Move Out Workflow

Was Notice Served or Received from the occupants?

(NOTICE) Notice of intent to vacate received

(TERMINATE) Notice of Termination of Tenancy Served

(FORFEIT/EVICTION) Date Keys/Possession Was Returned

(NOTICE) Security Deposit Determination

(TERMINATE) Security Deposit Determination

(FORFEIT/EVICTION) Security Deposit Determination

(NOTICE) Send Tenants Notice Letter "Notice of Intent to Vacate Received"

(LEASE BREAK) Sent Tenants Notice Letter "Notice of Intent to Break Lease"

(TERMINATE) Send Tenants Notice Letter "Notice of Termination of Tenancy Served"

(FORFEIT/EVICTION) Send Tenants Notice Letter "Notice of Possession Surrendered"

(FORFEIT/EVICTION) Text the Tenant(s)

(TERMINATE) Text the Tenant(s)

(NOTICE) Text the Tenant(s)

(NOTICE) Notify the Landlord(s)

(TERMINATE) Notify the Landlord(s)

(FORFEIT/EVICTION) Notify the Landlord(s)

(ALL) Move Lease to "Notice" In AppFolio

(ALL) Contact the owner to discuss the termination of tenancy and determine their subsequent intentions for the property

(ALL) Follow up with Owner on how we are proceeding with the anticipated vacancy

(ADMIN) Will we be continuing Administration on the Property?

(ALL) Send Tenants Notice Letter "AAM - Move Out Notification"

(ALL) Send Tenants Notice Letter "SUP - Move Out Notification"

(ALL) Text the Tenant(s)

(NOTICE) Follow up offer for Pre Move Out Inspection

(ALL) Verify move out date with occupants

(NOTICE) Order Water and Power on for the Anticipated Possession Date

Create an Advertising Event in Process Street

Create an Off-Boarding Event in Process Street

(NOTICE) Was a Pre-move Out Inspection Requested?

Pre-Move Out Inspection Complete

(NOTICE/LEASE BREAK) Keys Received

(TERMINATE) Keys Received

(TERMINATE/EVICTION) Order Water and Power on for the Anticipated Possession Date if the tenant has confirmed the move out date

Inform the Compliance Manager

(ALL) Create and Dispatch Work Orders in AppFolio

(ALL) Approval and completing repairs

(NOTICE) Security Deposit Accounting

(TERMINATE) Security Deposit Accounting

(FORFEIT/EVICTION) Security Deposit Accounting

Was Notice Served or Received from the occupants?

What type of Notice was Received

1

Standard notice from tenant
2

Standard notice to tenant
3

Lease Break
4

No notice, keys turned in unexpectedly
5

Eviction

Is this a Step up/Summit Pines property?

1

Yes
2

No

Anticipated Date of Vacancy

(NOTICE) Notice of intent to vacate received

Date Notice was received

Copy of the Notice

Lease end date

Anticipated Date of Vacancy

1

Save a copy of the notice to the tenants Dropbox folder and upload it to Appfolio
2

Update NTT Tracker with anticipated date of vacancy
3

Check the balance sheet to determine who is holding the deposit

Is the tenant breaking lease?

1

Yes, update workflow name to include (Lease Break) and charge lease break fee to tenants ledger using GL code 42006. If it is a SUP property send the AR/AP coordinator an email to let them know to create the bill for the placement fee
2

No

(TERMINATE) Notice of Termination of Tenancy Served

Date Notice was served

Date the Lease Ends:

Upload a copy of the Notice:

Date of Anticipated Vacancy:

(Subtasks)

1

Save a copy of the notice to the tenants Dropbox folder and upload it to Appfolio
2

Update NTT Move out Tracker
3

Check the balance sheet to determine who is holding the deposit

(FORFEIT/EVICTION) Date Keys/Possession Was Returned

(LEASE BREAK NO NOTICE) Date Keys/Possession Was Returned

Photo of the keys/access devices returned

(Subtasks)

1

Review tenant ledger for unpaid late fee charges which amount to more than the security deposit. Change the GL account on those unpaid late fees to 45002. Then inform the AR/AP coordinator so they can charge the owner 50% of those late fees directly.
2

