Policy Page

Rental Qualifications

& Policy



Colonial Property Management IS NOT responsible for misleading or incorrect information on 3RD party sights such as Zillow, Rentlinx, or any source other than;



Colonial Property Management has been providing Property Management Services from the same location in Harker Heights for over 35 years. In conducting business, we retain the right to make periodic policy changes. As allowed in your TAA Lease; item 18 on older leases and item 19.1 on newer leases, we are allowed to make policy changes, to include fees as long as the amounts on pages one and two are not changed. 

As members of TAA, Texas Apartment Association, Colonial Property Management follows TAA standards. Tenants must make 3 times the rent, pass a criminal background check and credit check. The credit check is not your traditional FICO score driven check, we are primarily looking for rental related history and debt to income ratios.  NO Evictions less than 3 years ago.

Application fees are a non-refundable

$50 per adult.

You are NOT required to apply to view a property however, you are subject to our policies below to view.

Colonial Property Management does NOT do site un-seen leases nor do we show tenant occupied homes.

Our office is by appointment only.

Application fees are non-refundable and are $50.00 per person over the age of 18. We pay for the services to run your back ground, credit check, and our staff's time to process. 


 Applications may be submitted via our website, if you choose; find the property you’re interested in there will be an “apply now” button, click that to fill out and submit your application. With your application I will need a copy of your ID (Driver’s License NOT Military ID), as well as proof of one month’s income. A copy of your marriage certificate if it applies. Immediate family wanting to avoid roommate fees, must provide a birth certificate showing you share at least one parent. Only legally married couples may combine income.

Applications do not hold the property.

 Properties are viewed on a first come first serve basis to approved applicants initially and the general public, first come first serve if an approved applicant does not place it on hold. Once an application is received with all the required documents and approved, that application falls in the order of processing as it is finalized; first come first serve.


If your application is received 1st and you fail to provided the documents needed for approval, we will request the documents and move on the the next application, we will go back to yours once received). At that time, the following application would now be before yours.

Once the home is ready to view, approved applicants will be scheduled for viewing in the first come first serve order of their approval once received.  Scheduled appointments times for viewing will be given in one hour sessions. If an approved applicant does not secure the property, it will open for viewing to the public on the same first come first serve basis.


IF YOU MISS YOUR APPOINTMENT, WE WILL MOVE ON TO THE NEXT APPROVED APPLICANT.  Call before your appointment to make sure the applicant in line before you did not secure the property.

If the property is not placed on hold by an approved applicant, we will then open the home for general viewing. Release will be notified on our website.


Colonial Property Management DOES NOT allow sight unseen leases. Application Deposits that HOLD the property are equal to the Security Deposit. Once placed, it holds the property for 14 days. At lease signing it turns into your Security Deposit. If for any reason the applicant changes their mind, as per Texas Property Code, the Application Deposit is liquidated by the property owner.



Only legally married couples may qualify incomes together. Roommates must qualify independently.


A $400 refundable roommate deposit applies per added roommate.

If caught with unauthorized roommates, you would be subject to both fines and eviction.

All renters are required to maintain renters insurance, in some cases liability policies. Failure to maintain renters insurance is a violation of your TAA Lease.

Occupants over the age of 18 years are subject to a criminal back ground check, NO exceptions. 


All Properties are rented "As Is". Prior to move in, your rental property has undergone multiple inspections, to include a Quality Control inspection within 48 hours of your move-in. These inspection include time stamped photos. Prior to move in, each property has been professionally cleaned, carpets cleans, pest control and maintenance.

Please understand, this inspection is subject to meeting our standards, not the tenants personal standard. All properties at the time of move-in are accepted "As Is". This is why Colonial does not allow for Site unseen leases.



All of our properties may be viewed at our website, the link is below. If your property of interest is still available, it will state that in the description. If it has been placed on hold, the “apply online” option will no longer be available, and it will state a hold or deposit has been placed in the description. Properties that are ready to be viewed may be done by walk-in. We are open 8:30AM to 5:00PM, Monday through Friday. We stop checking out keys at 4:00 daily.

