Applies To: Property Management Team, Field Agents, Coordinators
🎯 Purpose
To standardize the tenant move-out process, including inspections, key collection, and security deposit handling ensuring legal compliance and safeguarding the interests of both the property owner and the departing tenant.
🧩 Step-by-Step Process
1. Pre-Move-Out Communication
✅ Send a confirmation email to the tenant containing:
- Property address
- Scheduled appointment date and time
- Assigned field agent name and contact
- Expectations for the walkthrough
- Request for forwarding address
- Reminder: All keys must be returned at the time of inspection
✅ Confirm updated contact details for all tenants.
2. Inspection Preparation (Internal Use Only)
✅ Assign a Field Agent (e.g., Preston Frantzen or next available rep)
✅ Ensure the agent has access to:
- zInspector (mobile inspection tool)
- Property access (lockbox code, door entry, or prior arrangements)
- BricksFolios Move-Out Checklist Template
- Previous move-in inspection report for comparison
3. On-Site Appointment Protocol
✅ A. Inspection & Documentation
Use zInspector to thoroughly document:
- Walls, flooring, windows, and doors
- Kitchen appliances, bathrooms, and fixtures
- Bedrooms, closets, utility areas
- Garage, yard, and storage (if applicable)
- Take high-quality photos and detailed notes for each space
🔑 B. Key Handover
Collect and log all returned keys:
- Main entry
- Mailbox
- Garage remotes
- Storage unit
- Any other access points
Record total quantity and type of keys returned.
🧾 C. Final Acknowledgment
- Verbally summarize the inspection findings to the tenant
- Request tenant to sign the inspection acknowledgment, if required
- Inform tenant of the expected timeline for security deposit return
4. Post-Walkthrough Process
📨 A. Documentation & Reporting
- Email tenant a copy of the completed inspection report
- Forward the report and agent notes to:
- Property Owner
- PM@BricksFolios.com (for internal archiving)
🏦 B. Security Deposit Workflow
- Send tenant’s forwarding address to the Accounting team
- Coordinate with owner/contractors for any repair estimates and required deductions
- Ensure security deposit refund is processed within 21 days (as per WA State Law)
5. Escalation & Disputes
If the tenant disputes any inspection findings:
- Escalate the issue to the Property Manager
- Ensure all communication is documented in the CRM and/or by email
- Do not make commitments or adjustments without PM review
Templates & Tools
| Task | Tool |
|---|---|
| Inspection | zInspector Mobile App |
| Communication | Gmail Templates, CRM |
| Deposit Handling | Internal Accounting Form |
| File Storage | Google Drive (Property Folder) |
Key Roles & Responsibilities
| Role | Responsibility |
|---|---|
| Field Agent | On-site inspection, documentation, key collection |
| Growth/PM Team | Scheduling, tenant communication, deposit coordination |
| Accounting | Processing and issuing deposit refunds |
| Property Owner | Approving deductions and repair estimates |
Key Contacts
- Field Agent Support: (360) 463-0732
- Property Management Team: PM@BricksFolios.com | (425) 970-9393
→ Book your private strategy session with BricksFolios Founders, Vinod Sharma and Jo Dixit.
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