The move in process is the final step before a new resident takes possession of an apartment. Specific guidelines should be followed to ensure that this process is executed properly and your new resident’s move-in goes smoothly! The information in this section will help you to understand these guidelines and make you aware of the resources available to assist you in this process.
Preparing the Move In Paperwork
The eforms program will print all required move-in forms and includes optional forms that you can select. Along with all move-in paperwork, eforms will print a Move-In Transmittal List. This form lists all required move-in paperwork that is forwarded to the Site Employee Resource Center.
It is important that all move-in paperwork is read and signed by the resident prior to taking physical possession of their new apartment. Once you have compiled all the move-in paperwork, complete the Move-In Transmittal List. You will notice that not all move-in paperwork is on this list. You will need to send to the Site Employee Resource Center upon completion of the move-in, an original copy of all paperwork listed on the Move-In Transmittal List. Assemble all the required paperwork placing the Move-In Transmittal List on top. One copy of all move-in paperwork will go to the resident and one copy of all move-in paperwork will be kept in the resident’s onsite file.
Prior to the move-in, highlight the signature and initial areas on all move-in paperwork for visibility. The Manager is the Designated Agent to sign the Rental Agreement.
**Failure to collect the required signatures can lead to legal complications.
Required paperwork to be submitted to the main office includes:
- Rental Application – Once you have reached the move-in stage with your resident, the rental application has been successfully completed. Check the application to be sure the apartment number is correct and the rent amount is accurate as agreed upon.
- Recommendation from background screening company – Do not alter this information. Be sure it is included. Verify you have collected the recommended security deposit, as well and listed the correct amount of the security deposit on the rental agreement.
- Rental Agreement – The rental agreement is a detailed record of the financial transactions. Be sure all information is accurate and all required signatures and initials are in place. The begin date must reflect the actual day the resident obtains keys. Check to make sure the expiration date is accurate. Remember, if a resident has a 12 month lease, the expiration date cannot reflect more than a 12 month lease. For example, a resident that moves in on 12/15/2006, the expiration date is 11/30/2007. Before the lease is signed by the new occupants, it is the Site Manager’s responsibility to ensure all new residents have reviewed the lease and all provisions.
Other relevant addenda should also be explained as well:
- Trespass Addendum to Rental Agreement (if applicable) – The purpose of this form is to assist in keeping drugs and other illegal activity off the property.
- Lead-Based Paint Disclosure (if applicable) – This document discloses to all residents moving into apartment communities built prior to 1978 of lead-based paint hazards in compliance with the HUD and EPA federal laws. All residents who sign this disclosure, must also be provided with a copy of the EPA approved booklet, “Protect Your Family from Lead in Your Home”.
- Unit Condition Report – The purpose of this document is to record the condition of the apartment at the time of move-in. The form must be signed by the Resident and the Managing Agent receiving the form. A copy of this report must be provided to the resident.
- Utility Setup-Termination – This form is used for the purpose of providing the new resident with their address and a list of all utility companies. The new resident is responsible for setting up their required utilities and to provide the site management with the corresponding account number. This form must be returned at the time of move-in.
- Pet Agreement (if applicable) – The Pet Agreement must be signed prior to the resident’s move-in. A photograph of the pet is suggested, and proof of renter’s insurance is required before the pet is allowed into the apartment. The Pet Agreement specifically states: before move-in of pet, resident shall provide Cambridge Real Estate Services with proof of insurance of a minimum of $100,000 liability to cover any damage or injury caused by said pet(s). The community should be named as an “additional interest” on the policy. Said proof shall be subject to re-verification at any time a declaration page is reissued. The resident shall notify Cambridge Real Estate Services of any lapse of insurance.
- Mold and Mildew Addendum – The purpose of this document is to ensure all residents are aware of all mold and mildew hazards, prevention tips and clean-up procedures.
- The Move-In Paperwork Transmittal List also includes a list of the required paperwork for Tax Credit, Rural Development and HUD Properties.