Holding a property:

Applications do not hold the properties, the only way to hold a property is to place your "application deposit" though the property must be viewed before this deposit is placed. Your application deposit will hold the property for fourteen days and will become your security deposit upon lease signing. Keep in mind, if you place your application deposit it is non-refundable, if you choose to no longer go with that property the homeowner will liquidate those funds. The only way it will be refunded to you is if your application was to be denied. Be sure this property is the one you want before placing your deposit. We do not do "site un-seen" leases unless it is a newer home.


Colonial Property Management works for the homeowner. In effort to care for their property, we conduct both drive by and 90 day walk through inspections. If during a routine inspection, you are found in violation, a lease violation will be sent out via email through your tenant portal. A photo of the violation is generally provided. You will be given a timeline to comply. If scheduled appointments are not kept by the tenant, a rescheduling fee will apply.


Tenants are responsible for maintaining utilities. Within 24 hours of your lease signing, Colonial will turn utilities off from our name. We have a free market, visit www.powertochoose.org

Unauthorized Pets/Pools/Trampolines/Roommates: 

As per your TAA Lease and Tenant Contract, if caught with any of the above items, it will result in tenant fines and possible eviction.  


Tenants MUST requalify at the end of each lease term to renew.

Pet & Other Policy

Pet Policy

If you have pets, our pet policy states that you may not have amphibians, reptiles, or rodents. You are allowed two pets (on most properties), there is a $200.00 non-refundable pet fee; this is due at lease signing. You will also have a $300.00 refundable pet deposit (per-pet); half of the deposit will be due at lease signing, and the other half would be due the following month.

Our restricted breed list include Pitbull's, Rottweilers, Chows, Great Danes, German Shepard's and Bullies.


 In some cases, certain homeowners will allow restricted breeds with the purchase of liability renters insurance.

Colonial Property Management conducts drive by inspections. In the event an unauthorized pet is discovered, fines to include $5 a day from the day you signed you lease will apply, in some cases you may face eviction. Honesty is always the best policy. In an effort to help our pet loving tenants, we allow deposits to be broken into payments during your first 3 months of tenancy.

Each property with pets will have the yard treated at move out for fleas, contracted by Colonial Property Management. 


Colonial Property Management strictly follows the guidelines of ADA. Under Texas law and the federal Americans with Disabilities Act (ADA), people with disabilities may be required to provide a local physicians letter, simply stating they are in a current course of treatment and that the pet is required. If said applicant is employed, we will also require a letter from your employer stating the dog attends work with you. There is NO national registry for service pets. Fraudulent "Service Dog ID" cards will not be accepted.

Colonial Property management reserves the right evaluate the service dog in our office. True service dogs are well mannered and will not touch treats dropped unless directed by handler.


Service Animals Defined in Texas

Under Texas's Human Resources Code, a service animal or an assistance animal is a dog that is specially trained to assist someone with a disability and is actually used by a person with a disability. These conditions count as a disability:

  • deafness or another hearing impairment

  • a visual impairment

  • a speech impairment

  • a mental disability

  • a physical disability

  • an intellectual or developmental disability

  • post-traumatic stress disorder, or

  • any health impairment for which the person needs special ambulatory services or devices.

Under the ADA, a service animal is a dog (or, in some cases a miniature horse) that is individually trained to perform tasks or do work for the benefit of a person with a disability. The tasks or work the animal does must be directly related to the person’s disability.

Neither law covers pets or what some call “emotional support animals”: animals that provide a sense of safety, companionship, and comfort to those with psychiatric or emotional disabilities or conditions. Although these animals often have therapeutic benefits, they are not specially trained to do particular types of work for their owners. Under the ADA and Texas law, owners of public accommodations are not required to allow emotional support animals, only service animals that fit the definitions above. (Psychiatric service dogs are, however, covered by both Texas law and the ADA. These are dogs that are trained to provide services such as responding to an owner's panic attack by initiating contact to comfort the owner or alerting an owner who is exercising poor judgment due to bipolar disorder that he or she is driving dangerously.)

