Lease Cancellation SOP

Purpose (Why we do this):

At HRA we strive for excellence and accuracy. This standard operating procedure is to ensure complete and exact reporting while cancelling a prelease or renewal. Please note: if the lease is being cancelled due to a skip, please utilize the "skip" procedure.

Policy (When you’re supposed to do):

This process should occur as soon as the lease has been confirmed it needs to be cancelled.

Procedure (HRA Way!):

1. Cancel the lease on Entrata
2. On their account, go to More Actions -> Cancel Lease
3. Select the Cancel Reason and enter the Forwarding Address if available
4. If balance is still due or a refund will be applied, lease “Email FMO” to “Yes”
   • If balance is zero, you can change to “No”
5. Submit the Financial Move Out
6. If a takeover is replacing this lease, be sure that they are first fully approved
   • Also ensure the date they are taking over matches the lease start date
7. Cancel from Source Lease Tracker
8. Search and find their account -> Edit
9. Change status to “New Lease Cancel (Cancellation)”
10. Enter the day they originally signed
11. Cancel from personal external tracker if acceptable
12. You should be keeping a list of cancelled leases in a separate tab of your tracker
13. If you don’t have a tracker, create a document to keep a record of these
    • You should have name, floor plan, date cancelled, and reason

If you are cancelling out a renewal, please follow the steps below.

1. Cancel the lease in Entrata
2. On their account, go to More -> Place on Notice
3. Select the Move-out Date
   • This is the date that they are responsible through for the apartment
4. Enter Move-out reason
5. Change Unit Availability Date to the day after the selected Move-out Date
6. If a takeover is replacing this lease
   • First, be sure that they are first fully approved
   • Make sure the takeover date starts the day after Move-out date
7. If Move-out is 5/15, the takeover lease should begin 5/16
8. Cancel from Source Lease Tracker
9. Search and find their account -> Edit
10. Change status to “Renewal Lease Cancel (Cancellation)”
11. Enter the day they originally signed
12. Cancel from personal external tracker if acceptable
13. As with preleases, you should be keeping a list of cancelled leases in a separate tab of your tracker
14. If you don’t have a tracker, create a document to keep a record of these
    • You should have name, floor plan, date cancelled, and reason