General FAQs

Invicta Property Management offers multiple payment options for your convenience:

1. Online Payments via Buildium

• ACH (Bank Transfer) – No additional fee.

• Credit/Debit Card – A convenience fee applies.

2. Mailing Checks

Checks should be made payable to Invicta Property Management and sent to:

529 Main Street, Suite P200, Charlestown, MA 02129, USA

Important Disclaimer:

• Invicta Property Management is not responsible for lost or delayed check payments. It is the sender's responsibility to ensure payment is received.

• A receipt will be issued via email once your payment is processed in our system.

• We strongly recommend using ACH payments through the Buildium portal for faster and more secure transactions.

3. Payment Restrictions & Processing Time

• We do not accept cash payments.

• Check payments are processed within 14 business days upon receipt. Processing times may vary based on volume and bank processing delays.

• Late payments may result in fines. Ensure your checks are sent well in advance to avoid penalties.

4. Payment Inquiries

• All payment-related inquiries must be submitted as a task in the Buildium portal.

• Our team will review and respond within the standard processing timeframe.

For all other inquiries, please refer to the Buildium portal for assistance.

Move-In Procedures

• Key Pickup: Keys are available for remote pickup via a lockbox at the property site. Details will be provided before your move-in date.

• Condition Statement: Tenants must submit their unit Condition Statement through the tenant portal within 14-15 days of move-in. This ensures that any pre-existing issues are documented.

Move-Out Procedures

• Notice of Intent to Vacate: Tenants must submit their intent to move out at least 30 days in advance via the tenant portal.

Key Return:

By Mail: Keys must be sent to:

529 Main Street, Suite P200, Charlestown, MA 02129, USA

Addressed to: Invicta Property Management

• In-Person Drop-Off: Keys can be dropped off at the reception desk. They must be placed in an envelope labeled with:

• Your unit address

• “Attn: Invicta Property Management”

• Security deposits will be returned within 30 days after your lease end date, as required by state law.

• Deductions will be applied if the unit is not returned in the same condition as when it was received, excluding normal wear and tear.

Wear and Tear

Wear and tear refers to the natural deterioration of a rental unit that occurs over time due to normal use. This type of damage is expected and cannot be deducted from a tenant’s security deposit. Examples include:

• Fading or minor scuffs on walls and floors

• Loose door handles or cabinet knobs

• Minor carpet wear from foot traffic

• Faded or sun-bleached paint

• Minor scratches on countertops

• Small nail holes from hanging pictures

Tenant Damage

Tenant damage refers to avoidable, excessive, or negligent damage caused by misuse, abuse, or neglect beyond normal use. These damages can be deducted from the security deposit. Examples include:

• Large holes in walls or doors

• Broken windows or mirrors

• Stains, burns, or pet damage on carpets

• Missing or damaged appliances due to improper use

• Water damage from failing to report leaks

• Mold growth due to lack of proper ventilation

Tenant Negligence in Massachusetts

Under Massachusetts landlord-tenant law, tenant negligence occurs when a tenant fails to maintain the property or causes damage due to carelessness. In such cases, landlords have the right to hold tenants financially responsible for repairs.

Examples of Tenant Negligence:

• Failure to Report Issues: If a tenant does not report a leaking pipe, leading to extensive water damage or mold, they may be held responsible.

• Improper Use of Appliances or Fixtures: Overloading electrical outlets, misusing plumbing (e.g., flushing non-flushable items), or breaking fixtures due to forceful use.

• Pest Infestations Due to Sanitation Issues: If a tenant’s poor housekeeping attracts rodents or insects, they may be liable for extermination costs.

• Failure to Prevent Freezing Pipes: Tenants are expected to maintain reasonable heat levels in the winter to prevent pipe bursts.

• Unauthorized Modifications: Painting walls, removing fixtures, or making structural changes without permission may result in charges for restoration.

Security Deposit & Liability:

• Landlords can deduct costs for excessive damage from the security deposit but must provide an itemized statement of deductions within 30 days of lease termination.

• If damages exceed the security deposit, the tenant may be billed separately.

• Massachusetts law protects tenants from unfair deductions, but landlords have the right to recover legitimate repair costs due to tenant negligence.

What Is Considered an Emergency in Massachusetts?

In Massachusetts, an emergency in rental housing is any condition that poses an immediate threat to a tenant’s health, safety, or essential habitability. Under Massachusetts General Laws (M.G.L.) Chapter 111, Section 127A and the State Sanitary Code (105 CMR 410.000), landlords and property managers are required to address hazardous conditions within specific timeframes to maintain habitable living conditions.

