When to use this checklist
Use it when a resident is moving out, a manager is comparing move-in and move-out condition, a vendor estimate may affect a deposit decision, or a resident asks for a status update on repairs, cleaning, item disposal, or security-deposit timing.
- Separating fact collection from deposit/refund decisions.
- Comparing inspection photos, move-in condition forms, maintenance history, keys/access notes, and vendor invoices before drafting a reply.
- Capturing resident-safe status updates without promising charges, refunds, legal conclusions, or final accounting outcomes.
- Creating a manager/accounting/legal review queue when the facts are incomplete or sensitive.
Copy/paste move-out condition triage card
Move-out condition report triage card
Property/unit: [address/unit]
Resident/account: [name or account id]
Move-out date: [date]
Inspection date/time: [date/time]
Inspector/reviewer: [name/team]
Condition area: [walls / floors / appliances / keys / cleaning / trash / utilities / exterior / other]
Observed issue: [plain-language observation]
Source records checked: [move-in form / lease clause / photos / maintenance tickets / vendor estimate / resident messages / owner notes]
Photo or document link: [approved internal link]
Potential bucket: [normal wear / cleaning / repair / replacement / abandoned item / missing key / utility/accounting / needs manager review]
Resident-facing approved wording available? [yes/no]
Accounting or manager review needed? [yes/no + reason]
Next owner: [name/team]
Next follow-up due: [date/time]
STOP AUTOMATION if the message involves deposit deductions, refunds, final accounting, legal notices, lease interpretation, disputed damage, habitability/safety, fair-housing/accommodation, collections, or owner/private accounting details.
Resident-safe update templates
1. Inspection received
Hi [Name], we have logged the move-out inspection for [property/unit]. The team is comparing the inspection notes with approved records before sharing any specific accounting or deposit update. We do not want to guess about charges, credits, or final timing.
2. Need more source detail
Hi [Name], thanks for your question about [item/area]. We are checking the move-in condition record, move-out photos, maintenance history, and any vendor notes before giving a specific answer. We will follow up by [date/time] with the next verified step.
3. Manager/accounting review queued
Hi [Name], this item needs manager/accounting review because it may affect final move-out accounting. We have added it to the file and will respond through [approved channel] once the reviewer confirms what can be shared.
AI review prompt
You are helping a property manager summarize a move-out condition report. Use only the verified facts below. Do not invent damage causes, resident responsibility, lease terms, deposit deductions, refund timing, legal notices, vendor conclusions, repair costs, cleaning charges, or accounting decisions. If a required fact is missing or the issue is sensitive, output NEEDS MANAGER REVIEW.
Verified facts:
[property/unit]
[move-out date]
[inspection notes]
[move-in condition record]
[photo/document links]
[maintenance ticket history]
[vendor estimate or invoice status]
[resident question]
[manager/accounting/legal review status]
[approved public wording]
Create: (1) internal condition summary, (2) missing facts, (3) escalation bucket, (4) resident-safe draft under 120 words, and (5) CRM/property-management note.
Human-review stop rules
- STOP AUTOMATION before mentioning deposit deductions, refunds, final accounting, repair charges, cleaning charges, lease violations, legal notices, collections, owner approval, or vendor liability.
- NEEDS OWNER REVIEW if the resident disputes damage, asks for a deposit timeline, cites the lease, requests an accommodation, or challenges an inspection photo.
- Do not share another resident's information, owner/private accounting details, or internal vendor disputes in a resident-facing reply.
- Keep photos, inspection reports, invoices, and resident messages inside the approved property-management system; do not paste private files into public AI tools.
This is a practical free resource from Horizon Flow. The paid Local Lead Rescue System expands the same approach into lead capture, response, qualification, follow-up, quote recovery, and safe CRM handoff workflows.