Archives: March 31, 2023

All You Should Know About Rental & Lease Scams
Paromita Datta
March 31, 2023

Rental & Lease Scams: What they are & How to Avoid them

Every landlord today knows the importance of tenant KYC and background check. But few tenants bother checking up on their prospective landlord. This can prove to be foolhardy. As rental and lease scams increase in India, tenants should beware of such frauds where they stand to lose their hard-earned money. 

Whether a landlord or tenant, it is important to run some customary checks before any financial transactions are made. This is critical to safeguard yourself from any frauds or scams. ApnaComplex Rentals helps tenants by ensuring that only verified properties and landlords are listed.

What are rental and lease scams? 

A rental and lease scam occurs when a tenant is pressured to pay for a misrepresented property. Typically, he/she is asked to transfer money without seeing the property. The prospective ‘landlord’ often vanishes once the money is transferred. The property is then found to be non-existent or misrepresented. Ultimately, the tenant is conned out of his/her hard-earned money and without any rental home.

How to spot rental and lease scams? 

There are some key indicators that every renter should be aware of. These include:

No in-person communication: The tenant often finds such rentals through a generic newspaper or online listings. These contain the contact information for a broker or the homeowner, usually a mobile number. There are no in-person meetings and all conversation is through the phone. Hence, when the fraudulent ‘landlord’ or broker disappears, there is no means to trace them.

Pressure to lease quickly: In such cases, the renter is pressured to close the rental deal post-haste. The broker or landlord often claims that the property is in high demand and the tenant must close the deal quickly or lose their chance. 

Demand for paying upfront: Once the tenant shows interest, there is pressure to pay money upfront to seal the deal. Moreover, money is often demanded even before the tenant has visited the site. The tenant, under pressure, often ends up transferring the money without any due checks.  

Fee for site visit: Where the tenant is insistent on visiting the property, a fee is often demanded for arranging the visit. The broker or landlord often vanishes with the money after the tenant makes the payment. 

No written agreements: The ‘landlord’ will insist on only cash deals, relying on verbal agreements. There are no written rental or lease agreements  

Tips to avoid rental and lease scams

  • Avoid suspicious listings. Anything that sounds too good to be true probably is. Red flags include a lack of specific details, typos, or inordinately low rentals
  • Request a tour of the property. If you are not in the same city, ask a friend to visit.
  • Ask to talk to the homeowner.
  • Avoid cash transfers without any kind of written agreement.
  • Insist on a legally valid lease agreement. 

How ApnaComplex Rentals makes it safe for Tenants?

If you are a tenant, ApnaComplex offers a safe and trusted platform to find your next home. The end-to-end rental management services ensure a multi-layered process where the tenant’s interests are protected. It enables tenants to move within leading gated communities with ease.

Verification: ApnaComplex Rentals lists only verified properties and landlords. This protects the tenant from fraudulent individuals. 

Site visits: The tenant can request a visit to inspect the property. ApnaComplex has a dedicated Estate Portfolio Manager (EPM) who arranges site visits on behalf of the landlord. 

Rental agreement: ApnaComplex Rentals offers assistance with the lease agreement to ensure that all transactions are above board. Learn more about the importance of rental agreements here.

Apart from its trusted platform, ApnaComplex Rentals manages end-to-end rentals for both tenants and landlords. Tenants can view multiple listings, get support on rental negotiations, and access exclusive offers on move-in services like movers & packers. 

If you want to know more about ApnaComplex Rentals, visit realty.apnacomplex.com or write to us at rentals@apnacomplex.com.

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Role based access to Improve efficiency security
Paromita Datta
March 30, 2023

What is Role-Based Access & Why it’s Vital for Data Security

Every gated community is a storehouse of data. This makes data security one of the major concerns for every Management Committee (MC) and Resident Welfare Association (RWA). A key component of data security is limiting access to information. ApnaComplex resolves this challenge by creating role-based access to data.

Role-based access control (RBAC) is also critical for operational efficiency. It creates an approval structure that assigns the right person for the right job. Thus, it reduces the wastage of time and effort. It is considered one of the most effective access control measures. For instance, one study found it to be more effective than Discretionary Access Controls. 

What is role-based access control?

Role-based access control allows the MC or society admins to set up access permissions for data and processes. Permissions are based on individual roles and responsibilities. This data parsing is necessary in large organisations where multiple functions are handled at the same time by different people. It ensures that one has access to only the information that they need for performing their tasks while preventing access to the broader data pool or processes. 

