Move-Out Make Ready: Repairs, Paint, Flooring & Rekeying Work Orders

LC should inform MC about the move-out date and also have that reflected on the vacancy sheet, so that we don't send the vendors too soon. In preparation for our move-outs, you will need to submit a work order at least 1 week prior to have the property inspected by Walt for the make-ready & Chasity to rekey the property. For this task, you will utilize the vacancy spreadsheet for the upcoming move-outs.

You'll gather the list of move-outs from the vacancy spreadsheet. As an example, we'll use the March 2024 move-outs:

You will enter the 1 work order for Walt & 1 work order for Chastity. In the work order you will need to inform the vendor the date the tenants are scheduled to vacate & the date you would like them to complete the work. The vendor should enter 1 business day following the tenants move out date. Make sure to upload the move out photos provided by Walt to the property page. Below is an example how you'll enter the work orders.

Once you've entered these work orders, please update the vacancy spreadsheet columns labeled "Make-ready Completed?" & "Rekeyed". When the work order has been dispatched, you'll enter a "D" once the work order has been completed, you'll update the spreadsheet to yes with "Y"

Below is the vacancy spreadsheet key for reference:

When a property requires repainting or large painting work during the move-out process, the MC or LC must first confirm the paint direction with Jake before any Paint Work Order is created or assigned.

Jake will confirm whether the property should:

Retain the existing property color, or

Be repainted using an approved TOPM standard color.

If the decision is to retain the existing property color, this means the current paint color is still in good condition, and the assigned vendor will match the existing paint color to maintain consistency throughout the property.

If the decision is to use a TOPM standard color, this means the property needs to be standardized according to TOPM paint guidelines. Typically, the property should have white ceilings and trim and a neutral color throughout the home.

Current approved TOPM standard colors are: (White: Harmonious White, Grey: Agreeable Grey, Tan: Relaxed Khaki)

Once Jake confirms the approved paint direction, the MC can create and assign the Work Order and clearly communicate the approved paint selection to the vendor and all appropriate parties involved in the project.

When a property requires carpet or flooring installation during the move-out make-ready process, the MC must coordinate the timeline with the assigned Paint Vendor and Carpet/Flooring Installer to ensure work is completed in the proper order and to avoid damage to newly installed flooring.

In most cases, painting should be completed before carpet or flooring installation begins to prevent paint spills, scratches, debris, or other damage.

Before creating or assigning any Carpet or Flooring Work Order, the MC must confirm the installation timeline and work sequencing with the Paint Vendor and Carpet/Flooring Installer.

Be sure to schedule cleaning after all repairs, painting, flooring installation, and other make-ready items are completed.