Examples of Emergencies

Emergencies typically require immediate attention (within 24 hours) and include:

• No heat between September 15 and June 15 (when outdoor temperatures fall below 68°F during the day or 64°F at night).

• No running water or hot water (unless due to non-payment of utilities by the tenant).

• Sewage backup or flooding that makes the unit uninhabitable.

• Gas leaks or strong gas odors (should be reported directly to the gas company and emergency services).

• Electrical failures or exposed live wires that create a fire hazard.

• No working toilet in the unit.

• Fire, smoke, or carbon monoxide hazards (including non-functional smoke/CO detectors).

• Structural collapse or ceiling failure that threatens tenant safety.

• Pest infestation that poses a severe health hazard (such as rodents or cockroach infestations).

✔️ Tenant health and safety risks
✔️ Legal action from tenants (including withholding rent or early lease termination)
✔️ City or state fines for code violations
✔️ Increased repair costs due to delayed maintenance

Property management is required to prioritize emergencies over routine maintenance requests. The standard protocol for handling emergencies includes:

1. Emergency Triage & Prioritization

• Immediate threats to life or safety (fire, gas leaks, electrical hazards, flooding, or security breaches) must be handled immediately, with emergency services called if needed.

• Critical habitability issues (no heat, sewage backups, no water, pest infestations affecting health) must be addressed within 24 hours.

• Less urgent but code-violating issues (broken windows, leaking pipes, minor electrical failures) should be scheduled for repair within 5 days.

2. Communication & Documentation

• Tenants must report emergencies via the maintenance call center (857-285-3411) or via the Resident Portal.

Please see Utility setup page

1. How Do I Submit a Request?

All maintenance and service requests must be submitted through the resident portal as a ticket. This ensures that all requests are properly documented and addressed in a timely manner.

2. How Can I Speak with a Property or Operations Manager?

To schedule an appointment with the respective Operations or Property Manager, please call our main office at:

📞 857-285-3411

3. Who Do I Contact for General Questions?

For general inquiries, please email:
📧 info@invictapm.com

4. Can I Contact My Property Manager Directly?

No, please avoid contacting your property manager directly. Instead, all appointments should be scheduled through the main office at 857-285-3411. This helps ensure a structured and efficient communication process.

5. Do You Accept Walk-In Appointments?

🚫 No walk-in appointments are accepted at any of our offices. Please schedule an appointment in advance if you need to speak with a manager.

For all other concerns, refer to the resident portal for the most efficient communication method.

What Does “Jointly and Severally Liable” Mean?

Joint and several liability means that each tenant on the lease is individually and collectively responsible for fulfilling all lease obligations. This legal concept ensures that:

1. All tenants are equally responsible for paying the full rent amount, not just their portion.

2. If one roommate fails to pay rent, the remaining roommates are still responsible for covering the full balance.

3. Each tenant is responsible for lease violations, meaning if one roommate damages the unit or breaks the lease terms, all tenants can be held accountable.

How Does This Apply to Residents with Roommates?

If you live with roommates under one lease agreement, you and your roommates are jointly and severally liable for:

• Rent Payments: If one roommate does not pay, the full rent is still due, and the remaining tenants must cover the shortfall.

• Damages: Any damage to the unit caused by one roommate may be charged against the full security deposit, affecting all tenants.

• Lease Violations: If one roommate violates the lease terms (e.g., unauthorized guests, noise complaints, property damage), all leaseholders may face consequences, including potential eviction.

• Early Move-Out: If a roommate moves out early, the remaining tenants are still responsible for the full rent unless the lease explicitly allows for a replacement tenant.

Key Takeaways for Residents

✔️ Ensure all roommates understand their shared responsibility before signing the lease.
✔️ Communicate with roommates about rent and responsibilities to avoid financial disputes.
✔️ If a roommate moves out, the remaining tenants must still fulfill the lease terms.
✔️ All tenants are accountable for lease violations, even if they did not personally cause them.

Disclaimer

The information provided in this FAQ is for general informational purposes only and is not intended as legal, financial, or professional advice. While Invicta Property Management strives to keep all information accurate and up to date, we make no guarantees regarding the completeness, accuracy, or applicability of this content to your specific situation.

By using this information, you acknowledge and agree that:

• Invicta Property Management is not a law firm, financial advisor, or government entity and does not provide legal, tax, or financial advice.

• No landlord-tenant relationship, fiduciary duty, or contractual obligation is created by the information provided in this FAQ.

• Tenants, owners, and residents should consult a qualified attorney, accountant, or relevant professional before making any decisions based on the information contained here.

• Invicta Property Management is not responsible for any damages, losses, or liabilities arising from reliance on this information.