The move-out process is already hectic—but processing security deposit refunds doesn’t have to be. If you're still cutting paper checks, hunting down forwarding addresses, or fielding tenant calls asking, "Where’s my money?"—it's time for an upgrade.
In this JotForm Series lesson, we show you how to simplify and modernize your process using digital options and automation tools. Plus, PMAssist Insider members get a FREE JotForm & LeadSimple workflow to put it all into action—fast.
Why It’s Time to Upgrade Your Security Deposit Refund Process
Manual refund processes cost you time, money, and goodwill. Delays create frustration, and checks can easily get lost or bounced. A smooth, consistent refund process:
✅ Improves tenant satisfaction
✅ Reduces administrative work
✅ Minimizes compliance risk
✅ Puts you in control of timelines and fees
Offer Flexible Refund Options That Work for Everyone
Let tenants choose how they want to receive their refund—on your terms. With a simple JotForm submission, you can offer:
🔹 E-payment (ACH or PayPal – fastest option)
🔹 Paper check (mailed to forwarding address)
🔹 Emailed digital check (sent via secure link)
💡 Pro Tip: Most tenants want their money quickly—offering multiple options gives them control and encourages smoother communication.
Encourage E-Payments for Faster Turnaround
Want to speed things up and avoid refund delays? Make e-payment the default and clearly explain:
It’s faster and more secure
Paper checks may take longer to process
It requires accurate tenant info submitted through JotForm
Many PMs see a huge drop in refund-related follow-up emails just by switching to this model.
Establish Clear Refund Timelines (And Stick to Them!)
Consistency is key. Whether your state gives you 15, 21, or 30 days to return deposits, make sure your internal system:
✅ Notifies tenants of the timeline
✅ Automates task reminders
✅ Keeps you compliant and on track
We also show you how to automatically notify tenants when their refund is processed, so they’re not left guessing.
Want to Offer an Expedited Refund Option? Do It (and Charge for It!)
Some tenants need their funds ASAP. Offer an expedited refund option—processed within 2–3 business days—for a small fee.
💵 This is a win-win:
Tenants get their money faster
You’re compensated for the extra time/effort
You stay in control of the process
Make it clear this is optional, and collect the fee upfront through your form.
Automate It All with a FREE JotForm + LeadSimple Workflow
Don’t just tell tenants what to do—make it easy for them (and you).
PMAssist Insider members get access to a ready-to-use automation flow that:
✅ Captures refund preferences via JotForm
✅ Sends the request to the correct team/staff
✅ Tracks timeline compliance in LeadSimple
✅ Automatically updates the tenant along the way
📢 Want the full process + free automation tools?
It’s all inside PMAssist Insider → bit.ly/pmainsider
Final Thoughts: Modernize the Move-Out Experience
Security deposit refunds don’t have to be a chore. With a structured system, digital options, and automation, you’ll deliver a better experience for tenants—and a smoother process for your team.
🎁 Ready to plug in this workflow and never chase down checks again?
Join PMAssist Insider today for the full lesson + FREE JotForm & LeadSimple setup!
🔗 Join now: bit.ly/pmainsider
