Property Condition & Damage Documentation
If your reimbursement request includes eligible resident damages, we'll need documentation showing what was damaged and the associated cost.
Before submitting
Make sure you can clearly connect:
Damage → Photo → Repair cost → Ledger charge
That makes your request easier to review and reduces unnecessary back-and-forth.
What's considered eligible damage?
- Damages beyond normal wear and tear, including trash out (removing abandoned belongings and debris left behind).
- In-house repairs, provided they appear on the ledger and are supported by a move-out inspection report with photos, a vendor rate sheet or pricing sheet itemized by repair type, and a work order (or a move-out condition form describing the damages and repairs).
For repairs completed by an outside vendor
Provide:
- Invoice or receipt from the vendor
- Move-out photos showing the damage
- Corresponding charge on the resident ledger
The photos should clearly correspond to the damage you're requesting reimbursement for.
What about repairs completed in-house?
When a property performs repairs in house (e.g. no third-party vendor is involved and per-unit receipts often do not exist) particularly where materials are purchased in bulk. The following documentation must be provided before reimbursement for damages can be processed:
Standard Payout
- Vendor Rate Sheet or Pricing Sheet
- Completed work order
- Move-out photos that correspond to each damage line item
- Corresponding line item reflected on the final account ledger
Early Payout
- Vendor Rate Sheet or Pricing Sheet
- Pending or scheduled work order with a description of the damages and repairs
- Move-out photos that correspond to each damage line item
- Corresponding line item reflected on the final account ledger