How to implement role-based access control with ApnaComplex? 

The role-based access is part of the ApnaComplex ERP (Enterprise Resource Planning) solution. An authorised person, usually an MC member or the Community Administrator, allocates these pre-assigned roles to staff or members according to their responsibilities. Some of the key roles include: 

  • Community administrator
  • Accounting administrator
  • Complaint Category administrator
  • Security front office 
  • User Management administrator

Of these, community administrators have the power to assign these roles. These roles are set during the ERP’s implementation.

Benefits of role-based access 

The advantages of role-based access go beyond enhancing security. It improves operational efficiency, making sure that information is also easy to access. 

Data security: The prime reason for role-based access control is to ensure data security. It follows the simple rule of limiting access to reduce any chances of data leakage. This is necessary in the case of an ERP like ApnaComplex where multiple people, from the staff to residents, may have access.

Eliminating unauthorized access: Without authorisation, third-party users like vendors cannot gain access to any data. 

Streamline approvals: It creates a hierarchy of approvals which removes any confusion over authorisation. For instance, residents know that only the forum administrator has the power to delete any unsavoury comments in a forum. This establishes the proper authority and removes any confusion over whom to approach for approvals or to redress grievances.

Reduce administrative burden: Under the ApnaComplex role-based access you do not have to deal with tasks that do not concern you. The restrictive access to processes ensures that you don’t have to oversee multiple tasks, thus reducing administrative burden. For instance, an Accounting Administrator is not concerned with Security Front Office functions like approving domestic staff. 

Create accountability: The other side of power is accountability. With clearly laid approval chains, it is easy to track decisions and pin responsibility. For instance, the burden of checking due security clearances for domestic staff lies with the Security Front Office. Any lapses can be, therefore, easily tracked. 

Learn more 

  • Find out how role-based access works in Move-in/Move-out.
  • Restricted access also ensures that the right information is easily available for disaster management.
  • Learn how it enhances data security and why it is vital for ApnaComplex ISO/IEC 27001:2013 certification.
  • And why it is one of the top 10 reasons to pick ApnaComplex over any other society management app!

If you want to learn more about role-based access control, get in touch with us at support@apnacomeplex or call 80886 11229. Our team will help you understand how it can help in protecting your data while improving efficiency.

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Reducing a high rental deposit
Paromita Datta
March 24, 2023

Selling Kidneys, Jewelry – How People are Arranging for a Rental Security Deposit

For those searching for a home in cities like Mumbai and Bengaluru, rising rents are just one part of the problem. As landlords get to take their pick, the more immediate concern seems to be finding the funds to pay their security deposit. Recently, a funny post surfaced on social media where a user joked about selling a kidney to pay his security deposit. 

This may be an exaggeration, but as rents shoot up, rental deposits have also gone through the roof. As bulk payment, it can pose a bigger problem for tenants in the short term. Hence, it’s important to understand the laws and customs that dictate how much security deposit can be charged. 

Booming rentals and rising deposits

Rents in the top 7 cities in India have gone up by 20-30% in the last two years. As per an ANAROCK report, rents are expected to continue with an upward trend in 2023. This is good news for landlords who had seen rents lying static for two years during COVID. 

The tide started turning in 2022 as offices and schools started opening up as our article explores here. Booming rents mean that security deposits are also becoming substantial. There are reports of landlords asking for six to ten months of rental deposits, driving up the total amount in lakhs. This has prompted the spate of jokes on impossible payments. 

What does the law say?

Are these heavy security deposits justified? With landlords demanding six to ten months of rent as a security deposit, many tenants are now questioning the ground for such high deposits. In this situation, it is prudent to know the rules and regulations dictating this amount. 

Where the law is concerned, rental security deposits fall under the Model Tenancy Law Act, 2021. As per the act, the deposit amount is capped at two months’ rent for residential property, and at six months’ rent for non-residential premises. However, since Land and Urban Development is a state subject, the act is not binding on the states. Currently, only four states are following the act. These are Uttar Pradesh, Tamil Nadu, Andhra Pradesh, and Assam. 

In practice, the amount of rental security deposits is usually decided by the micro market customs. One can read more about the rental security deposit in our detailed article here. 

