WELCOME!

Please place your phone on mute during the training today.

When logging into the session, type your name (all attendees) and your Apartment Community into
chat!

Upon completing this training, please type your name and Apartment Community in chat to log off and send me an
email that you (all attendees) attended this training! It is essential to give all names of Employees who attend the
training.
TRANSFERRING
A
RESIDENT
 In addition to today’s training, the following training may
also assist you with this topic including but not limited to:

Screening Procedures

WELCOME TO New Move-In Paperwork

TRANSFERRING A
RESIDENT Security Deposit Refund Accounting

Move-Out Paperwork

Maintenance Policies and Procedures

 REASONS A RESIDENT REQUESTS TO TRANSFER TO
ANOTHER DMCI APARTMENT:
• Reasonable Accommodation Request (RAC) • Moving from one Apartment Community to
• Increase or decrease in family size another Apartment Community

• Upsizing from small to large apartment or vice • Different amenities are desired, such as washer
versa and dryer in apartment, fitness center or covered
parking
• Change in resident’s financial situation
 • Allowing a resident to transfer helps maintain a high occupancy
level and preserves good relations with residents.

• Remember, specific forms are to be used, transfer procedures

RESIDENT must be followed, and the Asset Manager’s approval is required.
TRANSFERS
• Transfers require deadlines on the monthly calendar to be met.

• First, read the overall cost and benefits to the property.

 FACTORS TO CONSIDER REGARDING TRANSFERS
ASSET MANAGERS CONSIDER SEVERAL FACTORS IN DETERMINING WHETHER TO APPROVE A RESIDENT
TRANSFER REQUEST.

• the reason for the transfer request • public records, employment and credit history will be rescreened

• damage(s) to the current apartment • current floor plan availability for both apartments

• housekeeping habits • current Market Rates for both apartments

• signs of pets or bugs (ants, fleas, cockroaches, bed bugs) • current demand for each floor plan

• rental history in the current apartment. (This includes behavior of • costs to the apartment community
residents, such as noise complaints or if they have been hostile
towards team members, etc. Do not just transfer a problem!)
• how transferring the resident is financially beneficial to the
apartment community
• if a resident is on a lease and when it expires
 TRANSFERRING TO ANOTHER DMCI APARTMENT
COMMUNITY

The resident transferring to another Keep in mind: Just like any other new
Apartment is treated just like any other applicant, if the office does not have All transfers require the Apartment
move out. They require a written the 20 Day Intent to Vacate in the Community Manager of the apartment
Twenty Day Notice to Vacate and a office, when screening makes contact community, to complete an Occupied
new Security Deposit. Always note for a reference, this may result in a Unit Inspection.
TRANSFER at the top of the NTV. denial!

All transfers require Asset Manager

The resident must complete a new
approval, BEFORE the resident may
application and be re-screened.
move.
TRANSFERRING TO ANOTHER DMCI
APARTMENT COMMUNITY

• Any balances owed must be paid before a transfer.

• The Apartment Community Manager must complete the

SDRA paperwork and turn it into within FOUR days of
the day the resident takes possession.
WORD(S) TO THE WISE:
• Apartment Community Managers and rental office team members:

• Do not make promises that you cannot keep!

• Never agree to something which later can not be done, especially if it is not part of the Transfer Policies and
Procedures--for example, waiving the screening fee.
• Be upfront with the resident, as far as costs, availability, due dates, etc. If you do not know an answer to a
question, tell the person you will find out the answer.
• Always check the resident’s file to see if the resident has a pet(s) or a service animal since the carpet cleaning
vendor will need to be contacted to inspect the apartment for urine stains, fleas, or pet damage.
 Reasonable
Accommodation
Request (when
applicable)

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Recommendation:
• The word TRANSFER must
be written across the top of
FORMS USED each of these forms in red ink.
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• This will help prevent the
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NOTICE OF INTENT TO VACATE

• The DMCI resident transfer process starts with a written Twenty

Day Notice of Intent to Vacate or a Reasonable Accommodation
Request (if needed).
• This form helps reduce Security Deposit Refund disputes from
occurring later.
• When a resident first indicates a desire to move – ACT FAST!
• Try to retain the resident by suggesting a transfer.
• Don’t wait until the resident has found another apartment.
FORTY-EIGHT HOUR NOTICE TO
ENTER
• Before entering an occupied apartment, a written Forty-
Eight Hours Notice to Enter must be issued.

• Therefore, this notice must be issued to conduct an

Occupied Apartment Inspection (OAI).
•Note:
• Washington State Landlord/Tenant Act requires a day for
mailing.
 OCCUPIED APARTMENT INSPECTION (OAI)

IMPORTANT NOTES: REALLY INSPECT:

• An Occupied Apartment Inspection must be done • Lift “throw rugs” to look for carpet damage
before an Application for Rental is completed. • Look behind doors for damage to doors
• Also, before any money is paid by the resident, this • Look under posters and or hanging picture frames
inspection must be conducted.
• Be specific – do not write “OK”
• Check off acceptable items and write detailed notes
• If something is filthy or smells of urine, write that!
for items that are not.
• Take photos – lots of them! However, if the resident is
• All questions must be answered. present, inform the resident why you are taking them.
• Asset Manager must approve this before the • Use the moisture probe during every OAI
application process begins.

