Tenant Placement

When the owner confirms they want a new tenant, create a Tenant Placement Task immediately. This Task will stay open until the new tenant has moved in and accounting has finished payouts.

[Property Address] – Tenant placement – [YYYY-MM-DD available date] – [Source: Owner/PM]

[YYYY-MM-DD HH:MM] Tenant placement Task opened. Owner confirmed property to be rented. Available date: [YYYY-MM-DD].

Make sure we have everything needed before advertising:

• Full property address, unit number, legal description (from Buildium/owner file).
• Number of bedrooms, bathrooms, parking stalls and stall numbers.
• Locker numbers, storage details, bike room details if any.
• Strata bylaws: move-in/out fee, elevator booking rules, pet/smoking policy.
• Key set count, fob cards, remotes – note where they are stored.
• Utilities: which ones are included vs paid by tenant.

[YYYY-MM-DD HH:MM] Property info confirmed (beds/baths/parking/locker/bylaws/keys). Ready to prepare listing details and photos.

In the Property/Unit page, update all listing-related fields so they match what will appear in advertisements.

• Target market rent and rent range.
• Square footage, floor level, exposure (N/S/E/W).
• Bedrooms, bathrooms, den/flex info.
• Parking and locker details.
• Appliances, heating/cooling, amenities (gym, pool, concierge, etc.).
• Pet policy, smoking restrictions, minimum lease term.

[YYYY-MM-DD HH:MM] Buildium property details updated (rent, size, beds/baths, parking, locker, amenities, pet/smoking rules).

If the property needs cleaning, touch-ups, staging, or professional photography, arrange vendors and record everything in this Task.

• Create Work Orders for cleaners, handymen, stagers, photographers if required.
• Upload quotes, confirmations, schedules, and final invoices.
• Note entry instructions if current tenant is still in place.

[YYYY-MM-DD HH:MM] Cleaning/staging/photo vendors booked. Work Orders created and attached. Scheduled on [dates].

Once photos and details are ready, post the rental ads and paste every listing link into this Tenant Placement Task.

• 3PM / company website listing link.
• QuickList / internal marketing sheet link.
• Craigslist / Kijiji / Facebook / other platform links.
• Any PDF flyers or marketing materials (attach as files).

[YYYY-MM-DD HH:MM] Listing posted. Links: [3PM], [QuickList], [Craigslist], [Kijiji], [other]. All links pasted in Task description.

During marketing, all important communication should be reflected in the Tenant Placement Task, even if you use phone/WeChat for speed.

• Record showing dates/times and who is attending.
• If there is a current tenant, confirm showing windows with them and note it here.
• Note any serious prospects after showings (short summary only).

[YYYY-MM-DD HH:MM] Showings scheduled on [dates/times]. Current tenant approved showing windows. Serious interest from [#] groups noted.

When applications arrive, attach them and record key screening decisions in this Task. The detailed financial/ID info stays in the application file or Property Copilot system.

• Attach each completed application as a file.
• Attach screening summaries (credit, references, verification reports).
• Record decision: declined / on hold / recommended to owner.

[YYYY-MM-DD HH:MM] Applications received from [names]. Screening completed. Recommended applicant: [name]. Summary: income, references, move-in date preference.

Once the owner and PM approve an applicant:

• Send approval email to applicant with next steps and deposit instructions.
• Prepare and send lease / tenancy agreement for signature.
• Record date the deposit is received and attach proof (screenshot, receipt).

[YYYY-MM-DD HH:MM] Applicant [name] approved by owner. Deposit $____ received on [date]. Lease sent and signed on [date]. Proof of payment attached.

After lease and deposit are in place, confirm the move-in date and send all practical information to the new tenant.

• Move-in date and time confirmation.
• Strata move-in instructions and any fees/forms.
• Key pickup details and parking/locker info.
• Buildium / resident portal invitation and “how to use” guide.

[YYYY-MM-DD HH:MM] Move-in confirmed for [date/time]. Sent strata move-in instructions, fee info, key pick-up details, and portal login guide to tenant.

On move-in day, the assigned staff completes the move-in inspection (HappyCo + RTB-27 move-in section if used) and hands over keys.

• Complete move-in inspection report (HappyCo or equivalent).
• Obtain tenant’s signature where required.
• Upload report and photos to this Tenant Placement Task.
• Confirm keys/fobs/remotes handed over and note counts.

[YYYY-MM-DD HH:MM] Move-in inspection completed. Report and photos uploaded. Keys/fobs/remotes handed over and confirmed with tenant.

Before closing the Tenant Placement Task, check:

• All vendor invoices uploaded (cleaning, staging, photos, etc.).
• Tenant deposit and first rent recorded correctly in trust.
• Any placement fees & payouts assigned for accounting.
• Property status in Buildium updated to “occupied” with correct tenant.
• Optional: ask tenant if everything is okay after move-in and note feedback.

[YYYY-MM-DD HH:MM] Tenant placement completed. Tenant moved in on [date]. All invoices uploaded and sent to accounting. Property updated to occupied. Task closed.