Early Termination Workflow

• Tenant Inquires About Early Termination
  • Check to see if the tenant qualifies for early termination: Tenants must not have more than two late payments or NSF payments on their ledger.
  • Note: If less than 3 months remain on the lease, the Early Termination request will be denied. It’s better to complete the lease or pay the remaining rent in full rather than terminating early. Refer to Early Term FAQ's: https://www.treatyoakproperties.com/frequently-asked-tenant-questions

• Confirm Eligibility
  • If the tenant’s ledger and payment history meet the policy, respond using the appropriate email template:
    • Off-Season Early Termination Email Template
    • Standard Early Termination Email Template
• Notify the Property Owner
  • Inform the owner of the potential early termination using the owner notification email template.
• Schedule Phone Call with Tenant
  • If the tenant confirms their interest, schedule a phone call to review all scenarios, including:
    • Rental rate adjustments and rent differentials at the tenant’s expense.
    • Utilities remaining in the tenant’s name until new occupancy.
    • Lawn maintenance responsibilities until vacate date.
    • Ect
• Obtain Written Confirmation from Tenant
  • After the phone call, if the tenant still agrees to proceed, request a written Notice to Vacate that includes:
    • Move-out date
    • Forwarding address
  • Use the Written Notice Request Email Template.
• Notify APM Team
  • Once the Notice to Vacate is received, email APM team with details using the Early Termination Notification Email Template.
• Inform the Owner
  • Notify the property owner that early termination is being processed using the Owner Notification Email Template.
• Prepare for Vacancy
  • Add the property to the vacancy spreadsheet, labeling it with "Early Term" behind the property address.
  • Schedule necessary work orders (day after tenant vacates):
    • Make-ready Inspection
    • Locksmith for rekeying 
• Separate Charges
  • Once the tenant vacates & make ready quote is received, itemize and separate:
    • Security deposit deductions (charged to the tenant).
    • Owner’s expenses.
• List the Property
  • Once the property is ready and listed, inform both the tenant and the owner using the Property Listed Notification Owner/Tenant Email Template.
• Monitor Rent Payments
  • Ensure rent payments continue to be processed on the 1st of every month per the initial email sent to Anna’s team.
  • Note: Early terminations will not appear on the delinquency report as tenants are "moved out."
• Handle Rent Reductions
  • If a rent reduction is necessary, send the tenant a friendly reminder about their responsibility for covering the reduction and provide the updated rate using the appropriate email template.
• Notify Tenant of New Occupancy
  • Once the property is leased and occupied, notify the tenant using the Tenant Occupancy Notification Email Template.
• Process Security Deposit
  • Security deposits will be mailed and processed within 30 days of the new tenant’s move-in date
  • All costs in the make ready turn IE rekeying, cleaning & yard maintenance (if applicable) will be charged to the tenant