Buildium Task Lifecycle – RTB Dispute (Security Deposit) | 3PM
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Buildium Task Lifecycle

RTB Dispute – Security Deposit (Dispute / Eviction category)

Dispute / Eviction RTB – Deposit Retention Single Task per File

RTB Dispute – Security Deposit

Use this lifecycle to keep every deposit dispute consistent, evidence-complete, and audit-ready.

1
Phase 1: OPEN DISPUTE TASK & ASSIGN FILE LEADS
Set up the Buildium task and confirm who is responsible for the file.
1. Description

Create a task under the correct rental property and tenant profile.

Reference the move-out inspection date and key deficiencies (e.g., grease buildup, wall holes, blind stains, hardwood scratches).

Record that the tenant rejected full proposed deductions (e.g., only agrees to cleaning or strata fine).

Note that the Property Manager has advised the tenant that 3PM will file an RTB dispute to retain part/all of the deposit.

Assign the task to the primary PM and add the Managing Broker as collaborator.

Task naming (example)
[Address] – RTB Dispute – Security Deposit – [Move-Out Date]
2. Attachments / Evidence
  • Move-in & move-out inspection reports (RTB-27)
  • Photos/videos (dated if possible)
  • Cleaning/repair estimates and invoices
  • Strata letters/fines (if applicable)
  • Tenant communications relevant to deductions
3. Buildium Notes

Use Work Sessions to track time and review any linked Work Orders that may form part of the claim or tenant counter-claim.

2
Phase 2: CONFIRM KEY DATES, AMOUNTS & EVIDENCE
Confirm timelines, deposit amount, and evidence completeness.
  • Confirm forwarding address date received (critical timeline trigger).
  • Confirm deposit amount and proposed deductions.
  • Confirm evidence list is complete and organized.
3
Phase 3: FILE RTB APPLICATION (RTB-12)
Submit dispute to retain part/all of deposit.
  • Prepare RTB-12 and supporting summary.
  • Record filing confirmation and fee receipt in Buildium.
4
Phase 4: RECORD RTB NOTICE & IMPORTANT DEADLINES
Log hearing date and evidence deadlines.
  • Upload RTB Notice package and record deadlines.
  • Set due dates based on next action (service, evidence submission).
5
Phase 5: SERVE RTB PACKAGE ON TENANT & PROOF OF SERVICE
Serve properly and store proof.
  • Serve RTB package per RTB instructions and deadlines.
  • Upload proof of service (RTB-34 / RTB-50 as applicable).
6
Phase 6: HEARING PREPARATION & COMPLIANCE REVIEW
Prepare evidence package and arguments.
  • Confirm evidence is complete, organized, and submitted on time.
  • Managing Broker review gate (as required).
7
Phase 7: HEARING COMPLETED – AWAITING DECISION
Record hearing notes and next steps.
  • Record hearing summary and any undertakings.
  • Set follow-up due date for decision monitoring.
8
Phase 8: RTB DECISION IMPLEMENTATION & LEDGER UPDATE
Implement monetary order and update Buildium ledger.
  • Upload RTB decision / monetary order.
  • Update ledger to match RTB order exactly.
  • Process deposit release/refund as ordered.
9
Phase 9: FILE CLOSURE & ARCHIVING (TASK COMPLETED)
Close only when implemented and fully archived.
  • Confirm all evidence + RTB docs are attached and labeled.
  • Confirm ledger matches RTB order.
  • Record final outcome summary and close the task.

Quick Reference Cards

Use for closing + training
1. Key Timelines
  • File RTB dispute: within 15 days of receiving forwarding address.
  • Serve RTB package & evidence: follow dates in RTB notice.
  • Submit evidence to RTB: typically ≥ 7 days before hearing.
  • Implement decision & refund: as ordered in monetary order.
2. Core RTB Forms
  • RTB-12 – Application for Dispute Resolution (retain deposit).
  • RTB-27 – Condition Inspection Reports (move-in / move-out).
  • RTB-34 / RTB-50 – Proof of Service forms.
  • RTB monetary order / decision letter.
3. Buildium Focus
  • Single dispute task per file with clear naming.
  • All evidence attached: inspections, photos, estimates, RTB docs.
  • Ledger updated to match RTB order exactly.
  • Task closed only when implemented and archived.
© 3PM Real Estate Services Inc. Internal Training Draft. Buildium is the official record.