Instructions for Terminating Your Hunter Warfield Collection Account

Dear Valued Partner,

Many AppFolio users have engaged Hunter Warfield to pursue unpaid balances from former tenants. However, a number of property managers have experienced unsatisfactory results and are now seeking to terminate that relationship and transition to a more effective system.

To fully end your relationship with Hunter Warfield (HW), we recommend completing both of the following steps.

Step 1: Terminate Access to Your HW Accounts via AppFolio

AppFolio has provided its customers with a simple, global online termination button specifically designed to end this third-party collection relationship with Hunter Warfield.

Clicking this deactivation button will immediately end HW’s access to your property data and halt all reporting activity. Under your current permissions, Hunter accesses your tenant ledgers monthly and reports unpaid balances to the credit bureaus. Without that access, they are no longer able to report your tenants.

This does not officially end your relationship with Hunter Warfield, but it immediately ends their reporting activity.

Important Notes

If you use the AppFolio button to terminate HW, it applies to all your past tenants currently in HW’s system. Your termination cannot be limited to selected accounts or years. Hunter Warfield is firm on this requirement.

Rent Recovery only pursues tenants who vacated your properties in 2022 or later. Based on 20 years of experience pursuing tenants, unpaid balances older than four years are generally uncollectible. We do not believe this limitation is significant, but you will need to make that determination for your own portfolio.

Do not proceed with termination if you wish to retain older (pre-2022) collection accounts with HW.

How to Disconnect Hunter Warfield in AppFolio

Navigation Path:
AppFolio Stack → Locate and click on the Hunter Warfield graphic → Upper-right corner pull-down menu → Click "Disable Hunter Warfield".

We have assisted other property managers in disconnecting HW through AppFolio and are happy to help you locate this button if needed.

Step 2: Authorize Attorney Representation

Attorney Monica Gilroy has generously offered to represent you in formally terminating your agreement with Hunter Warfield.

Upon receipt of a simple written authorization from you, she will submit the termination notice directly to HW on your behalf. History has shown that Hunter Warfield fully cooperates with these requests, as they have received many similar termination notices.

Tracking Checklist

  • Property Manager Email Sent
  • AppFolio Disconnect Completed
  • Tenant Credit Check Completed (if Hunter Warfield is listed)

If you would like Monica to send this termination notice on your behalf, send the email template below to:


monica.gilroy@gilroyfirm.com

Monica will represent you pro bono on this matter. If Hunter pushes back, she will handle the response. To date, we have found Hunter Warfield to be fully accommodating with termination requests.

Email Template to Engage Monica Gilroy

Subject: Authorization to Terminate Hunter Warfield Collection Agreement

Dear Monica,

This email serves as my formal authorization for the Gilroy Firm to represent us in terminating our collection agreement with Hunter Warfield.

We originally engaged Hunter Warfield through the AppFolio property management software. We are disappointed with Hunter’s services and wish to explore other options.

Our agreement with Hunter is under the company name of __________________________.

We have already disconnected Hunter Warfield’s access to our data in the AppFolio system.

Please confirm receipt of this authorization and your engagement on our behalf.

Thank you in advance for your assistance.

[Your Full Name]
[Your Title]
[Company Name on your HW Contract]
[Phone Number]
[Email Address]

Timeline and Next Steps

Hunter Warfield may be slow to respond to Monica’s email and close out your files, especially if you have a large volume of accounts. This delay is normal and will not affect our engagement with your tenants.

Once you have disconnected HW in AppFolio, you will need to send the HW accounts (via CSV files) to Tony so he can build out the remainder of your portfolio.

Rent Recovery will not begin credit bureau reporting on these accounts for at least 60 days. We are required to send each tenant a Validation of Debt letter, perform skip-tracing to identify current residency, and provide the legally required 30-day dispute period.

Transfer Process

  1. Disconnect Hunter Warfield in AppFolio.
  2. Authorize Monica Gilroy to send the termination notice.
  3. Wait approximately 30 days for closure of the HW file.
  4. Send account CSV files to Tony.
  5. Transfer eligible accounts (2023 forward) to Rent Recovery.
  6. Begin the Rent Recovery onboarding and compliance process.

Completing both steps will fully terminate your relationship with Hunter Warfield and allow you to move forward with Rent Recovery on your unpaid balances.

Questions?

If you have any questions about this process, please feel free to contact me directly.

Robert
Rent Recovery
robert@rentrecovery.com

Thank you for your continued trust in Rent Recovery. We look forward to delivering the superior results you deserve.