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Full Deposit Receipt and Confirmation Process

This procedure details how to receive and confirm a full deposit for an approved application, including steps for Propertyware updates and notification of the leasing team.

Procedure:

  1. Verification:
    • Verify that the full deposit amount matches the amount stated in the “Approved Application” email.
    • Confirm the funds have been received by the approved applicant and not a third party.
  2. Marketing Master Tracker Updates:
    • Update the On Market – Available to Lease tab by changing the relevant unit's color to grey to indicate the property is taken.
    • Add the tenant details to the Leased Properties tab, including:
      • Address, Area, Plan (Building Type), and Rental Rate​.
  3. Leasing Master Tracker:
    • Update the Completed Apps tab by removing the applicant from active listings if the deposit is in-office.
    • If the deposit is overnighted, move the prospect line to "Deposits Placed (Waiting on funds in the office)."
  4. Confirming with Tenant:
Send a confirmation email to the tenant, using the appropriate Full Deposit Received Template, based on whether the unit is rent-ready​