How to manage a high rental security deposit?

A rental security deposit is aimed at creating a safety net for landlords. It is a refundable deposit that the landlord has to pay back at the end of tenancy or as specified in the rental agreement. The deposit can be deducted to recover any unpaid rent arrears, pay for repairing any damage to the property, or for any other fee as specified in the rental agreement. Tenants can manage high rental deposits through the following means:

Negotiations: Negotiate with the landlord to reduce the deposit. Point out that the law specifies two months. 

Establish trust. Since the purpose of the deposit is to protect the landlord against any loss or damage to the property, start by establishing yourself as a trustworthy tenant. Make sure all the relevant information and references are at hand. 

With ApnaComplex: Get professional help in reaching out to landlords with ApnaComplex. Our dedicated Estate Portfolio Managers can help you to:

  • Know about micro-market customs. 
  • Get negotiation support when dealing with the landlord.
  • Establish trust through ApnaComplex background check and KYC 
  • Make sure there is a rental agreement in place. 

If you want to know more about ApnaComplex Rentals, visit realty.apnacomplex.com or write to us at rentals@apnacomplex.com. 

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Master guide for the year end
Paromita Datta
March 17, 2023

The Ultimate Yearender Checklist

The yearender is a crucial time for gated communities with annual audits looming. It must be completed in time for by the Annual General Body Meeting where the Management Committee (MC) has to present the society’s annual accounts and the next year’s budget. To ensure a smooth execution, we have to start off by ticking all the required boxes in our exhaustive yearender checklist.

Legally, cooperative housing societies have to ensure an audit of accounts before the 31st July of every year. In addition, they have to gather support of other members and formulate a viable budget. This can be a challenging task where every small task is critical. This checklist is designed to ensure that every task is completed. ApnaComplex can be a powerful tool in easing the process through accounting automation and professional support.

The Yearender Checklist

So, here’s an exhaustive checklist of all tasks that must be completed at this critical time:

Accounting checklist 

  • Set the timetable for finishing all tasks, including data reporting and processing as well as fiscal closure of accounts. 
  • Check if the current year’s opening balance is synchronised with last year’s audit report.
  • Make sure all expenses are recorded.
  • Resolve suspense ledger
  • Settle outstanding debts
  • Analyse expenses and look for tax deductions.  
  • Update all financial reports. 
  • Check depreciation entries, FD entries (both accrued and matured)
  • Confirm if Professional Tax, TDS and GST returns are filed
  • Verify TDS receivable and advance tax entries
  • Ensure bank reconciliation 
  • Analyse the final cheque inventory, including issued, stalled, or canceled cheques.
  • Ensure that none of the reports or ledgers show negative value
  • Send annual ledgers to all members.

Society checklist

  • Create and publish a list of members by 31st March.
  • Check the minutes of the previous committee meetings for the agenda. 
  • Clear pending transfers and update registers.
  • Give residents access to relevant reports. 

The budget checklist

  • Analyse budget variance as well as income and expense report to track expenses. 
  • Analyse income streams and explore additional avenues. 
  • Formulate the budget keeping in mind expenses and future infrastructure developments and social spends. 
  • Evaluate spending against reserve funds and income. Then examine if there is any need to raise maintenance fees. Other options can be explored such as charging a one-time fee for a specific development or raising other incomes like parking fees. Alternatively, income streams like monetising events or vendor partnerships can also be considered.
  • Finalise maintenance rates for different units or as per requirements and set due dates.  

Preparing for the year end with ApnaComplex

Preparing financial documents for the year end is a challenging task for any accounting team. But with ApnaComplex, the entire process can be executed with minimal effort and time. Here are a few ApnaComplex tools that can help you complete the yearender checklist.

Update reports with ApnaComplex

One of the biggest challenges during the year-end is preparing and compiling reports before the annual audits. ApnaComplex automates the generation of critical reports like budget variance, defaulters’ lists and expense reports. 

Accessible reports

ApnaComplex makes reports accessible by making these easy to access and read. Admins can now view and download 100+ reports with just a click. This includes Profit and Loss Statement, Income and Expenditure report, Balance Sheet, and the statement of cash flows. Additionally, these reports are easy to read, making it accessible for the average resident.

