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Move Out a Tenant with Rentvine

Tenant information

Complete the Move Out Details section

Complete the Tenants section

Complete Accounting Section

Move out tenant

Deactivate In Meld

Move Out Inspection

Utilities and Mow/Snow

Security Deposit Disposition:

Getting Turn quote

Send Director of Tenant Relations Disposition info

Create Disposition

Review and Complete the move out process

Send Security Deposit letter

Rhino

Obligo

Collections

Tenant information

How many tenants are on the lease

1

1
2

2
3

3
4

4

Tenant Name

Tenant Name 2

Tenant Name 3

Tenant Name 4

Tenant Email

Tenant Email 2

Tenant Email 3

Tenant Email 4

Address

Owner Name

Owner Email

How was the tenant terminated?

1

Moved out
2

Eviction
3

Skip
4

Other
5

Broke Lease

Did tenant provide a forwarding address?

1

Yes
2

No

Forwarding Address

Were these items turned in?

1

Keys
2

Mail box keys
3

Storage Keys
4

Common area Door key

If these items needed to be dropped off and were not please make sure this is noted to be charged back to the tenant

Deposit type

1

Obligo
2

Rhino
3

Normal Deposit

Complete the Move Out Details section

To move out a tenant

1

Go to the leases tab in Rentvine
2

Search tenant name or address is top bar
3

Select tenant
4

Click Actions and Select Move out

Fill in the Move Out Details section of the tenant's lease. This section includes important information regarding the move-out process.

(Subtasks)

1

Confirm notice date is correct (this will autopopulate
2

Put in Expected Move out Day
3

Reason Tenant is moving out
4

IF lease agreement was violated toggle on

Complete the Tenants section

Provide forwarding address and contact information for the tenant(s).

(Subtasks)

1

Select Tenant from Drop down
2

Put forwarding address in if not already in the system
3

Confirm Email and phone number are correct
4

Click Next

Complete Accounting Section

Make adjustments, additions, or removal of any charges and credits related to the move-out or tenant's lease.

(Subtasks)

1

Confirm all charges are correct
2

If any charges need to be added click add charge
3

Click Next once done

If tenant has broken lease please place all rent charges on ledger, and any associated fees 4222 - $250 management fee for Early termination, 4018- 3 months of rent, if cash deposit must forfeit with charge code 4012 - Security Deposit forfeit.

DO NOT MOVE ON TO REVIEW AND COMPLETED

Move out tenant

(Subtasks)

1

Click back to lease at the top of the screen this will set the tenant as a pending move out while we process security deposit
2

Click the action button, select change status, change to appropriate selection
3

Click action button and disable portal
4

click action button click disable payments and toggle on certified funds required
5

Scroll down on leases page to NTV click pencil Icon, Date when keys were received must be added under the NTV custom field

Deactivate In Meld

(Subtasks)

1

Log into Property meld
2

Search the address of the tenant and click on the property
3

Click on the tenants name
4

In the right corner select the 3 dots
5

Click delete

Move Out Inspection

For this step you will be creating a meld for move out inspections

Create a meld

1

Log into Rentvine and select the maintenance tab
2

Click inspection
3

In the top right corner click new inspection
4

For unit type address
5

Under inspection select move out
6

Click create
7

Leave as pending
8

Go into propertymeld and create a work order for a move out inspection for the property

Add to Turn tracker

1

Open the PMI Business drive and go to the tracking sheet
2

at the bottom of the list of properties being worked on add the unit (if it is not already on the sheet)
3

If property is already on the sheet then drag to bottom of units ready to walk
4

Highlight address bright green if keys were turned into the office
5

highlight yellow on the turn tracking sheet if maintenance has completed the move out inspection or left a note that they already have during the occupancy check

Add to Weekly Tracker

1

In PMI Business Drive open weekly tracker
2

Go to the current week
3

Add tenants name, rent, move out date, and move out reasons

Utilities and Mow/Snow

Confirm we have utilities on and add to the mowing/snowing sheet

Electric company and date called on

Water company and date called on

Gas company and date called on

(Subtasks)

1

Add to utilities portion of Turn's tracking sheet
2

If balances are needing to be paid make sure notes are added to tracking sheet
3

For the companies called, check Rentvine to make sure this information is listed on the unit. If there is no utility information on the building please add who you called.
4

Go to PMI Business Drive and go to Adam's mowing and snowing sheet, add unit

Take note that most apartment buildings, duplexes are already in the sheet. Please make sure to check before adding the property, if it's still not in the sheet, please add address under NEW. We do not need to do this during the winter time. Per Jenn, wait until advised to stop adding properties.

