Makeready + Prelisting Workflow


  • Makeready + Prelisting
    • Trigger: This process begins when:
      • we receive a notification that a tenant is terminating early
      • we have a new acquisition on a vacant property
      • a tenant is moving out as scheduled
    • KPI: List the property 7-14 days from the date the occupants vacate the property
    • LC:
      • 1. If this is a tenant/owner move-out: Schedule SignOtter to drop Supra, combo, sign 5 days before the end of the month in which the occupants move out.
      • 2. If this is an early termination or owner vacating: scheduled SignOtter to drop Supra, Combo, sign at least 1 day prior to the date the occupants are vacating.
    • LC: Update vacancy sheet w/ Supra, combo, sign information, move-out date
    • MC: Determine whether utilities need to be activated. If yes, then activate in TOP’s name. This process should begin ~30 days from the vacate date.
      • Utilities need to be activated for the day the tenants vacate. I.e. If lease expires July 31, then utilities need to be on July 31st 
    • MC: Determine if this needs to be added to vacancy mows/lawn care
    • MC: If this is an early termination or moveout: Schedule the handyman to conduct deposit disposition walkthrough. 
    • MC: After occupants vacate, schedule rekey
    • MC: After rekey, confirm new keys are in the lockboxes. Schedule Jake to run out if you need to confirm. 
    • PM: Conduct security deposit disposition 
    • MC: Follow up with handyman on results from deposit disposition walkthrough, collect makeready list from handyman. 
    • MC: Conduct makeready work
      • Schedule work orders
      • Update vacancy spreadsheet with relevant work order info 
    • LC: Confirm if we need photos. New photos are only required if we’re doing major cosmetic upgrade (new carpet, paint, new appliances), or if the old photos are bad. Confirm with PM if you’re not sure. If we do need new photos, then schedule photos after makeready + cleaning is complete. https://treaty-oak-property-management-llc.helpscoutdocs.com/article/227-creating-a-property-photoshoot
    • LC: Prepare MLS 5-7 days before the anticipated listing date
    • LC: Once photos are received, upload them to Appfolio and MLS. Replace old photos in AF if there are any.
    • LC: Once makeready workflow is complete, proceed to the 'Listing a Property' workflow https://treaty-oak-property-management-llc.helpscoutdocs.com/article/299-listing-a-property-workflow  
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