• If there are pets and or service animals, a carpet

evaluation is required.
 OCCUPIED APARTMENT INSPECTION

If the Apartment Community Manager does not complete a thorough inspection and there are later
charges for capital improvements, damages or pest issues, etc., it will be a poor reflection on that
Apartment Community Manager!

These
errors cause
apartment
communities thousands
of dollars of preventable
losses.
 OCCUPIED APARTMENT INSPECTION

Maintenance Supervisor or Technicians should

accompany the Apartment Community Manager
If an Occupied Apartment
during these inspections, whenever possible. Inspection Report is needed from Once completed, the Occupied
another Apartment Community Apartment Inspection is submitted
Manager and has not been to the Asset Manager for review
completed promptly, contact your and transfer approval.
All Resident Transfers require the Occupied Asset Manager for assistance.

Apartment Inspection.
 When an applicant applies with a current address of
another apartment community, the Apartment Community
Manager should call or email the Apartment Community
Manager for that apartment community to request an OUI
be done and cc the Asset Manager as well.
OCCUPIED
APARTMENT
INSPECTION
It is nice to give the other Apartment Community Manager
the heads up and this allows for the opportunity to gain
beneficial information for the new Apartment Community
Manager.
ROOMMATE RELEASE

• Frequently, for whatever reason, a household situation

changes; nonetheless, “Roommate Releases” are not
permitted by without your Asset Manager’s prior written
approval.

• The Apartment Community Manager must do an Occupied

Unit Inspection (OUI), and the remaining resident(s) must be
rescreened to determine whether the resident(s) who is
staying will qualify on their own.
PETS AND SERVICE
ANIMALS
•Always check the resident’s file to see if there is a pet or service animal. If
there is, the following must be done:

• The carpet cleaning vendor must be contacted to evaluate the carpet

and pad for pet urine and/or pet damage. A good time to schedule this is
at the same time the Occupied Apartment Inspection is being conducted.
This is an important step since the carpet vendor offers an independent
third-party opinion.
• The carpet cleaning vendor’s inspection results must be attached to the
Occupied Apartment Inspection Report, or the Apartment Community
Manager should write the carpet cleaning vendor’s findings on the
bottom of the Occupied Apartment Inspection.
• If the Apartment Community Manager has not yet seen the pet or service
animal, this will need to be done, too.
• Pet fees are not transferred from one apartment to another. The pet fee
on the current apartment is not be refunded. A new pet fee must be paid
for the new apartment. Any exceptions to this policy must be in writing
from your Asset Manager.
 • After completing Occupied Apartment Inspection Report, the
resident must complete a new application for rental.

• The resident(s) must meet the new apartment's criteria for

APPLICATION Residency.

FOR RENTAL • The resident must pay the screening fee in advance.

• No money may be owed on the current apartment; all balances

owed must be paid in full.

• Public records, rental history and credit history will also be

reviewed.
 HOLDING FEE

Once the Occupied Apartment Inspection Policy allows the resident two days to If the resident keeps the keys to the
has been reviewed and approved by the vacate the current apartment and turn in current apartment any longer than those
Asset Manager, the Application for Rental the keys. two days, the resident must pay rent on
has been approved, and the Asset Manager both apartments until the keys are turned
has approved the transfer, a holding fee in.
must be paid to secure the new
apartment.
RENTAL CONTRACTS, ADDENDUMS AND NEW
MOVE-IN PAPERWORK

• Resident transfer move-in paperwork is treated just like

all new resident move-in paperwork.
• All move-in money must be paid upfront.
• Remember the security deposit paid by the resident(s)
on the original apartment will not be transferred from
one apartment to another. The resident will be mailed
any security deposit refund accounting (SDRA) with any
balance due from the prior apartment.
• ANY exceptions to transfer any deposits or fees MUST
be approved in writing by the Asset Manager.
• Any Remote Deposits, etc., must be refunded in the
leaving apartment and charged again (if required) in the
gaining apartment. These deposits do not transfer!
SECURITY DEPOSIT REFUNDS AND MOVE-OUT
PAPERWORK
Resident transfers are treated just like any other resident move-out
paperwork. ALWAYS include written Asset Manager approvals and
communications with your move out paperwork submitted.
The Apartment Community manager must complete the Security Deposit
Refund Accounting (SDRA) on the prior apartment in a timely manner.

Even though this is a transfer, the SDRA must still be completed and
delivered to the office within four days of the resident transferring into
the new apartment.
Washington State Landlord/Tenant law act applies to transfers, just like
all move-outs.
 Capital Improvements due to
damage caused by the resident
or his/her guest(s)

Resident(s) is deemed a Problem

REASONS WHY Renter(s)
A REQUEST TO
TRANSFER IS Resident is a Problem Paying
DENIED Renter and/or has Money Owed

Occupied Apartment Inspection

(OAI) was unacceptable
 Application Fee

REVIEW OF Holding Fee

THE COSTS
FOR A
New Security Deposit
TRANSFER

New Pet Fee