Apartment Turnover Checklist

One tenant moves out, another moves in—if you’re lucky. While getting new tenants into a vacant unit is exciting, it can also be stressful.

You’ve got to coordinate move-out with the resident, market the unit, find a great tenant, and prepare the unit for the next renter—all while managing your property. It’s time-consuming and can be a challenge.

However, an apartment turnover checklist can simplify the process and keep you organized. A step-by-step guide makes sure you cover everything so the rental is ready come move-in day.

A positive first impression of a new tenant’s home is crucial in boosting resident retention and satisfaction—an apartment turnover checklist ensures you leave a stellar first impression. 

We’re breaking down all the must-haves for your apartment turnover checklist.

Pre-Move-Out Preparation

Before your current resident moves out, you should have your apartment turnover checklist ready. First on the checklist? Set clear expectations about timelines and move-out requirements with the existing renter for a seamless turnover.

Notice of Intent to Vacate

While the lease likely outlines a timeline to confirm whether a tenant wants to renew or terminate their lease, you should verify that they are indeed moving out.

Once you’ve confirmed a resident is leaving, you can start the apartment turnover process by asking when your current renter plans to move out. You’ll need written confirmation—the notice of intent to vacate—from the tenant.

Depending on lease terms, the renter must give you this document 30-90 days before the lease’s end date. After you’ve received the notice of intent to vacate, confirm a move-out date and schedule a pre-move-out inspection.

The specifics of lease renewal, notice of intent to vacate, and move-out should all be in the lease agreement. 

Communication with Tenant

As you transition tenants, communication is vital. Talk with the resident moving out and share specific guidelines and instructions around:

• Insurance requirements for moving companies
• When you’ll give tours of their unit while they still live there and how you’ll conduct them
• Expectations for cleaning and repairs

Emphasize the importance of leaving the unit in pristine condition—the same or better than when the renter moved in. And, if the tenant made any unauthorized changes, like painting a wall, remind them that they’ll need to restore the unit to its previous condition (at move-in).

If a renter refuses or forgets to make the necessary changes, you can use part or all of their security deposit to cover the cost of reversing those changes.

Move-Out Inspection

The move-out inspection is a crucial part of your apartment turnover checklist. It’s where you’ll document and discuss any property damage with the tenant.

The move-out inspection documents the condition of the unit, preparing you for any legal problems that might pop up if the renter disputes the repairs and cleaning needed (and that you want to take from the security deposit).

Conducting the Inspection

Schedule a time when both you and the tenant can be present in the unit for the inspection. Once there, walk through the rental together, using a thorough move-out checklist to guide the inspection.

Examine every area in the unit, like:

Flooring. Make sure hardwood floors, carpets, and tiles are free from scuffs and stains.

Walls and ceilings. Confirm that the paint and drywall are clean, without major scratches or holes.

Appliances. Test the oven, refrigerator, and microwave to verify that they still work and aren’t excessively dirty.

Cleanliness. Look for mold, mildew, and grime in each room to assess overall cleanliness.

Document the condition of the rental by taking notes and photos. Keep the condition of the rental property document the tenant filled out when they moved in handy. If the resident denies any damage, you can confirm by checking this document.

Assessing Damages and Cleaning Needs

Review the results of the inspection to identify any damages that extend beyond normal wear and tear.

Most landlord-tenant laws outline that units will likely have mild damage from everyday living, so you may not be able to deduct all repair and cleaning costs from the security deposit. 

For damages beyond normal wear and tear, create a list of necessary repairs and cleaning and calculate a cost estimate. Not sure how much something will cost? Look at previous apartment turnover expenses or use an online estimate calculator to create a benchmark. 

Security Deposit Settlement

After the move-out inspection, the next item on your apartment turnover checklist is to schedule services like repairs, maintenance, and cleaning. Keep itemized receipts so you can calculate any security deposit deductions.

Calculating Deductions

Once all services are complete, create a line item for each service or repair with the cost. Then, calculate your total deductions—repairs, cleaning fees, and unpaid rent. 

Share the itemized statement of deductions with the former tenant along with any supporting details or documentation (such as the notes and photos from the move-out inspection).

Refunding the Remaining Deposit

Each state has unique requirements for how quickly you have to return a renter’s remaining security deposit. Typically, the timeframe is anywhere from 14 to 60 days. Best practice is to include this timeline within the lease agreement so tenants know what to expect.

When you refund the deposit, include documentation of all deductions and expenses so the renter has a clear explanation for their refund. 

Preparing the Apartment for New Tenants

Next up on your apartment turnover checklist? Prepping the unit for the next tenant (after your former resident moves out). 

Cleaning and Repairs

Getting the rental ready for the new tenant is pretty straightforward. The goal is to restore the unit to pre-move-in condition, which typically involves:

Deep cleaning. Hire professionals to deep clean the unit from top to bottom. A tenant’s surface-level cleaning simply isn’t enough.

Repairs. Schedule maintenance to fix broken appliances, replace carpets, or repaint walls to get the unit in picture-perfect condition.

Updates. While not required, some landlords use the downtime during a turnover to upgrade the unit.

