Reimbursement process for maintenance due to damage caused by housemates

Typically, the landlord is responsible for repairing any damage caused by tenants, unless they authorize the tenant to handle the repairs in the service ticket for the damage. It is important for the landlord to maintain a record of all receipts and invoices from contractors, along with documenting photos before and after the repair work.

The reimbursement process will depend on the location and the party responsible for the damage.

  1. If the damage is clearly caused by one of the roommates: If the damage is clearly caused by a specific roommate in their bedroom, the landlord will then need to submit evidence to Alcove for the collection process for reimbursement. 

  2. If the cause of damage cannot be determined: If the cause of damage cannot be determined, such as in cases of common spaces, Alcove will need to conduct an investigation, typically following these steps:

    1. Sending a payment owed email to all roommates and review responses to determine the cause.

    2. Conducting a general inspection at the property.

    3. Collecting any landlord-tenant screenshots of conversations and interactions.

    4. If the case still cannot be determined, all tenants will be equally responsible.

Reimbursement collection process:

The landlord will need to submit their maintenance cost + repair invoice to Alcove ( The reimbursement process timeline is as follows:

  1. The partner support team will then review the receipt and charge this to the tenant, via invoice, within 5 business days of receipt.
  2. The tenants will have 3-5 days to complete this invoice.
  3. Once the funds are received from the tenant, they are disbursed to the landlord within 2-7 business days, depending on banking processing time.

If funds are not received from the tenant within the 3-5 days of the invoice, the following steps will be taken:

  1. Alcove's tenant operations will send two follow-up emails to the tenant regarding non-payment, outlining the next steps to be taken.
  2. If the tenant still does not pay, the owner has the option to:
    1. Withhold this cost during the deposit return process at the end of the lease.
    2. Initiate a legal process for eviction due to a breach of the lease agreement, especially if the damage to the property is significant.
    3. If the landlord is successful in the summary ejectment process, they have the option to pursue a judgment for the owed money or send the debt to collections once the tenant has moved out.
    4. We will also advise the landlord to contact the tenant's renters insurance, if applicable, to file a claim.
    5. For damages exceeding $750, the landlord has the option to propose a payment plan to the tenant. If the tenant agrees, Alcove will help in facilitating the payment schedule.
      1. For damages under $750, Alcove can provide assistance in contacting and following up with the tenant, but will not be able to facilitate the payment plan.
    6. Finally, the landlord has the option to file with their own homeowners insurance.