Move-Out / Move-In Process

Buildium navigation: Tasks > Add task

• Select the correct Property / Unit and link the current resident.
• Set Task name as: [Property] – Move out / Move in Process – [Resident] – [Notice Date].
• Set Status: New, Priority: Normal.
• Set an initial Due date based on the requested / expected move-out date.
• Assign to the staff member who will coordinate move-out / move-in.
• Add any collaborators (admin, inspector, accounting) if your Buildium plan allows.

Record notice & reason in comments

• In Comments, record:
  • Date notice was received.
  • Who gave the notice (primary resident) and by which channel (email / Buildium message).
  • Reason for move-out (if shared – e.g., job transfer, upsizing, rent too high).
• Upload the tenant’s written notice (email PDF or signed form) into Attachments.

Send move-out procedures

• Send the resident the Move-Out Procedure by email (and copy via Buildium message).
• Note in comments: “Move-out procedures sent to resident on [date] via email + Buildium.”
• This satisfies communication expectations in the 3PM Property Management Agreement and keeps a clear audit trail.

Update core task details

• Confirm the move-out date & time with the resident.
• Update the task Due date to the confirmed move-out inspection date.
• Confirm Assigned to for the person conducting the move-out (PM / inspector / contractor if applicable).

Log work session details

• In Comments, note:
  • Move-out appointment date & time.
  • Expected duration of the inspection / work session.
  • Any agreed fee or commission for the staff handling move-out / move-in, for later accounting reference.
• If pre-cleaning, painting, or lock-change is planned, create a linked work order from this task and assign to the appropriate vendor/staff.

All scheduling changes must be reflected in the task due date so the dashboard remains accurate.

On-site inspection

• Use the HappyCo app plus the RTB-27 Condition Inspection Report at move-out.
• Ensure resident is invited to attend as required under BC Residential Tenancy rules.
• Photograph all rooms, appliances, and any damage or cleaning issues.

Upload inspection records into Buildium

• Export the HappyCo report and RTB-27 as PDF.
• Upload both files into the task Attachments and label clearly, e.g.:
  • "Move-Out Inspection – HappyCo – 2025-11-30"
  • "RTB-27 Move-Out Condition Report – 2025-11-30"
• Upload key photo evidence (before/after comparison, serious damage, cleanliness issues).

Summarize findings & responsibilities

• In Comments, write a short summary:
  • Overall condition (clean / fair / poor).
  • List items that appear to be tenant responsibility vs owner responsibility based on RTB repair guidelines and 3PM tenancy policy.
• This comment will be the base for quotes, deposit deductions, and communication with the owner and resident.

Keep this step factual and neutral – no negotiation yet, just condition and responsibilities.

Collect quotes for tenant-chargeable items

• Request quotes from approved vendors for all repair / cleaning items that appear to be tenant responsibility.
• Upload each quote to Attachments with clear names, e.g. "Quote – Wall Repair – ABC Painting".

Present summary to owner & resident

• In Comments, draft a clear summary of:
  • Inspection finding (reference Phase 3 summary).
  • Total estimated cost of tenant-responsible work.
  • Recommended amount to deduct from damage deposit, following RTB rules.
• Send a formal email to the rental owner and resident outlining:
  • Inspection results.
  • Copies of quotes (attached).
  • Proposed deductions from the damage deposit and any remaining balance to refund.
• Copy the key parts of the email into the Buildium task comments for record.

Track agreement & RTB-27 completion

• Once the resident confirms they agree with the deduction, note in comments: “Resident agreed to deposit deduction of $[amount] on [date].”
• Attach the final signed RTB-27 (Move-Out) with both parties’ signatures.
• Update the task Due date to the deadline for returning the damage deposit under BC law.

Confirm physical turnover

• Confirm all keys, fobs, remotes are returned and logged.
• Note in comments: “All keys/fobs returned on [date] – confirmed by [staff].”
• Update leasing / availability status for the unit and link to the next placement task if the property will be re-rented.

Damage deposit & accounting

• Have accounting process the damage deposit return and any deductions according to the final agreement or RTB order.
• Upload the owner statement / tenant deposit statement into Attachments.
• In comments, record:
  • Total deposit held.
  • Amount applied to repairs / cleaning.
  • Amount refunded to resident and payment date / method.
• Ensure the staff / vendor who handled the move-out / move-in is paid according to internal 3PM policy and note in comments once complete.

Close the task

• Add a final summary comment (1‑3 lines) of the overall move-out / move-in result.
• Change task Status to Closed / Completed.
• This task now serves as the complete record for notice, inspection, quotes, deposit handling, and turnover for this tenancy.