Take a picture of the keys and send out the keys received email.
3

Go to tenant screen in appfolio, select Move Out Tenants, Enter Move Out date, Check to see if we have been provided a forwarding address and enter it if we have. If we have not received a forwarding address yet text the tenants to see if they can provide one.
4

Delete logins for tenants portal
5

Check the balance sheet again to ensure we have security deposit funds if we are doing the final accounting
6

Add property to MIMO - WAR Report and Unit Turns Board
7

Turn on water and power
8

Rename property with (*) to designate that Management fee charges may be on hold during vacancy. The AR/AP Coordinator will remove this when the unit is rerented.
9

If this is a multi unit property: Adjust management fee down for following month, send email to AR/AP to prorate for current month.
10

Add a tag on the tenant page in appfolio designating the status of the security deposit accounting: Options are: Access FA, Owner FA, No FA Due, Placement Only, Deposit Forfeit/Return

(NOTICE) Security Deposit Determination

Who holds the security deposit?

1

Access
2

The owner
3

No deposit, fraud loss
4

No deposit was collected from these tenants
5

Unknown, contact the office manager and AR/AP Coordinator for assistance

Is this a Section 8 Tenant?

1

Yes
2

No

(Subtasks)

1

Notify the Compliance Manager of the tenant giving notice and the anticipated date of vacancy so they can inform Section 8 to cancel the payments.

(TERMINATE) Security Deposit Determination

Who holds the security deposit?

1

Access
2

The owner
3

No deposit, fraud loss
4

No deposit was collected from these tenants
5

I don't know, Contact the Office Manager and AR/AP Coordinator for assistance

Is this a Section 8 Tenant?

1

Yes
2

No

(Subtasks)

1

Notify the Compliance Manager of the tenant giving notice and the anticipated date of vacancy so they can inform Section 8 to cancel the payments.

(FORFEIT/EVICTION) Security Deposit Determination

Who holds the security deposit?

1

Access
2

The owner
3

No deposit, fraud loss
4

No deposit was collected from these tenants
5

Unknown, contact the office manager and AR/AP Coordinator for assistance

Is this a Section 8 Tenant?

1

Yes
2

No

(Subtasks)

1

Notify the Compliance Manager of the tenant giving notice and the anticipated date of vacancy so they can inform Section 8 to cancel the payments.

(NOTICE) Send Tenants Notice Letter "Notice of Intent to Vacate Received"

(Subtasks)

1

In Appfolio select the "Letters" option under the "Communication" tab on the left hand side.
2

Select the letter entitled "Notice of Intent to Vacate Received" by selecting the title of the letter.
3

In the search bar search for the property rather than the tenant.
4

Select the checkbox "Send separate emails & letters to each tenant"
5

Make sure "Current" and "Notice" are both selected in the "Tenant Status" box.
6

Uncheck the checkbox for "Amount Owned:"
7

Select "Search" to display results.
8

Check the box on the "Email" column for the tenants you are intending on sending the letter to.
9

Select the "Email" button to the right of the of the page to display the preview of the email and the select "Send" at the bottom of the preview page.

(LEASE BREAK) Sent Tenants Notice Letter "Notice of Intent to Break Lease"

(Subtasks)

1

In Appfolio select the "Letters" option under the "Communication" tab on the left hand side.
2

Select the letter entitled "Notice of Intent to Break " by selecting the title of the letter.
3

In the search bar search for the property rather than the tenant.
4

Select the checkbox "Send separate emails & letters to each tenant"
5

Make sure "Current" and "Notice" are both selected in the "Tenant Status" box.
6

Uncheck the checkbox for "Amount Owned:"
7

Select "Search" to display results.
8

Check the box on the "Email" column for the tenants you are intending on sending the letter to.
9

Select the "Email" button to the right of the of the page to display the preview of the email and the select "Send" at the bottom of the preview page.

