Noah Goldman
Chief Operating OfficerIn this article
Preparing for renters to move out is something that busy landlords and property managers often overlook. Because tenants can come and go – some more quickly than others – it’s wise to be well prepared should your renters decide to move on.
Taking the time to document the move-out process even before a renter moves in can help make the transition between tenants easier. With a bit of preparation work upfront, you can save yourself enormous frustration down the road.
This post outlines the essential information you need to know about the tenant move-out process, including a comprehensive tenant move-out checklist for property managers and guidance on how to ensure the experience is as straightforward as possible.
Benefits of a Move-Out Checklist
Developing a comprehensive move-out process can help landlords and property managers establish clear expectations upfront, ensuring that renters know what is required of them before they move out.
A move-out checklist should outline the steps needed to guarantee a smooth transition for both the renter and the landlord. It should detail everything from the expected move-out condition of the rental unit to the procedure for returning the security deposit.
Because everything is spelled out in writing, the tenant move-out process can help circumvent potential miscommunication and varying expectations for both parties. It can also help limit common issues that can occur on move-out day. Examples might include appliances suddenly disappearing with a renter or a random collection of their unwanted keepsakes being left behind.
The move-out checklist and expected process should be clearly defined in the lease agreement, and all tenants should be informed of these guidelines when they first move in. Landlords should also provide a copy of the checklist and review the process once more when tenants are ready to move out.
What to Include in Your Move-Out Checklist
Navigating the move-out process requires a strategic game plan for success. With the numerous tasks involved, it’s wise to have a checklist that includes priorities and scheduling aspects.
The key to a successful experience is ensuring your tenant thoroughly comprehends their responsibilities related to the move-out process. Here are some areas to include on your checklist:
Notification. Tenants must provide sufficient notice before their move-out, as specified in the lease agreement. Most property managers and landlords prefer that their renters submit written notice, as per their lease terms, including the intended move-out date.
Review the Lease Agreement. Ensure that tenants are aware of the move-out clauses outlined in the lease. They also should fully understand the notice period, considering any penalties or fees associated with breaking the lease early.
Property Cleaning. In most cases, the renters are expected to clean the premises before moving out. They should clean the entire property, including floors, walls, appliances, fixtures, and any areas outside the unit that are applicable. Additionally, they are responsible for repairing any damages that occur while residing in the rental unit.
Utilities and Services. It’s the tenant’s responsibility to notify utility providers of their move-out date and schedule service disconnections. On this same note, they should take the time to update their forwarding address with the post office and notify any additional service providers.
Final Walk-Through. It’s essential to schedule time for the landlord and tenant to coordinate a final walk-through to identify issues that need attention. Each party can document the property’s condition, including any photos or videos of the property’s condition. The tenant can then remedy the noted issues before their official move-out.
Key Return. The tenants must hand over all keys, access cards, and garage door openers to the property manager or landlord upon vacating the premises. It’s also wise to confirm access changes, including security codes. This will ensure that the tenant can no longer gain entry into the unit. In most cases, we recommend that the landlord install new locks and generate new security codes.
Financial Settlement. It’s critical for renters planning to move out to clear any outstanding rent, fees, or bills with the landlord. Landlords should always clarify the process for returning the security deposit and have a forwarding mailing address (or a digital method like Zelle or Venmo) for the refund.
Utilizing the latest property management technology can streamline many of the tasks noted in the checklist. Digital tools – such as tenant portals and communication platforms – facilitate smooth and timely interaction between property managers and tenants. The technology enables quick response times and transparent communication, fostering overall satisfaction.
How the Move-Out Checklist Affects the Security Deposit
Whether you manage an apartment, townhouse, or condo, you should have a checklist that can guarantee you won’t miss any possible damage done to the property. A thorough checklist can protect landlords from hidden damage and potential cleaning costs.
A security deposit, typically equivalent to one month’s rent, can be withheld if a renter has damaged the property or failed to make any rental payments. If there are no damages, the security deposit is returned to the tenant in full upon their official move-out date.
Property managers and landlords can deduct specific fees from the security deposit if there is damage beyond normal wear and tear from the renter. In these situations, it’s legally required that the landlord provide a reason for withholding the security deposit.
The tenant move-out process requires careful attention to detail and excellent communication.
By following a detailed checklist like the one above, both renters and landlords can ensure that the property remains in good condition, complies with legal requirements, and provides a smooth transition into the next chapter for all parties involved. Next, be sure to review our apartment turnover checklist to prepare units for the next set of renters.
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