Safety and Functionality Checks

While a spic and span unit looks nice, you’ll want to confirm that everything’s in working order. The rental should be safe and up to code. Make sure appliances and essential features are functioning properly:

• Smoke and carbon monoxide detectors
• Fire extinguishers
• Points of egress
• Locks and security systems
• Outlets
• Ovens, refrigerators, dishwashers, and microwaves
• Utilities, like water, electricity, and heat

Marketing and Showing the Apartment

Even in a competitive market, finding quality tenants isn’t always easy. But with a solid marketing plan to attract great renters, you can find great tenants—it’s a vital part of your apartment turnover checklist.

Pro tip: Keep fair housing laws in mind when you market the unit and review applications. Not following these laws in advertising and leasing can open you up to accusations of housing discrimination.

Creating Listings and Marketing Materials

You want to reach as many potential tenants as possible. To do so, create a stellar listing and start marketing your property.

To attract renters, create an updated listing complete with:

• New photos, both interior and exterior
• Details of floor plan
• Number of bedrooms and bathrooms
• Lease information, like rent amount and available date
• Recent renovations and desirable amenities

Once you’re happy with your listing, advertise the rental vacancy across various channels, like social media, your property website, and third-party platforms, like Zillow and Apartments.com.

And some property management tools let you create one listing and share it across multiple websites at once, making it even easier to market your property.

Conducting Showings and Screenings

Apartment showings give prospective renters a feel for both the unit and the property and help them decide if the rental is right for them. Tours are your opportunity to sell the potential tenant on your property’s benefits.

But before you schedule a tour, coordinate with the existing tenant on showing times—the lease (or local laws) may require giving them notice before entering the unit. 

Another consideration? The rental application. After a potential tenant has filled out the application, do a thorough tenant screening, including credit and background checks. With all application materials, look out for fraudulent documents and fake IDs.

Lease Agreement and Move-In Preparation

You’ve reviewed the application, conducted tenant screening, and gone through a rental tour with the future tenant. Now it’s time to get ready for your new tenant and their move-in.

This next step on your apartment turnover checklist should include writing the new lease and move-in day coordination.

Drafting and Signing the Lease

A lease agreement outlines all the rules and any conditions between you and the new renter. This legally binding contract defines important terms, like:

• Lease start and end date
• Rental amount
• Security deposit
• Tenants, occupants, and pets
• Utilities
• Rules and restrictions about guests, parking, and more
• Renters insurance requirements

Draft the lease and share it with the tenant before scheduling a meeting to go over it with them. Don’t rush reviewing the ins and outs of the agreement to get everyone on the same page. Collect signatures from everyone and give copies to all parties. 

Move-In Coordination

With the lease signed, you can turn your attention to move-in. Take the time to explain any important move-in rules, like insurance requirements for moving companies, and schedule a suitable time for the new renter to move in.

Well before move-in, do a final walkthrough and fill out a move-in inspection checklist. Schedule final repairs and fixes. While the unit is getting its finishing touches, prepare a welcome packet for the tenant and include:

• Keys and other access methods like key fobs and garage door openers
• Information about emergency contacts, using amenities, and reminders about community policies
• Instructions for setting up utilities

When the renter arrives, walk through the unit together and document the apartment’s condition—both you and the tenant will have a record of existing damage when they eventually move out.

Follow up with the tenant within a week or so to see if they have any questions and how they’re settling in. Their first few days will set the tone for their time in your community. A positive first week can boost resident retention in the long term.

Additional Resources

We want the apartment turnover process to be as smooth as possible, so we’ve rounded up some additional resources for you. Paired with your apartment turnover checklist, you’ve got everything you need to create a smooth transition between old and new residents.

Templates

A comprehensive apartment turnover checklist includes additional lists for steps like inspections, lease agreements, and move-in. How can you make sure you’ve covered all your bases? Start with a template.  

Many legal template websites offer free inspection checklist builders. You can also look to state, county, or city governments for inspiration: 

• State of Colorado
• City of Boston, MA
• City of Minneapolis
• City of Baltimore
• Cook County
• Miami-Dade County

Look for sample lease agreements for your state or city—they might have specific legal requirements. Your state’s National Apartment Association chapter will also likely have sample lease agreements online.

Finding Cleaners and Maintenance Service Providers

The best professional cleaners and maintenance service providers will depend on your location. Search engines (like Google) can help you find top contenders in your area. Follow these steps to find a great local service provider: 

1. Google the word “best” with your town or city name and the type of service you’re looking for. You might search for “Best Raleigh professional cleaning service” or “Best Philadelphia maintenance companies.”

2. Click on results from reputable websites such as Angieslist or platforms like Yelp.

3. If you see a possible provider, Google the company and read reviews on Google, Yelp, and other websites.

4. If you want to book a service, check for a contact page on their website where you can request a quote or a phone call.

 

As you find great service providers, save their contact information for the future.

Recommended Tools and Software

The work of a property manager never ends, but some tools can make life a little easier.

Property management software combines multiple steps of apartment turnover, like posting listings, tracking move-in and move-out, and collecting applications.

And as property management technology continues to expand, more tools are covering everything from tenant screening, income verification, and maintenance requests to rent collection.