Move-Out Administration

Move-Out Administration

Workflow purpose

Turn a notice-to-vacate into a reliable, fair, fully documented move-out that clears the lease, reconciles the final ledger, meets statutory deposit-handling deadlines, and hands off to workflows/unit_turn_make_ready without information loss.

Trigger conditions

• Explicit: "process move-out for unit X", "final ledger for resident Y", "security deposit return", "move-out inspection".
• Implicit: NoticeEvent filed; lease approaching end_date without renewal; judgment-ordered move-out from workflows/delinquency_collections.
• Recurring: daily scan of upcoming move-outs inside the notice window.

Inputs (required / optional)

Outputs

Required context

Asset_class, segment, form_factor, lifecycle_stage, management_mode, market, jurisdiction.

Process

1. Log the notice. Confirm NoticeEvent fields; compute vacate_date; update notice_exposure.
2. Communication to resident. Draft acknowledgment with move-out instructions per overlay; draft_for_review; legal_review_required if jurisdiction treats as statutory.
3. Pre-move-out inspection (optional per jurisdiction). Schedule if allowed; produce pre-inspection packet.
4. Move-out day. PM records move-out event; photos, damage notes, final meter reads collected.
5. Damage assessment (decision point).
   • Apply the overlay's damage charge schedule. Any item not in the schedule is flagged for PM review; workflow does not invent a charge.
   • Classify wear-and-tear per the overlay's fair wear definition; do not charge fair wear.
   • If the resident pre-disputes charges, pause finalization and open a dispute ticket.
6. Final ledger assembly. Apply charges, prepaid rent, any off-cycle proration per overlay; produce the statement.
7. Security-deposit statement (branch).
   • If deposit applied fully against balance: produce the statutory statement showing itemization.
   • If refund due: produce the refund statement and schedule disbursement per jurisdiction overlay; refund handling is not a disbursement action inside this subsystem (finance/treasury handles).
   • Statutory deadline is tracked; missed deadline automatically escalates to regional_manager.
8. Dispute handling. If resident disputes charges, PM reviews; if a waiver is above the overlay's threshold, opens approval_request row 13.
9. Fair-housing scan. Compare proposed charges against baseline distribution; disparity signal routes to regional before finalization. Never adjusts charges on a protected-class basis.
10. Turn handoff. Write the turn handoff record with scope (classic vs. renovation) and planned cost band; triggers workflows/unit_turn_make_ready.
11. Confidence banner. Surface overlay as_of_date and status.

Metrics used

turnover_rate, average_days_vacant, make_ready_days, notice_exposure, bad_debt_rate.

Reference files used

• reference/normalized/approval_threshold_defaults.csv
• reference/normalized/move_out_documents__{jurisdiction}.yaml
• reference/normalized/damage_charge_schedule__{org}.csv
• reference/normalized/unit_turn_cost_library__{market}.csv

Escalation points

• Statutory deposit-return deadline missed or at risk: regional_manager escalation.
• Disputed damage charges: PM -> regional; any waiver above threshold -> approval_request row 13.
• Fair-housing disparity signal: approval_request row 3.

Required approvals

• Damage charge waiver above overlay threshold (row 13).
• Non-standard final ledger adjustment (row 13).

Failure modes

1. Missing statutory deadline. Fix: hard-date tracker escalates automatically.
2. Charging for fair wear. Fix: overlay's wear definition is authoritative; items not in the charge schedule do not auto-populate.
3. Leaving the turn handoff without scope detail. Fix: handoff record requires classic/renovation tag and cost band.
4. Applying differential damage charges by resident attribute. Fix: fair-housing scan mandatory; disparity routes to regional.
5. Sample references treated as operating fact. Fix: confidence banner surfaces status.

Edge cases

• Early termination with fee: apply fee per overlay; document the overlay basis.
• Judgment-ordered move-out: this workflow continues from workflows/delinquency_collections; inspections may be conducted by officer per jurisdiction.
• Skip (resident left without notice): statutory handling varies; overlay governs; inspection and charge schedule still apply.
• Unit condition flagged hazardous: route to maintenance_supervisor; do not conduct routine inspection.
• Disputed balance at the door: pause finalization; ledger snapshot is captured; PM and resident review.

Example invocations

1. "Process move-out for unit 101 at Ashford Park, vacate 2026-04-30."
2. "Build the final ledger and security-deposit statement for unit 216 per Charlotte rules."
3. "Resident is disputing damage charges on unit 305. What's the path?"

Example outputs

Output — Move-out brief (abridged, unit 101, Ashford Park, vacate 2026-04-30)

Notice logged. Vacate_date 2026-04-30. notice_exposure updated.

Inspection. Photos and notes attached. Damages list cross-referenced against overlay schedule; one item flagged for PM review (not in schedule).

Final ledger. Applied charges, prorated rent through vacate_date, prepaid credits. draft_for_review.

Security-deposit statement. Charlotte overlay format; legal_review_required. Refund amount computed; disbursement routed to finance/treasury. Statutory deadline tracked.

Fair-housing scan. No disparity signal.

Turn handoff. Classic turn scope; cost band from reference library; workflows/unit_turn_make_ready triggered.

Confidence banner. move_out_documents__charlotte@2026-03-31, status=sample. damage_charge_schedule@2026-03-31, status=starter.