3PM Real Estate Services Inc.
Buildium Property Offboarding Workflow: 6 Phases
Training workflow for removing a property from management in Buildium. Use this as a step-by-step checklist so every offboarding is documented, consistent, and compliant with 3PM policy and BC rules.
3PM WebsiteBuildium Task Setup – Property Offboarding
- Task name: [Property Address] – Property Offboarding – [Owner Name] – [Termination Date]
- Category: “Property Offboarding” (3PM custom category)
- Status: “New” | Priority: “High” (default)
- Due Date: The confirmed management termination date
- Assigned To: Primary Property Manager (or designated Offboarding lead)
- Collaborators: Accounting, Admin, Maintenance (as needed)
- Share With: Internal staff only (owner receives separate formal letters/statements)
All termination notices, owner confirmations, tenant letters, financial reports, and internal decisions should be logged in this single Offboarding task or clearly linked tasks (e.g., maintenance, move-out).
Phase 1: INITIATION & RETENTION REVIEW
1. Description – Confirm termination & explore retention
A termination request is received (owner-initiated, 3PM-initiated, or project completed). Acknowledge in writing, confirm termination date, review reasons, and explore any reasonable retention options. If termination proceeds, create or update the Offboarding task as the main record.
2. Buildium Task Fields (Start of Offboarding)
| Field | Value / Instruction |
|---|---|
| Task Name | [Property Address] – Property Offboarding – [Owner Name] – [Termination Date] |
| Category | Property Offboarding |
| Status | “New” |
| Priority | High (default) |
| Due Date | Set to management termination date |
| Assigned To | Primary PM / Offboarding lead |
| Collaborators | Accounting, Admin, Maintenance (as needed) |
3. Messages (Template: Termination Initiation & Retention Review)
Use this log when the termination request is received and the Offboarding task is started:
[Date Time] - Staff [Name]: Offboarding initiated.
TRIGGER:
- Termination requested by: [Owner / 3PM / Other]
- Request received via: [Email / Signed letter / Phone (confirmed in writing)]
- Requested effective date: [Date]
- Reason (owner wording): [Short summary]
RETENTION REVIEW:
- Discussed alternative options with owner? [Yes/No – details]
- Summary of discussion: [Short notes]
- Final decision: Proceed with full offboarding as of [Date].
DOCUMENTS:
- Termination request / notice uploaded (file name: “Termination Request – [Owner] – [Date]”).
NEXT STEP:
- Confirm owner termination terms & handoff plan (Phase 2).
Buildium Note: Also review any open Work Orders or Maintenance tasks linked to this property. Decide whether they should be completed before termination or handed over to the new manager.
4. Attachments / Evidence
- Owner’s written termination request or notice.
- Internal retention notes (if a separate file / memo is used).
Phase 2: OWNER CONFIRMATION & HANDOFF PLAN
1. Description – Agree on handoff terms
Confirm in writing the termination terms and handoff logistics with the owner: final date of management, where funds and security deposits are going, who will manage going forward, and how keys, fobs, documents, and open issues will be handled.
2. Handoff Elements to Confirm
- Termination effective date (management end date).
- Future manager: self-managed by owner vs new PM/brokerage (name & contact).
- How and when keys, fobs, remotes, parking passes will be handed over.
- How any open maintenance or insurance claims will be dealt with (close vs transfer).
- Final funds disbursement method (EFT / cheque) and timing.
- Where security deposit will be sent if tenant remains (new PM / owner direct).
Buildium Note: Use the Notes tab for the property and owner to record agreed handoff terms. Add the new manager as a Contact so details are available for future reference.
3. Messages (Template: Owner Confirmation & Handoff Plan)
Use after you and the owner have agreed on the offboarding details:
[Date Time] - Staff [Name]: Owner termination terms and handoff plan confirmed.
OWNER:
- Owner name: [Name]
- Contact: [Email / Phone]
TERMINATION:
- Management termination date (3PM effective end date): [Date]
- Final statement period: [From Date] to [To Date]
HANDOFF:
- Property going to: [Owner self-managing / New PM – Company + contact]
- Keys/fobs/remotes to be handed over: [Date, to whom, method]
- Open maintenance / claims: [Close before handoff / Transfer with summary]
- Security deposit handling (if tenant stays): [Transfer to new PM/owner – details]
FUNDS:
- Final owner draw method: [EFT / Cheque]
- Expected date of final disbursement: [Date]
DOCUMENTS:
- Termination / release letter signed on: [Date] and uploaded.
NEXT STEP:
- Notify tenant(s) and coordinate transition (Phase 3).
4. Attachments / Evidence
- Signed management termination / release letter (PDF).
