Buildium Move-Out / Move-In Workflow: 5 Phases

[Date Time] - Staff [Name]: Move-out appointment confirmed.

MOVE-OUT APPOINTMENT:
- Date: [Move-out date]
- Time: [Start time – End time]
- Inspection led by: [PM / Inspector name]
- Resident attending: [Yes/No] – [Name if yes]
- Entry method: [Resident present / Keys already returned / Lockbox]

NOTES:
- Estimated inspection duration: [X] minutes.
- Any special instructions: [e.g. elevator booking, concierge, strata rules].

PRE-WORK (if applicable):
- Pre-cleaning / painting / lock change planned: [Yes/No]
- Linked work order(s): #[WO number(s)]

TASK FIELDS UPDATED:
- Status set to “In Progress – Move-Out Scheduled”.
- Due Date updated to [Move-out inspection date].
- Assigned To updated to [Name].
                                

[Date Time] - Staff [Name]: Move-out inspection completed (HappyCo + RTB-27).

INSPECTION DETAILS:
- Date: [Date]
- Time: [Time]
- Inspector: [Name]
- Resident present: [Yes/No] – [Name if yes]

DOCUMENTS UPLOADED:
- HappyCo Move-Out Report (PDF)
- RTB-27 Move-Out Condition Report (PDF)
- Key photo sets (rooms, appliances, balcony, parking, storage, etc.)

OVERALL CONDITION:
- General cleanliness: [Excellent / Good / Fair / Poor]
- Wear & tear vs damage: [Short summary]
- Notable issues: [Short bullet list of major items]

RESPONSIBILITY (initial assessment – subject to RTB rules):
- Likely Tenant Responsibility:
  • [Item 1 – e.g., heavy wall damage in living room]
  • [Item 2 – e.g., deep cleaning required beyond normal use]
- Likely Owner Responsibility / Wear & Tear:
  • [Item 1 – e.g., minor carpet wear in high traffic areas]
  • [Item 2 – e.g., appliance age-related issues]

NEXT STEP:
- Obtain quotes for tenant-responsible items (Phase 4).
- Prepare proposed damage deposit breakdown for owner + resident.
                                

[Date Time] - Staff [Name]: TASK CLOSURE – MOVE-OUT / MOVE-IN PROCESS COMPLETED
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KEY TURNOVER:
- All keys/fobs/remotes returned: [Yes/No]
- Date returned: [Date]
- Confirmed by: [Staff name]
- Notes: [Any missing items / replacement charges]

DEPOSIT & ACCOUNTING:
- Damage deposit held: $[amount]
- Total applied to repairs/cleaning: $[amount]
- Amount refunded to tenant: $[amount]
- Refund method & date: [EFT/Cheque #, Date]
- Owner top-up required (if any): $[amount] – [Paid/Outstanding]
- Owner statement / tenant deposit statement uploaded to Attachments: [Yes/No]

DOCUMENTS CHECKLIST:
✓ Tenant notice attached
✓ Move-Out HappyCo report (PDF) attached
✓ RTB-27 Move-Out report attached (with signature or note if refused)
✓ Photos of condition/damage attached
✓ All vendor quotes & invoices attached (if applicable)
✓ Deposit breakdown emails to owner & tenant attached
✓ RTB order / application (if any) attached

UNIT TURNOVER:
- Unit status updated for re-rental: [Yes/No]
- Linked to new placement / listing task: [Yes/No – Task ID/ref]
- Any follow-up work orders open: [Yes/No – WO # if yes]

COMPLIANCE:
- RTB timelines for deposit handling followed: [Yes/No – notes if exception]
- 3PM PMA deposit and communication clauses followed: [Yes/No]
- All major decisions documented in Messages with timestamps

FINAL SUMMARY:
Move-out completed for [Resident Name] at [Property / Unit] on [Date].
Deposit and accounting finalized, unit prepared for next tenancy.
Task closed on: [Date]
Completed by: [Name, Title]
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