Security Deposit Disposition:

Getting Turn quote

Who is doing the work on the home?

1

Our Turn Team
2

Owner is doing own work
3

Owner is selling
4

No response from owner
5

If we are doing the work on the home please send email below:

[email protected]

BCC

Subject

{{form.Address}} Turn Quote

Body

Move out photos

Approved Turn quote

Change order

If there are any extra change orders please add them below in the comments box as attachments

If owner is doing own work please send email below:

BCC

Subject

{{form.Address}} Turn Quote or Invoices

Body

Invoices or Quote from Owner

If owner is selling do steps below

[email protected]

BCC

Subject

{{form.Address}} Selling

Body

Send Director of Tenant Relations Disposition info

Before completing the disposition send email and move out photos to Director of Tenant Relations to review.

[email protected]

BCC

Subject

{{form.Address}} Disposition

Body

Create Disposition

(Subtasks)

1

Check to make sure the turn quote and move out photos are uploaded to the tenants files in Rent vine
2

once you have the turn quote and move out photos uploaded in Rentvine, open the turn quote, put the tenant's name and address on the given field in the excel sheet
3

Set date as current date on when you are putting the information
4

Go back to tenant main page and click continue move out
5

One account page add charges that are being charged back to the tenant for rent use 4000 for damages use 4032.
6

check paint percentage if correct depending of how long they stayed in the unit
7

Click Next after all charges are added

If tenant has broken lease, confirm all charges for lease break are on the ledger to be charged to tenant if they have not been paid at time of keys being turned in

Paint Percentage:

0-12 months = 100%
12.1 – 24 months = 80%
24.1 – 36 months = 60%
36.1 – 48 months = 40%
48.1 – 60 months = 20%

Review and Complete the move out process

Verify details and complete the move-out process.

Completed Lease Status

1

Active
2

Terminated
3

Expired
4

Cancelled

(Subtasks)

1

Select Completed lease status
2

Confirm Move out Date is correct
3

Set close date to today
4

Select disable portal
5

select disable portal access
6

Click submit

Send Security Deposit letter

Please make sure you send the letter to the forwarding address and post to the tenant's files.

(Subtasks)

1

Go to Tenant's Main page and select Print Move Out Statement
2

A document will appear that has the itemization of charges, save this document as a PDF with tenant's first initial last name and address
3

Use email below to send itemization to front desk to mail
4

Edit Letter to match Tenant information with forwarding address
5

upload itemization and letter to tenant files in Rentvine
6

Email tenant the move Security Deposit disposition with pictures

Attach Disposition

[email protected]

BCC

Subject

Please Send Dispostion

Body

Date letter was sent

Rhino

(Subtasks)

1

Log Into Rhino
2

In the Search bar select type the information of the person who has the rhino policy
3

Click on them then in the top right click File A Claim
4

Enter Property name or address
5

Enter Renter's name
6

Do Not check the box that the renter is still residing
7

DO check the box that the tenant was notified of the claim
8

Depending on if this is for rent or damages you will need to select either
9

For rent and for damages upload the security deposit disposition and move out inspections
10

Select Physical Check
11

Put the office address in 7275 N Shadeland Ave Suite 2 Indianapolis, IN 46250
12

Click Submit Claim

Obligo

Below are the steps to file a claim with Obligo

(Subtasks)

1

Log in to Obligo
2

Search tenant name and click on their account
3

Click New Charge
4

If renter still has time on their lease a pop up will appear, click confirm
5

Upload move out photos, ledger, and itemization at the top
6

Include your reason for why you are filing ei Rent, damages etc.
7

Enter the amount you are wanting to collect this cannot exceed the amount of their policy
8

select which category this falls under for tenants
9

Include any details about the move out like damages done or rent late. If all items are attached put see attachments.
10

Click review and finalize

Collections

If tenant has not paid balance in full or made an arrangement within 30 days of the disposition being sent out, please send email below to send over to collections

30 days after disposition date - Tenants Name - Address - Collections

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