(TERMINATE) Send Tenants Notice Letter "Notice of Termination of Tenancy Served"

(Subtasks)

1

In Appfolio select the "Letters" option under the "Communication" tab on the left hand side.
2

Select the letter entitled "Notice of Termination of Tenancy Served" by selecting the title of the letter.
3

In the search bar search for the property rather than the tenant.
4

Select the checkbox "Send separate emails & letters to each tenant"
5

Make sure "Current" and "Notice" are both selected in the "Tenant Status" box.
6

Uncheck the checkbox for "Amount Owned:"
7

Select "Search" to display results.
8

Check the box on the "Email" column for the tenants you are intending on sending the letter to.
9

Select the "Email" button to the right of the of the page to display the preview of the email and the select "Send" at the bottom of the preview page.

(FORFEIT/EVICTION) Send Tenants Notice Letter "Notice of Possession Surrendered"

(Subtasks)

1

In Appfolio select the "Letters" option under the "Communication" tab on the left hand side.
2

Select the letter entitled "Notice of Possession Surrendered" by selecting the title of the letter.
3

In the search bar search for the property rather than the tenant.
4

Select the checkbox "Send separate emails & letters to each tenant"
5

Make sure "Current" and "Notice" are both selected in the "Tenant Status" box.
6

Uncheck the checkbox for "Amount Owned:"
7

Select "Search" to display results.
8

Check the box on the "Email" column for the tenants you are intending on sending the letter to.

(Subtasks)

1

Select the "Email" button to the right of the of the page to display the preview of the email and the select "Send" at the bottom of the preview page.

(FORFEIT/EVICTION) Text the Tenant(s)

(Subtasks)

1

In Appfolio use the search bar to search for the property and select one of the current tenants
2

On the tenant summary page that comes up, locate the "Text Unit" button on the right sidebar and select it.
3

Send the following text: "I just sent you an important email regarding your pending notice to vacate, please review it when you have a moment. Thank you!"

(TERMINATE) Text the Tenant(s)

(Subtasks)

1

In Appfolio use the search bar to search for the property and select one of the current tenants
2

On the tenant summary page that comes up, locate the "Text Unit" button on the right sidebar and select it.
3

Send the following text: "I just sent you an important email regarding your pending notice to vacate, please review it when you have a moment. Thank you!"

(NOTICE) Text the Tenant(s)

(Subtasks)

1

In Appfolio use the search bar to search for the property and select one of the current tenants
2

On the tenant summary page that comes up, locate the "Text Unit" button on the right sidebar and select it.
3

Send the following text: "I just sent you an important email regarding your pending notice to vacate, please review it when you have a moment. Thank you!"

(NOTICE) Notify the Landlord(s)

(Subtasks)

1

Call owner to inform them of upcoming vacancy and discuss next steps

(Subtasks)

1

In Appfolio use the search bar to search for the property and select the Landlord
2

On the Owner Profile page that comes up, scroll down to the "Texts" section
3

Make sure you select the owner you are intending to text from the drop down menu
4

Send the text in the next subtask to the owner after editing it.
5

I wanted to let you know that your tenant at XXXXXXXXXXXXXXX has given us notice of their intent to vacate the premises. We will be in touch soon to discuss how you would like us to move forward as well as the particulars of the notice. The anticipated date of vacancy is XX/XX/XX.

(NOTICE) Notify the Landlord(s)

(Subtasks)

1

Call owner to inform them of upcoming vacancy and discuss next steps

(Subtasks)

1

In Appfolio use the search bar to search for the property and select the Landlord
2

On the Owner Profile page that comes up, scroll down to the "Texts" section
3

Make sure you select the owner you are intending to text from the drop down menu
4

Send the text in the next subtask to the owner after editing it.
5

I wanted to let you know that your tenant at XXXXXXXXX has given us notice of their intent to vacate the premises. We will be in touch shortly to discuss how you would like us to move forward as well as the particulars of the notice. The anticipated date of vacancy is XX/XX/XXXX. I also wanted to bring to your attention that we show that you are currently holding the security deposit. Can you please send the deposit into Access so we can complete the security deposit accounting? Thank you!

(TERMINATE) Notify the Landlord(s)

(Subtasks)

1

Call owner to inform them of upcoming vacancy and discuss next steps

(Subtasks)

1

In Appfolio use the search bar to search for the property and select the Landlord
2

On the Owner Profile page that comes up, scroll down to the "Texts" section
3

Make sure you select the owner you are intending to text from the drop down menu
4

Send the text in the next subtask to the owner after editing it.
5

I wanted to let you know that we have given your tenant at XXXXXXXXXXXXXXX notice of termination of tenancy. We will be in touch shortly to confirm how you would like us to move forward as well as the particulars of the notice. The anticipated date of vacancy is XX/XX/XX.

