Inventory & Condition Form

The Inventory & Condition Form (I&C) is a form that we provide to tenants on the day of their move in.

The tenants are advised to fill it out with any issues/damage they find in the property.

We typically give them 3 days to return it to us.

If they do not return it to us, then there's no need to follow up. You can just close out the task for this. In Texas, it's fully on the tenant to send this and it's not really required or critical that we gather it. When tenant doesn't send it, we can assume they consider the property is in perfect condition and they don't want to notify us of any preexisting issues.

If they do return the form to us and they have listed issues on the form, then we can use the form to complete any repairs that may be needed. We can then also reference back to the IC form when they move out.

When they move out, we conduct "move out walkthroughs" and look for any damage that the tenants left. We compare that to the IC form to then determine if we need to withhold funds from the tenants' security deposit in order to cover the cost of repairs.

From an operational perspective; the IC form is always attached to the lease agreement, and we send an email to the tenants on the day they move in which reminds them to complete and return the form. If/when we receive the the form, you just need to upload it to the tenant profile in AF. Jake/Walt will handle the rest.

The I&C form is not something we follow up on; the task in Basecamp is mostly just a reminder to upload to AF when we do receive the forms. Many tenants don't bother to complete it. If they do not return it within 3 days, then you can just close the task.