- New owner/PM contact sheet & disbursement instructions (if separate).
Phase 3: TENANT COMMUNICATION & TRANSITION
1. Description – Inform tenant & coordinate transition
Advise tenants in writing about the change in management, including the effective date, new payment instructions, and where to send maintenance requests going forward. Clarify if the tenant is staying with new management or vacating.
2. Tenant Transition Checklist
- Prepare tenant letter: effective date, new manager/owner contact, future rent payment details.
- Confirm whether tenant is:
- Continuing under new PM/owner, or
- Vacating (separate move-out workflow applies).
- Coordinate key/fob/access code handover to new PM/owner if tenant stays.
- Arrange transfer or shut-off of any utilities under 3PM’s name.
Buildium Note: Set lease end or management responsibility end in Buildium as of the termination date and update Lease Notes with new payment instructions so future staff reading the file understand what happened.
3. Messages (Template: Tenant Communication Log)
Use this for the internal Buildium comment; attach the letter separately:
[Date Time] - Staff [Name]: Tenant(s) notified of management change.
TENANT:
- Name(s): [Tenant names]
- Unit: [Address / Unit]
COMMUNICATION:
- Notice sent via: [Email / Mail / Portal message]
- Date sent: [Date]
- Key content:
• 3PM management end date: [Date]
• New manager/owner: [Name & contact]
• New rent payment instructions: [Method & details]
• New contact for maintenance/repairs: [Details]
TENANT STATUS:
- Tenant will: [Stay with new manager / Move out by Date / Other]
- If staying: keys/fobs/access codes transfer planned on [Date] to [Name].
UTILITIES:
- Utilities under 3PM name: [List]
- Action: [Shut off / Transfer – details & dates]
ATTACHMENTS:
- Tenant notification letter uploaded (file: “Tenant Notice – Management Change – [Date]”).
NEXT STEP:
- Complete final accounting & fund transfers (Phase 4).
4. Attachments / Evidence
- Tenant notification letter (including new payment and contact details).
- Key/access/fob handover receipt (if keys are delivered to new manager/owner).
Phase 4: FINAL ACCOUNTING & FUND TRANSFER
1. Description – Close financials and clear balances
Stop recurring fees, process all final income and expenses, and transfer remaining funds to the owner (and security deposit to the new manager/owner if tenant is staying). Aim for a $0.00 balance on the property after final disbursement, subject to trust and reconciliation rules.
2. Final Accounting Checklist
- Stop recurring management fees and automated charges as of termination date.
- Post all outstanding rent, utilities, vendor invoices, and management fees.
- Confirm all vendor bills related to this property are entered and paid or clearly noted.
- Calculate final owner draw and disburse funds per owner instructions.
- If tenant is staying with new manager:
- Transfer full security deposit to new manager/owner with documentation.
- Run final property-level reports and confirm balances are $0.00 or as agreed.
Buildium Note: Use Property Financials and Bank Reconciliation to verify that all funds are correctly disbursed and there are no unallocated amounts before closing.
3. Messages (Template: Final Accounting & Transfers Log)
Use once final income/expenses and transfers have been processed:
[Date Time] - Staff [Name]: Final accounting completed and funds transferred.
ACCOUNTING ACTIONS:
- Recurring management fees stopped effective: [Date]
- All outstanding rent/fees posted up to: [Date]
- Vendor invoices processed: [Yes/No – notes]
- Property balance before final draw: $[amount]
FINAL OWNER DRAW:
- Amount disbursed to owner: $[amount]
- Method: [EFT / Cheque]
- Date sent: [Date]
- Reference (EFT ID / cheque #): [Details]
SECURITY DEPOSIT (if tenant remains with new manager/owner):
- Amount transferred: $[amount]
- Sent to: [New PM / Owner]
- Date and method: [Date / EFT / Cheque]
- Supporting document uploaded: [Yes – file name].
TRUST / BALANCE CHECK:
- Property ledger balance after transfers: $[amount] (target $0.00 or agreed amount).
- Any intentional residual balances (explain): [Details]
NEXT STEP:
- Prepare final reports & compliance package (Phase 5).
4. Attachments / Evidence
- Final owner draw confirmation (EFT confirmation or cheque stub).
- Proof of security deposit transfer (if applicable).
- Final trust reconciliation report for this property (PDF or part of monthly package).
Phase 5: FINAL REPORTING & COMPLIANCE
1. Description – Final statements & legal obligations
Provide the owner with a complete final statement package and confirm all documents needed for tax and regulatory compliance are stored. Ensure PMA termination is properly signed and saved.