(TERMINATE) Notify the Landlord(s)

(Subtasks)

1

Call owner to inform them of upcoming vacancy and discuss next steps

(Subtasks)

1

In Appfolio use the search bar to search for the property and select the Landlord
2

On the Owner Profile page that comes up, scroll down to the "Texts" section
3

Make sure you select the owner you are intending to text from the drop down menu
4

Send the text in the next subtask to the owner after editing it.
5

I wanted to let you know that we have given your tenant at XXXXXXXXXXXXXXX notice of termination of tenancy. We will be in touch shortly to confirm how you would like us to move forward as well as the particulars of the notice. The anticipated date of vacancy is XX/XX/XX. I also wanted to bring to your attention that we show that you are currently holding the security deposit. Would you please send the deposit in so that we can process the security deposit accounting for this tenant? Thank you!

(FORFEIT/EVICTION) Notify the Landlord(s)

(Subtasks)

1

Call owner to inform them of upcoming vacancy and discuss next steps

(Subtasks)

1

In Appfolio use the search bar to search for the property and select the Landlord
2

On the Owner Profile page that comes up, scroll down to the "Texts" section
3

Make sure you select the owner you are intending to text from the drop down menu
4

Send the text in the next subtask to the owner after editing it.
5

I wanted to let you know that we have reclaimed possession of the property at XXXXXXXXXXXXXXX. This is due either to abandonment or eviction. We will be in touch shortly to confirm how you would like us to move forward as well as the particulars of the notice.

(FORFEIT/EVICTION) Notify the Landlord(s)

(Subtasks)

1

Call owner to inform them of upcoming vacancy and discuss next steps

(Subtasks)

1

In Appfolio use the search bar to search for the property and select the Landlord
2

On the Owner Profile page that comes up, scroll down to the "Texts" section
3

Make sure you select the owner you are intending to text from the drop down menu
4

Send the text in the next subtask to the owner after editing it.
5

I wanted to let you know that we have reclaimed possession of the property at XXXXXXXXXXXXXXX. This is due either to abandonment or eviction. We will be in touch shortly to confirm how you would like us to move forward. I also wanted to bring to your attention that we show that you are currently holding the security deposit. Will you be completing the repairs for the property? if you would like Access to complete the final accounting I will need the deposit to be sent in to us.

(ALL) Move Lease to "Notice" In AppFolio

(Subtasks)

1

Edit the "Tenant Status" section of the tenants summary page to include the date we received the notice from the tenant.
2

Update recurring charges to prorate/end as of the move out date
3

Review tenant recurring charges for payment plans. If there is a recurring bill for the payment plan inform the Compliance Manager of the upcoming move out and add a charge for the remainder of the payment plan balance. Use Bad Debt Write Off for the GL account when charging the balance of the payment plan.

(ALL) Contact the owner to discuss the termination of tenancy and determine their subsequent intentions for the property

What are the property owner's subsequent intentions?

1

Lease Again
2

Placement only lease
3

Owner moving back in
4

Leaving vacant, placing property on hold
5

Selling
6

Self Management
7

Hire a competitor
8

Undecided

Will the Landlord or Access be placing Water/Power in their Name as of the Anticipated Possession Date?

1

Access will
2

The owner will

Who is responsible for the security deposit accounting?

1

Access
2

The Owner

(ALL) Follow up with Owner on how we are proceeding with the anticipated vacancy

(Subtasks)

1

Update the task "Contact the owner to determine their subsequent intentions for the property" with the actual intentions.

f the owner has still not made up their mind on how they wish to proceed update the "Due date" on this task and push out for another three days. If Owner has still not decided after seven days then move the subsequent intentions to "Keep vacant" on the task "Contact the owner to determine their subsequent intentions for the property".

(ADMIN) Will we be continuing Administration on the Property?

