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Expiring an Application – Detailed Steps

This procedure explains how to expire an application after 30 days of inactivity and the necessary steps to notify the prospect.

Procedure:

  1. Monitor Expiring Applications:
    • Applications are valid for 30 days. Track the expiration date in the Leasing Master Tracker.
    • One week before the application expires, send a reminder email to the prospect.
  2. Reminder Email Template:
    • Use the following template to notify the prospect:
      • Subject Line: Missing Documents - [Name] Application with Suncoast Property Management
      • Body: Include a list of missing documents and inform the prospect that their application will expire unless those documents are received before [expiration date]​.
  3. Propertyware Updates:
    • If the application expires, change the status in Propertyware to Expired Application.
    • Attach a note with the subject "Expired Application," detailing the reason (e.g., missing documents).
  4. Update Master Tracker:
    • After expiring the application, delete the corresponding entry from the Leasing Master Tracker​.