RESIDENTS: MOVE IN/MOVE OUT
It is our sincerest desire that you will be completely happy with your apartment and the service you receive from us. But we can’t possibly know if we are exceeding your expectations without hearing directly from you, so we invite you to call or email if you have any questions or concerns with your new home or your experience with us. We use your input to improve our service to you. In fact, fill out a Move-in Survey and get a $5 coffee card on us! You should receive an emailed survey shortly after move-in.
Just a couple of things about your new home:
After move-in and getting settled, please complete your move-in form and return to us via email within 5 days. This will be used as comparison upon your move-out.
Your portal is our primary means of communicating with you. If you haven’t already received a Resident portal activation email, please let us know. Please follow the instructions in the email to activate. This only takes a few minutes.
Your rent is to be paid online through your Resident portal. Rent is due on the first of the month, with late fees starting to accrue on the 5th of the month. We hate to see you spend extra money, so please submit your payment on the 1st!
If you have a repair request, please log on to your Resident portal and submit a maintenance request at heartwoodpm.com. It is our goal to respond to your request within 24 hours.
It is our sincere desire that you are completely happy with your apartment and the service you receive from us. But we can’t possibly know if we are exceeding your expectations without hearing directly from you, so we invite you to call or email if you have any questions or concerns with your new home or your experience with us. We use your input to improve our service to you.
You may change your address online at www.moversguide.usps.com. If you have questions about your new address, please contact your property manager.
We look forward to seeing you soon. Thank you again, and welcome home!
Resident Move-In Form
Move In/Move Out
We have provided you with a convenient online Move-In Form to document the existing conditions of your unit, to be filled out, signed electronically, and submitted to us within 5 business days after your move-in date. You must notify us within 5 days of occupancy of any adverse condition, life/health safety issue, or existing damage, otherwise we will consider your unit to be in “excellent” working order and expect it to be returned as such upon your move-out. This same form will also serve to guide your move-out inspection and will be used to assess any damage beyond normal wear and tear for which you may be liable.
After your physical move-out, you may schedule a move-out inspection with your property manager. Please be advised that if you don’t schedule this inspection, you waive all rights to a joint inspection, and any damage to the unit and its cause will be determined solely by our maintenance team and property manager.
On the date of your move-out, while we’ll be sad to see you go, you must vacate the unit and return keys to our office or your property manager by 12:00 noon. If your unit is not completely vacant and inspection-ready by 12:00 noon on the date of move-out, you shall be assessed a $500.00 penalty and the determination of any damage will be determined solely our maintenance team and property manager after it is vacated.
And if you don’t mind, please complete our Move-out survey so we can know how we did as your property manager.
Wear and Tear
Normal wear and tear is defined as the use of a home that occurs during the standard occupancy of that home. For normal wear and tear of a home, there will be no additional charges upon move-out providing you have occupied the home for at least 12 months.
Inspection and Charges
To maintain our standards, and to deliver your apartment to the next Resident in the same condition as you received it, professional cleaning of your unit shall be contracted for by our office, and the cost will be deducted from your Security Deposit. General cleaning, replacements, or damage repairs are not considered to be conditions of normal wear and tear.
Charges in excess of the Security Deposit will be collected from you at the time of request for payment. Any uncollected amount will be turned over to a collection agency after 20 days. All cleaning fees, damage charges, and/or repairs are subject to a 20% mark-up for the time necessary to arrange and perform the work.
At Move-In, you are responsible for switching any and all utilities into your name for your unit, and at Move-Out, you are responsible for contacting all utility providers to remove your name from the account with the removal effective no later than the lease expiration/move-out date.
Security Deposit Information
Return of Security Deposits
Security Deposit returns shall be mailed to your forwarding address, along with an itemized account of any charges or damages, within SIXTY (60) DAYS of the end of the lease term as long as no money is owed. Please fill out the Resident Forwarding Address Form on our website, otherwise we will mail your deposit to the last known address we have on file. One check is issued to all lease Residents, unless legal arrangements were made prior to the end of the lease term. To have individual checks written for each person, please completely fill out the multiple check request form prior to the end of your lease term, which you may request from your property manager. This form must be signed by ALL lease signers and notarized. There is a $25.00 fee for EACH ADDITIONAL CHECK issued.
To have separate checks issued AFTER the Security Deposit has been returned will require a pre-paid fee of $30.00 PER CHECK, the multiple check request form filled out and notarized, and a 15 day minimum processing time. You will also be responsible for stop payment fee on the original deposit check.
Resident agrees that any questions, concerns, or inquiries related to security deposits MUST be in writing. Owner/Agent will not, under any circumstances, discuss security deposits in person or over the phone.
Common Deductions From Security Deposits
Examples of typical security deposit deduction include, but are not limited to:
- Cleaning must be completed by a professional cleaning company, with a paid invoice provided to Agent upon move-out.
- Professional carpet cleaning. Resident is NOT permitted to clean their own carpets, other than with an ordinary vacuum. A paid invoice must be provided to Agent upon move-out.
- Repair of damage to carpet beyond normal wear and tear including burns or stains on carpeting or indentations or scratches in vinyl floor.
- Re-keying of all exterior locks
- Damage to property beyond normal wear and tear
- Replacement of range drip pans
- Unpaid rents, utilities, fees, and other charges
- Replacement of smoke detectors or CO detectors (including replacement batteries)
- Screen replacement
- Window replacement
- Replacement of damaged mini blinds or vertical blinds
- Replacement light bulbs
- Drywall repair
- Replacement of garage door openers, parking permits, stickers, tags, pool keys, storage keys, common area keys, key fobs, mail or other keys.
Forwarding Address Form
You will receive via email a copy of the information you are submitting. You are responsible for verifying its accuracy. Should you believe any of the information you have provided has not been transmitted accurately, or if you do not receive a copy of it within 24 hours, please contact us. And if you don’t mind, please complete our Move-out survey so we can know how we did as your property manager.