Make arrangements to keep your lawn mowed and snow shoveled.
In case of burglary
-If you come home and it looks like a burglary has taken place, don’t go inside. Go next door and call the police and your property manager.
-Report the crime to the police immediately. The sooner you call the better the chance the burglar will be caught. Call 911.
-Don’t risk encountering a burglar or disturbing valuable evidence by investigating on your own.
-Tighten personal security. The thief may come back for something else.
Protect yourself
-Common sense is one of the best defenses against assault.
-Don’t walk alone in unsafe areas or after dark.
-If using your cell phone as a “buddy system”, keep your friend updated as to your location.
-Don’t leave your car unlocked or park in a dark area.
-Don’t leave valuables in your car.
-If you get a ride home, ask the driver to wait until you’re inside.
If you are attacked, follow these recommendations from the police:
-Stay as calm as possible.
-Yell fire to attract attention.
-If the attacker has a weapon, don’t resist.
-Report the crime to police immediately. Get medical attention, if needed.
-Don’t bathe or change clothes. You may disturb important physical evidence.
-If you witness a crime, call the police immediately.
Be a good neighbor
Protecting yourself and your neighbors from crime takes a little common sense, a few precautions, and cooperation with each other and police. If you’re interested in forming a tenant’s awareness group, local police can provide information and assistance.
Many crimes are crimes of opportunity. While additional precautions, such as video cameras, panic alarms, etc., may be in place at your location, safety cannot be guaranteed. Follow basic common sense: Don’t walk alone at night, secure all doors, report suspicious people, read the information in this pamphlet completely. We encourage everyone to call 911 if they notice anything suspicious. Even if you’re not sure, call it in. Don’t debate the issue too long as time is very important.
Your safety is important to us, please be careful.
| ENERGY SAVING TIPS |
Heating Season
Keep Thermostat set as low as possible – consider setting it down 4 or 5 degrees, wear a sweater and at night use a blanket! The thermostat in the central area controls the temperature for the entire apartment. Therefore, it is important that all residents agree on the temperature range to keep the thermostat set. If the residents in an apartment cannot reach a unanimous agreement then it is assumed that they agree on a setting between the “Comfort Range” of 68-72 degrees. If your apartment has two levels, the rooms upstairs will be warmer. Please make proper consideration to all suitemates when setting the thermostat. An upstairs suite may need to close their vent slightly while a downstairs suite may need to be fully open. Caution: Never turn heat off during extended absences.
- Adjust MINI-BLINDS to let the sun come in!
- Close doors quickly and windows securely.
- Adjust Air Registers if you are too hot or too cold: Do not open windows to adjust room temperature.
Cooling Season
- Only use AC during extended hot periods; it cost almost as much to cool your apartment down for 2 hours as it does 10 hours – ask yourself if you really need to run the AC for these two hours or if you could do without it.
- Adjust MINI-BLINDS to keep the sun out!
- Avoid using the oven when AC is operating and only open the oven door when cooking is complete.
Hot Water
- Adjust your water heater (we will be glad to show you how if yours is not clear) so that it provides enough but not more than is really needed. It will cost twice as much to store hot water for 4 showers as it will for 2 showers – check your schedules and see if this in an area you can save.
- Shorten your showers – reducing your showers by a few minutes each day can save hundreds of gallons per month.
Water
- Don’t let faucets run continuously while washing dishes or brushing teeth.
- REPORT RUNNING TOILETS to us (we can fix them). A running toilet can DOUBLE or TRIPLE your water consumption. One drop of water dripping per second will waste 250 gallons of water in a month.
Electric Appliances
- Turn off unnecessary lights, TV’s, computers etc. when not in use (Exception: leave a light on a timer to come on when you are away for several days).
- Don’t leave your refrigerator door open needlessly – place everything you plan to put inside on the counter next to the refrigerator before you open the door – then place everything inside at one time.
- Set refrigerator controls for average cooling.
- Use low wattage bulbs in halls and areas where task lighting is unnecessary. Turn off lights when not in use.
- Set your computer to go into a sleep mode if you are away from it for 5 to 15 minutes. When you are done using your computer, turn it off.
Miscellaneous
- Arrange your furniture so that you are sitting or sleeping near interior walls. Exterior walls and windows tend to be drafty.
- We will change air filters in your heating/cooling unit periodically. Please call if your toilet water runs or you need to adjust your water heater temperature.