2. Final Reporting Checklist
- Generate final owner statement (covering last period up to termination date).
- Include income/expense summary and balance report in the package.
- Confirm owner details are accurate for year-end tax reporting.
- Ensure signed PMA termination is uploaded and easy to locate.
- Ensure all steps align with BC and local requirements (BCFSA, RTA, CRA as applicable).
Buildium Note: Upload the final owner statement package in the owner and property Documents/Files and add a comment confirming the date sent.
3. Messages (Template: Final Statement & Compliance Log)
Use this after final package has been sent to the owner:
[Date Time] - Staff [Name]: Final reporting and compliance package sent.
OWNER PACKAGE:
- Final owner statement period: [From Date] to [To Date]
- Included reports:
• Owner statement
• Income/expense summary
• Property balance report
• Any additional custom reports (if requested)
DELIVERY:
- Sent to owner via: [Portal / Email / Mail]
- Date sent: [Date]
COMPLIANCE:
- PMA termination fully signed and uploaded: [Yes/No]
- Owner details confirmed for year-end tax reporting: [Yes/No – notes]
- Steps reviewed for BCFSA / RTA / CRA requirements: [Yes/No – notes]
NEXT STEP:
- Inactivate property and archive records (Phase 6).
4. Attachments / Evidence
- Final owner statement package (PDF).
- Signed PMA termination / release.
Phase 6: FILE & ARCHIVE – PROPERTY CLOSED
1. Description – Inactivate and archive
Once financials, communications, and documents are in order, mark the property as inactive in Buildium (and owner if they have no other properties). Confirm portals and access are updated and archive records for the required retention period.
2. Archive Checklist
- Mark property as Inactive in Buildium.
- Inactivate owner profile if they have no remaining properties with 3PM.
- Ensure tenant and owner portal access is updated/revoked as appropriate.
- Confirm all key documents are stored in Buildium: PMA, termination, statements, main emails, reports.
- Export any additional data needed to meet BCFSA record-keeping standards.
- Notify accounting, maintenance, and management teams that the file is fully offboarded.
Buildium Note: Close the Offboarding task only after confirming the property is inactive, balances are cleared, and records meet brokerage retention requirements.
3. Messages (Template: Final Offboarding Closure – MANDATORY)
Use this final comment when offboarding is 100% complete:
[Date Time] - Staff [Name]: PROPERTY OFFBOARDING COMPLETED
CHECKLIST:
- Termination request & signed PMA termination uploaded ✓
- Owner handoff plan documented ✓
- Tenant(s) notified and transition completed ✓
- Final accounting done; funds & deposit transferred ✓
- Final owner statement package sent & filed ✓
- Property marked Inactive in Buildium ✓
- Owner profile updated/inactivated (if no remaining properties) ✓
- Portals & access updated (owner/tenant) ✓
- Core documents archived for retention (emails, statements, reports) ✓
TEAMS NOTIFIED:
- Accounting: [Yes/No – Date]
- Maintenance: [Yes/No – Date]
- PM/Management: [Yes/No – Date]
SUMMARY:
Property [Address / Unit] fully offboarded as of [Date].
Owner: [Owner Name].
New manager/owner: [If applicable].
Offboarding task closed on: [Date].
Completed by: [Name, Title].
4. Attachments / Evidence
- Completed internal offboarding checklist (if separate form used).
- Internal confirmation email/record that all teams have been notified.
Quick Reference Cards
Use these cards when auditing a property offboarding or training a new property manager.
1. Status Flow
New → In Progress (Terms) → In Progress (Tenant/Accounting) → In Progress (Reporting) → Completed (Offboarding Closed)
2. Must-Have Documents
- Termination request / notice
- Signed PMA termination / release
- Tenant notification letter(s)
- Final owner statement package
- Proof of funds & deposit transfers
- Key handover documentation (if applicable)
3. Accounting Essentials
- Recurring fees stopped on correct date
- All income/expenses posted
- Final draw processed correctly
- Security deposit transferred (if tenant stays)
- Property ledger balance verified
4. Communication Channels
| Official Record: | Buildium task comments & files |
| Legal Record: | Email / Letters (PDF in Files) |
| Supporting: | Phone/WeChat/WhatsApp (summarize in Buildium) |
5. Risk Checkpoints
- No trust funds left unallocated
- Security deposit handled according to law
- Owner given clear final statement package
- All documents retained per BCFSA rules
- Tenant has clear post-3PM contact info
6. Linked Workflows
- Move-Out / Move-In Workflow – if tenant is vacating.
- Maintenance Workflow – if there are active repairs to complete before offboarding.
- Accounting Adjustment Task – if trust corrections or historical adjustments are required.