Improve budgeting

ApnaComplex offers multiple tools to gather data for budget optimisation. Get a budget variance report to check the efficacy of budget allocations, cut down on untraceable expenses, ensure on-time collections, improve financial reporting, and track expenses. Read more about Optimising Society’s Spending & Improve Cost Efficiency.

Bookkeeping services

For societies without any support from financial personnel, ApnaComplex offers all-inclusive Bookkeeping services. The scope of services includes income and expense tracking, publishing financial statements, and filing TDS and other returns. In addition, our experts also assist auditors with the necessary information to file returns.  Find out more about ApnaComplex bookkeeping services here.

To know more about how ApnaComplex can help societies to execute a smooth year-end process, ticking off this yearender checklist, reach out to us at support@apnacomplex.com or +91 80886 11229 for any other concerns.

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Rental Security Deposit: A Primer
Paromita Datta
March 6, 2023

Everything you Should Know about Rental Security Deposit

When looking for a rental home, the actual rent is only part of the deal. Before that comes the essential and substantial responsibility of paying a rental security deposit. There are good reasons for charging a security deposit as it provides security to the landlord. However, it can run into lakhs in certain cases. In addition, this lump sum payment has to be paid upfront.

But before you charge or pay the required amount, you must understand what a security deposit entails. Here’s a short primer: 

What is a rental security deposit?

A rental property security deposit is a refundable amount that a tenant pays the landlord at the start of a tenancy. This amount is generally decided according to the prevailing customs in the micro market –  typically, two to three months of rent. However, in certain places, it can exceed a year’s cumulative rent, creating a substantial financial burden for the tenant. 

The amount of the security deposit is defined as per state laws. Hence, it can differ from one state to another. In practice, the amount is often influenced by micro markets. So, you may find different practices in different localities within the same city. 

Why do landlords charge security deposits?

As the name suggests, the security deposit is meant to protect the interests of the landlord. For instance, it can safeguard them against losses if the tenant fails to pay the rent. The landlord can deduct:

  • Unpaid rent arrears 
  • Cost of repairing any damage to the property
  • Any other fee as specified in the rental agreement

This damage does not include normal wear and tear of the property. For instance, the landlord may charge for a broken window pane, but not for the wall paint peeling off after a few months. 

Getting a deposit refund

Once the tenancy ends, the landlord must return the security deposit to the tenant. However, there are cases where the landlord may withhold the payment unfairly, using different pretexts. This is where a rental agreement becomes so important. As a legal document, it specifies the landlord and the tenant’s financial obligations. 

Do’s & Don’ts 

  • Make sure there is a rental agreement signed by both landlord and tenant.  
  • File the rental agreement with the sub-registrar office so that it is a legally binding contract. There should be no hidden clauses.
  • Specify the security deposit amount and when it should be refunded.
  • Specify the financial obligations of both landlord and tenant. 

To know more, read our article on why you should insist on a rental agreement.

FAQs

Is there a law regulating rental security deposits? 

Rental security deposits come under the Model Tenancy Act, 2021. However, since Land and Urban Development fall under state subjects, the act is not binding on states. So far, only four states, Andhra Pradesh, Uttar Pradesh, Tamil Nadu, and Assam have revised their state regulations in line with the Model Tenancy Act, 2021.

How much should be the security deposit for a house rental? 

The Model Tenancy Act, 2021 limits security deposit to a maximum of two months’ rent for residential purposes. For non-residential properties, the deposit is a maximum of six months. In practice, charging security deposits are often influenced by trends in the micro market. 

Is a security deposit refundable?

Yes. However, it is not uncommon to see disputes regarding the refunded amount. Many landlords add on charges, asking for repairs or other payments. This is why a rental agreement that specifies each party’s obligations is so important. 

Can you ask for receipts?

Yes, you should ask for a payment receipt of the security deposit. It should contain details like the date, cheque number, and signature of the owner.

Can the landlord be penalised for late refunds? 

Yes. But remember, this can be enforced only if it is mentioned in the rental agreement. Hence, the agreement should specify the timing of the refund and the terms of penalty in case of delay. 

How can ApnaComplex Rentals help?

If you are unsure of how to go about framing a rental agreement, ApnaComplex Rentals can help you. It provides all-inclusive services that includes support in creating and registering a rental agreement. It also offers landlords tenant KYC and background verification for added security. 

If you want to know more about ApnaComplex Rentals, visit realty.apnacomplex.com or write to us at rentals@apnacomplex.com.

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