Adding or Removing a Tenant/Roomate Workflow

Step 1: Tenant Inquiry

• Trigger: A tenant contacts us requesting to add or remove a tenant/roommate from the lease.
• Action:
  • Respond to the inquiry, clearly stating that this is a consideration and not guaranteed.
  • Outline the process and any associated fees.

Step 2: Collect Administrative Fee

• Fee Amount: $250 (non-refundable)
• Action:
  • Inform the tenant that the administrative fee must be paid through their tenant portal to begin consideration of the request.
  • Confirm receipt of the payment before proceeding further.

Step 3: Application Process

• If Adding a Tenant:
  • Provide the new tenant with the application link.
  • Application Fee: $55/person.
  • Share the approval requirements (Link to Approval Criteria).
  • Inform the tenant that the new applicant must meet all approval criteria for the request to be considered.
• If Removing a Tenant:
  • Require the remaining tenant to reapply for the property individually.
  • Application Fee: $55/person.
  • Provide the application link for the remaining tenant.
  • Share the approval requirements (Link to Approval Criteria).
  • Inform the tenants that the request will not be approved unless the remaining tenant meets all criteria.

Step 4: Application Review

• Action:
  • Review the application(s) against the standard approval criteria.
  • Notify the tenants of the decision.
• If Approved:
  • Adding a Tenant: Prepare a new lease agreement reflecting all tenants.
  • Removing a Tenant: Draft a roommate addendum to formalize the removal of the departing tenant. Confirm that the original security deposit will remain with the property.
• If Not Approved:
  • Inform tenants that the request has been denied.
  • Clearly state that the lease will remain unchanged, and all current tenants must adhere to the original terms.

Step 5: Finalize Documentation (If Approved)

• Adding a Tenant:
  • Ensure all parties (existing tenants, the new tenant, and property management) sign the updated lease agreement.
  • Provide copies to all involved parties.
• Removing a Tenant:
  • Ensure all parties (remaining tenant and departing tenant) sign the roommate addendum.
  • Provide copies of the updated lease agreement to all involved parties.

• Send the applicant our rental criteria.
• If they believe they meet the requirements, provide them with instructions to apply through the listing on our website.
• If all criteria are met and approved, use the Roommate Swap Addendum to finalize the change.

Step 6: Update Records

• Action:
  • Update tenant information in the property management system.
  • Archive old agreements and save new agreements securely.

Step 7: Follow-Up

• Confirm with tenants that the process is complete if the request was approved.
• Remind tenants of any obligations, including rent payments and maintenance responsibilities.

• Discretionary Decision: Approval of tenant changes is at the sole discretion of the property management team and is not guaranteed.
• Timeline: Processing the request may take several business days depending on responsiveness and application reviews.
• Fees: All fees are non-refundable, regardless of the decision