Aptoria / Resource center
Leasing and turnover
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Use executed documents and dated condition evidence to manage each transition. Preserve unresolved issues instead of letting a make-ready status imply that every approval is complete.
Leasing lifecycle: decision, record, and handoff
1. Prepare
Confirm property, unit, authority, offering terms, required disclosures, screening policy, and the approved source for each fact.
2. Decide
Apply the documented criteria consistently, preserve evidence, and route exceptions or legal questions to an authorized reviewer.
3. Execute
Use the correct parties, dates, terms, attachments, signatures, funds, and delivery method; do not treat a draft as an agreement.
4. Handoff
Reconcile the executed lease, deposit, first rent, keys, condition record, recurring charges, and unresolved promises into operations.
Renewal scenario: the offer, signed lease, and ledger disagree
A renewal offer shows $1,650, the signed amendment shows $1,625, and the recurring charge is already $1,650. Preserve all three records, identify the controlling executed source and effective date, and separately authorize the ledger correction. Check whether any notice, resident message, owner report, or payment was affected before closing the exception.
Exception decision table
Two executed copies differ: Build a page-level conflict register and obtain authorized review; filenames do not decide.
A payment arrived before signing: Hold the receipt against the correct payer and purpose without inventing an executed tenancy term.
Move-in condition evidence is incomplete: Record what exists and what is missing; do not backfill observations as facts.
Evidence checklist
• Correct parties, unit, dates, terms, and attachments.
• Screening and exception evidence retained.
• Deposit and first-rent receipts reconciled.
• Keys, access, condition, and open promises handed off.
Continue with the controlling record
Contract rent source hierarchyLease renewal rate cohort methodCondition evidence guideChoose the question you need to resolve
Identify the agreement or condition record behind the pending action.
Keep document uncertainty separate from a decision about tenancy terms.
Two lease copies show different terms or attachments.
A page-level register for an authorized reviewer; filenames do not decide which terms control.
Compare the lease-copy evidenceMove-in and move-out records appear inconsistent.
Dated observations and supporting records kept separate from disputed charge decisions.
Organize condition evidenceThe unit needs a coordinated turnover plan.
A sequence from observed condition through scope, work and readiness checks.
Plan the make-ready workGuides, references, and tools
Use the right format
Guides explain the workflow. References define the terms. Tools let you work through your own assumptions.
Open the interactive tool libraryLook up a property-management termSources and limits
Legal and tax rules depend on the property and jurisdiction. Check the page's sources and review status before acting.
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