1

Yes
2

No
3

(ALL) Send Tenants Notice Letter "AAM - Move Out Notification"

(Subtasks)

1

In Appfolio select the "Letters" option under the "Communication" tab on the left hand side.
2

Select the letter entitled "AAM - Move Out Notification" by selecting the title of the letter.
3

In the search bar search for the property rather than the tenant.
4

Select the checkbox "Send separate emails & letters to each tenant"
5

Make sure "Current" and "Notice" are both selected in the "Tenant Status" box.
6

Uncheck the checkbox for "Amount Owned:"
7

Select "Search" to display results.
8

Check the box on the "Email" column for the tenants you are intending on sending the letter to.

(Subtasks)

1

Select the "Email" button to the right of the of the page to display the preview of the email and the select "Send" at the bottom of the preview page.

(ALL) Send Tenants Notice Letter "SUP - Move Out Notification"

(Subtasks)

1

In Appfolio select the "Letters" option under the "Communication" tab on the left hand side.
2

Select the letter entitled "AAM - Move Out Notification" by selecting the title of the letter.
3

In the search bar search for the property rather than the tenant.
4

Select the checkbox "Send separate emails & letters to each tenant"
5

Make sure "Current" and "Notice" are both selected in the "Tenant Status" box.
6

Uncheck the checkbox for "Amount Owned:"
7

Select "Search" to display results.
8

Check the box on the "Email" column for the tenants you are intending on sending the letter to.
9

Select the "Email" button to the right of the of the page to display the preview of the email and the select "Send" at the bottom of the preview page.

(Subtasks)

1

Select the "Email" button to the right of the of the page to display the preview of the email and the select "Send" at the bottom of the preview page.

(ALL) Text the Tenant(s)

(Subtasks)

1

In Appfolio use the search bar to search for the property and select one of the current tenants
2

On the tenant summary page that comes up, locate the "Text Unit" button on the right sidebar and select it.
3

Send the following text: "I just sent you an important email regarding your pending notice to vacate, please review it when you have a moment. Thank you!"

(NOTICE) Follow up offer for Pre Move Out Inspection

Send the following text to the tenant

1

Your lease is coming to an end and it's time to schedule your Pre-move Out Inspection! This will help you know what needs to be done to maximize your deposit refund. Let us know your availability ASAP in order to ensure we can accommodate your schedule. We're available 9AM-3PM, Mon-Fri. Thanks, Tami

(ALL) Verify move out date with occupants

Send the following text message to the current occupants

1

Hello, this is COORDINATOR NAME with Access. Can you please confirm that we will be receiving keys to our office no later than 11:59pm on XX/XX/XXXX for the property of XXXXXXXXXX? Thank you!

(NOTICE) Order Water and Power on for the Anticipated Possession Date

Electric Company and Account Number:

Water Company and Account Number:

Create an Advertising Event in Process Street

(Subtasks)

1

Start a new Advertising workflow for this property

Create an Off-Boarding Event in Process Street

(Subtasks)

1

Process.St
2

Select "Login" at the top

(Subtasks)

1

Select "Library" at the top of your screen
2

Scroll to the "Property Close-Out (Beta) (Tom)" template
3

Select the "..." on the right hand side of the template name

(Subtasks)

1

Select "Run Checklist"

(Subtasks)

1

Name the checklist as the "{Street Name} {Street Number} - {Unit Number} - {Date formatted as YYYY-MM-DD" i.e. "Sulphur 119 - A - 2021-04-05"
2

Select "Run Checklist" in the green bar

(NOTICE) Was a Pre-move Out Inspection Requested?

Did the tenant request a pre move out inspection?

1

Yes
2

No

Pre-Move Out Inspection Complete

(Subtasks)

1

Download the Pre-Move Out Inspection and email a copy to the tenant with the following email template

Hello,

My name is XXXXXXXXXX, I am the Move out coordinator for Access. I wanted to follow up after your recent pre-move-out inspection. I know that you were informed at the time of inspection about the need for professional cleaning and carpet cleaning after you have finished moving out (as long as the house and carpet were professionally cleaned prior to your move-in), as well as removing all personal items, but I also wanted to mention a few other items that could help avoid any issues with your security deposit accounting.