Periodic Inspections

Tenants are required to conduct an every 90 day walk through inspection using portal driven software. This is a simple process and gives you, the tenant more privacy in conducting it yourself. In the the even you fail to do so in the time allowed, a $55 fee will be charged to your ledger and an inspector will come do the inspection using our key. Annual inspections are also required, these are conducted by our Inspections Team.



All of our properties are Non-Smoking. In the event you are caught smoking on the property, a fee of $100 will be applied to your ledger. 

Lawn Violations ~ In the event we are contacted by Code Enforcement or drive by and notice an unkept lawn, vehicles parked incorrectly, or any other City Code Violation a fee of $75 will be applied to your ledger as well as being served with a TAA Lease violation. Time stamped photos of proof of the lawns condition are available upon request. Painting the home without written permission $100 fee. Repeated or duplicate work orders $75.00 fee

All policies are posted in both our lobby and leasing offices. 


Colonial Property Management provides our tenants with a convenient online portal. Your rental payments may be made via our portal with an electronic check for $3.50. We also have a drop box for drop off payments. If you elect to pay with a paper check, cashiers check, or money order in house, there will be a $7.50 payment processing fee applied. 

Roommate Removal:

When more than one adult share the position of lease holder, each have equal rights to the property. In order for one roommate to be removed, both must come in together to remove the other party.

Notice To Vacate:

As per the TAA Lease, agent may require your Notice To Vacate to be on their form. Colonial Property Management requires that your NTV must be placed in our office, in person, on our form; prior to the 1st day of the month you are vacating.

Late Fees:

Late fees include 10% of one months rent. Due to changes in Texas Property Code Section 92.019 as of September 01, 2019, In regards to Late Payment of Rent, we can no longer allow grace period in late rents. Once payment is not received by midnight on the 3rd, eviction notices will be tagged on the 4th; giving tenants 24 hours notice to pay prior to filing evictions in court. Once late, a $15 mailing fee will apply to process your late payment documents and tagging your door. If we must initiate court proceedings, a $100 eviction processing fee will also apply. Once filed, tenants are subject to court filing fees.  If total balance due is paid prior to court, court may be canceled however, an eviction processing fee of 100.00 will be charged and due immediately.

Work Orders:

All work orders MUST be placed in writing, through your tenant portal between the hours of 7AM to 7PM for non-emergencies. Work orders are NOT accepted over the phone or direct email. Your tenant portal maintain record of your work orders throughout your tenancy, even after the work orders are closed out. After hours, your portal work orders are monitored and processed by an on~call agent, 24/7 for emergencies. Placing a non-emergency work order Before 7AM or after 7PM may result in a $75.00 non-emergency processing fee.

The VENDOR makes the call as to if the item is a tenant or owner charge. Tenant charges will be placed on your ledger. 


Copy of your TAA Lease:

A full copy of your TAA Lease and addendums are provided at key pick up. We also maintain a PDF copy in your tenant portal. We can not deviate from the written word of the legal binding contract. In the event that you have questions, review your lease. Still have questions? Contact our office to have a qualified member of our staff help your review and explain. 

Code Enforcement

As per your TAA Lease and Tenant contract, you must maintain your lawn. Each city has a list of violations on their municipal website. If we receive a code violation during your tenancy of any kind,

you will be immediately sent a violation via your tenant portal and a fee of $75.00 will be placed on your tenant ledger.

If not addressed, we will send a vendor to rectify the issue and the vendors invoice will be attached to the tenants ledger.


Our office is open Monday ~ Friday

8:30AM to 5:00PM by appointment.

Rent and Keys due during off or holiday hours may be labeled and placed in the drop slot at the front of our office. Our drop slot is manned by a timestamped video camera, 24/7

This does not conclude all of Colonial Property Management Policy, merely a selection of the most commonly asked.