3PM Move-Out & Notice to Vacate – Buildium Training Flow
3PM – Buildium Training Page

Move-Out Inspection & Notice to Vacate

When a tenant gives notice to vacate, create a Move-out inspection Task immediately. If the owner takes the property back, open a separate Offboarding Property Task.

Move-Out Inspection Task
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Create Move-out inspection Task right after notice
Source: Tenant / Owner · Action: same business day
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As soon as notice is received (email, portal, RTB form, written letter), create a Task named as a Move-out inspection Task. This Task will stay open until move-out is fully completed.

Task name

[Property Address] – Move-out inspection – [YYYY-MM-DD move-out date] – [Tenant name]

Buildium fields:
Status: Open
Category: Move-out inspection
Priority: Normal
Linked to: correct Property & Tenant
Assigned to: Property Manager / Coordinator
Attachments
  • Upload tenant's written notice or RTB form.
  • Attach email thread or screenshot if notice came from portal/text.
First comment example

[YYYY-MM-DD HH:MM] Tenant submitted notice to vacate. Effective move-out date: [date]. Source: email/portal/letter. Move-out inspection Task created.

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Confirm move-out date & tenancy details
Check fixed-term vs month-to-month
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Compliance RTA notice rules

Before anything else, confirm:

  • Correct tenant and unit in Buildium.
  • Requested move-out date and if proper notice time is met.
  • Fixed-term expiry date or month-to-month status.
  • Any existing notices or agreements already on file.
Comment sample

[YYYY-MM-DD HH:MM] Confirmed tenancy: [fixed-term / month-to-month]. Tenant requested move-out on [date]. Notice period checked against RTA.

2
Ask owner: keep renting or take back property?
Decision defines if Offboarding Task is needed
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Owner Decision

Contact the owner by Buildium message or email. Explain the tenant's notice and ask clearly: "After this tenant moves out, do you plan to continue renting with 3PM, or take the property back / move to another company?"

Owner option A – Continue renting with 3PM
  • We will prepare move-out, then new placement for next tenant.
  • No new main Task. Continue to use the same Move-out inspection Task.
  • New listing / placement Tasks are created separately.
Owner option B – Take back / change management
  • We still complete move-out properly for current tenant.
  • After move-out is done, create a separate Offboarding Property Task to close trust and portal access.
Comment sample

[YYYY-MM-DD HH:MM] Owner decision: [continue renting / take back / move to new manager]. Confirmed by email/Buildium message and saved to File.

3
Schedule move-out inspection & send instructions
All communication recorded in comments
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Communication Buildium + Email

From this same Move-out inspection Task:

  • Offer inspection date/time close to move-out date.
  • Confirm strata requirements (move-out fee, elevator booking) if strata unit.
  • Send move-out procedure PDF and any building rules.
Comment sample

[YYYY-MM-DD HH:MM] Confirmed move-out inspection on [date/time]. Move-out instructions and strata bylaws emailed to tenant. Tenant acknowledged.

4
Do move-out inspection & upload RTB-27 + photos
HappyCo / inspection tool + RTB-27
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Inspection Evidence for deposit

On inspection day:

  • Complete inspection using HappyCo or inspection tool.
  • Complete RTB-27 with tenant if possible.
  • Take clear photos of any damage beyond normal wear and tear.
Attachments to this Move-out inspection Task
  • RTB-27 signed copy (scan or photo).
  • Inspection report PDF (HappyCo, etc.).
  • Photo folders labelled by room/area.

[YYYY-MM-DD HH:MM] Move-out inspection completed. RTB-27 and inspection report uploaded. Damage noted in [areas].

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Repairs, quotes, and deposit summary
Follow maintenance workflow for work orders
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Repairs Use maintenance workflow

Any repairs identified here should follow the standard maintenance workflow (separate Work Orders), but this Task remains the main record for move-out and deposit.

  • Create Work Orders for cleaners/handymen if needed.
  • Upload quotes and final invoices to this Task.
  • Mark clearly what portion is owner cost vs tenant charge-back.
Deposit decision comment

[YYYY-MM-DD HH:MM] Deposit calculation: total deposit $____. Refund to tenant $____. Applied to damage/cleaning $____. Evidence: RTB-27, photos, invoices [file names].

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If owner takes back – create Offboarding Property Task
New Task – only after move-out is confirmed
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Offboarding Separate Task

When the owner is not continuing with 3PM, create a new Offboarding Property Task. This is for trust reconciliation, statements, and access removal.

Offboarding Task name

[Property Address] – Offboarding property – [YYYY-MM-DD] – [Owner name]

Status: Open
Category: Offboarding / Administrative
Priority: Normal
Linked to: Property & Owner
Assigned to: Property Manager / Accounting

Use this Offboarding Task to handle closing statements, trust reconciliation, file export, and portal access removal. Do not mix these steps inside the Move-out inspection Task.

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Close the Move-out inspection Task after all actions done
Make sure comments + files tell the whole story
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Completion Final review

Before closing this Task, check:

  • All key emails uploaded or referenced.
  • RTB-27, inspection report, and photos attached.
  • Repair invoices and deposit instructions clear.
  • Owner informed of final outcome.
  • Tenant informed of deposit result and any charges.
Final comment example

[YYYY-MM-DD HH:MM] Move-out completed. Deposit processed and parties notified. All documents attached (RTB-27, inspection, invoices). Move-out inspection Task closed for audit record.