Included with this email is a copy of the pre-move out inspection noting issues that our inspectors found. Previously you were sent an email to this address titled "AAM - Move Out Notification" which included a copy of your ledger and an estimated price list for common repairs. If there are any outstanding balances on your ledger, please pay them right away to avoid deductions from your security deposit. In addition, please correct any issues that have been noted in the pre-move out inspection in order to avoid them being deducted from your security deposit. Keep in mind that if the noted item in need of repair was existing at the time you took possession of the property, then it isn't your responsibility to make the repair. In addition, there are certain items that are considered wear and tear, which if you have resided in the home for more than 12 consecutive months you are also not responsible for (unless you are breaking your lease). If you are questioning what is a wear and tear item please reference the California Tenants A Guide to Residential Tenant' and Landlords' RIghts and Responsibilities via this link; https://www.dropbox.com/s/lrx3nz5ki32cz0b/California%20Tenants.pdf?dl=0.

1

Reach out to the owner based on the pre move out inspection and confirm that they are okay with Access dispatching vendors for trash out/landscaping/cleaning as needed directly after we receive possession back.

(NOTICE/LEASE BREAK) Keys Received

Were the keys received?

1

Yes
2

No, tenant is holding over. Possession still expected to be returned
3

No, tenant is holding over. Possession is suspected to not be returned.

Date Keys Received

Photo of Keys Received

(Subtasks)

1

Review tenant ledger for unpaid late fee charges which amount to more than the security deposit. Change the GL account on those unpaid late fees to 45002. Then inform the AR/AP coordinator so they can charge the owner 50% of those late fees directly.
2

Take a picture of the keys and send out the keys received email.
3

Go to tenant screen in appfolio, select Move Out Tenants, Enter Move Out date, Check to see if we have been provided a forwarding address and enter it if we have. If we have not received a forwarding address yet text the tenants to see if they can provide one.
4

Delete logins for tenants portal
5

Check the balance sheet again to ensure we have security deposit funds if we are doing the final accounting
6

Add property to MIMO - WAR Report and Unit Turns Board
7

Turn on water and power if you had reason not to do so earlier.
8

Rename property with (*) to designate that Management fee charges may be on hold during vacancy. The AR/AP Coordinator will remove this when the unit is rerented.
9

If this is a multi unit property: Adjust management fee down for following month, send email to AR/AP to prorate for current month.
10

Add a tag on the tenant page in appfolio designating the status of the security deposit accounting: Options are: Access FA, Owner FA, No FA Due, Placement Only, Deposit Forfeit/Return

(TERMINATE) Keys Received

Date Keys Received

Were the keys received?

1

Yes
2

No, tenant is holding over. Possession still expected to be returned
3

No, tenant is holding over. Possession is suspected to not be returned.

Photo of Keys/remotes Returned

(Subtasks)

1

Review tenant ledger for unpaid late fee charges which amount to more than the security deposit. Change the GL account on those unpaid late fees to 45002. Then inform the AR/AP coordinator so they can charge the owner 50% of those late fees directly.
2

Take a picture of the keys and send out the keys received email.
3

Go to tenant screen in appfolio, select Move Out Tenants, Enter Move Out date, Check to see if we have been provided a forwarding address and enter it if we have. If we have not received a forwarding address yet text the tenants to see if they can provide one.
4

Delete logins for tenants portal
5

Check the balance sheet again to ensure we have security deposit funds if we are doing the final accounting
6

Add property to MIMO - WAR Report and Unit Turns Board
7

Turn on water and power
8

Rename property with (*) to designate that Management fee charges may be on hold during vacancy. The AR/AP Coordinator will remove this when the unit is rerented.
9

If this is a multi unit property: Adjust management fee down for following month, send email to AR/AP to prorate for current month.
10

Add a tag on the tenant page in appfolio designating the status of the security deposit accounting: Options are: Access FA, Owner FA, No FA Due, Placement Only, Deposit Forfeit/Return

(TERMINATE/EVICTION) Order Water and Power on for the Anticipated Possession Date if the tenant has confirmed the move out date

Electric Company and Account Number:

Water Company and Account Number:

Inform the Compliance Manager

(Subtasks)

1

Reach out to the Compliance Manager and let them know the tenant is holding over.
2

Ensure they are aware of the number of times and the methods used to reach out to the tenants to regain possession
3

If you started water/power services call and cancel the turn on service request until possession is received

(ALL) Create and Dispatch Work Orders in AppFolio

1

Create a work order for the handyman/contractor who will be walking the property to assess it for needed repairs
2

If you noted that cleaning/landscaping/trash out was required and notified the owner previously that we'd like to address it immediately create the corresponding work orders
3

Create follow up work orders as needed based on the handyman/contractor's assessment
4

If the tenant was evicted you must check to see if there are personal items left behind of a certain value. If the personal items meet the current threshold for California then you must hold the items for a certain period. Consult with Compliance on how to move forward.

(ALL) Approval and completing repairs

(Subtasks)

1

After receiving all of the estimates, edit and send owners the following email:

Hello xxxxOwner's_First_Namexxxx,

We wanted to provide you with a comprehensive breakdown of the charges incurred following the recent vacancy located at xxxxUnit_Full_Addressxxxx. Please see below for a detailed summary along with Access' recommendations:

**Tenant Charges:**

1. **Necessary Repairs (Option 1):**
[List of necessary repairs with corresponding pricing]

2. **Recommended Repairs (Option 2) :**
[List of recommended repairs with corresponding pricing]

**Tenant Totals:**

Tenant's Estimated Repairs (Option 1): $xxxxxAmountxxxxx
Tenant's Estimated Repairs (Option 2): $xxxxxAmountxxxxx
Tenant's Deposit: $xxxxxAmountxxxxx

**Landlord Charges:**

1. **Necessary Repairs (Option 1) :**
[List of necessary repairs with corresponding pricing]

2. **Recommended Repairs (Option 2) :**
[List of recommended repairs with corresponding pricing]

**Landlord Totals:**

Owner's Estimated Repairs (Option 1): $xxxxxAmountxxxxx
Owner's Estimated Repairs (Option 2): $xxxxxAmountxxxxx
Outstanding Non-Turnover Charges: $xxxxxAmountxxxxx
Owner's Portion of Tenant Repairs (Not Covered by Deposit): $xxxxxAmountxxxxx
Reserve Funds Required (Per Management Agreement): $xxxxxAmountxxxxx
Total Cash On-hand: $xxxxxAmountxxxxx

Financial Contributions:
For Option 1, a contribution of $xxxxx would be required for prompt essential repairs. For Option 2, a contribution of $xxxxx ensures the completion of all recommended repairs without delay. Contributions can be made through your owner portal or via check. Please let me know if you need assistance accessing your owner portal.

XXXXXXXXXXXXXXXXXX---OR (DO NOT SEND BOTH SECTIONS)---XXXXXXXXXXXXXXXXXX

Funds Availability:
We have sufficient funds in your account to cover the approved repairs for both Option 1 and Option 2, pending your approval. No further action is required, other than approval to proceed, unless you have specific questions or concerns.

Approval Process:
To approve the repairs, simply reply to this email. If you wish to discuss the repair options further, feel free to reach out.

Your prompt attention to this matter is appreciated. Thank you for your continued trust in our services.

After receiving approval, dispatch the vendors to complete the work.

(NOTICE) Security Deposit Accounting

(Subtasks)

1

Prepare all invoices for security deposit accounting
2

No later than 21 days after possession was returned/retaken complete the security deposit accounting in Process.st (Use estimates for any repairs not yet completed/invoiced)
3

Print the disposition letters and all invoices and have them prepared for mailing

(Subtasks)

1

Ensure that any co-signers are mailed a disposition letter separately

(TERMINATE) Security Deposit Accounting

(Subtasks)

1

Prepare all invoices for security deposit accounting
2

No later than 21 days after possession was returned/retaken complete the security deposit accounting in Process.st (Use estimates for any repairs not yet completed/invoiced)
3

Print the disposition letters and all invoices and have them prepared for mailing

(Subtasks)

1

Ensure that any co-signers are mailed a disposition letter separately

(FORFEIT/EVICTION) Security Deposit Accounting

(Subtasks)

1

Prepare all invoices for security deposit accounting
2

No later than 21 days after possession was returned/retaken complete the security deposit accounting in Process.st (Use estimates for any repairs not yet completed/invoiced)
3

Print the disposition letters and all invoices and have them prepared for mailing