Just like a landlord has a move-in checklist, there is also a move-out checklist to guide you when the time comes. Taking the right steps now will make marketing your property easier and ensure a seamless transition to new tenants in the future.
Communicate with tenants about their responsibilities
It is your responsibility to communicate their responsibilities to your tenants. These are the basic items that should be included in this section of your move-out checklist.
Give you advance notice to move out
Make sure the tenant provides adequate notice of the move-out date as specified in the tenancy agreement. Typically, this notice period is 30 to 60 days, depending on local laws and lease terms. Advance notice allows you to plan necessary inspections, schedule repairs or maintenance, and begin searching for a new tenant to minimize vacancy periods.
Clearly communicate the importance of this notice to your tenants. Remind them that failure to provide adequate notice may result in additional fees or penalties, as stated in the lease. Written guidance and formal notice templates are provided to streamline the process. Early, clear communication can help smooth the transition and reduce potential misunderstandings or disputes.
Cleaning and repairs
Communicate to tenants that the property needs to be thoroughly cleaned and necessary repairs made before moving out. Emphasize that the property should be restored to its original condition, within reason, based on the initial occupancy inspection report.
Provide checklists to guide tenants:
- Clean all floors, walls and surfaces.
- Remove all personal belongings and trash.
- Deep clean kitchens and bathrooms, including appliances and fixtures.
- Repair any damage caused during the tenancy, such as holes in the walls or broken fixtures.
Tenants are reminded that failure to resolve these issues may result in the deposit being forfeited.
Providing a detailed checklist and clear expectations can help facilitate a smooth move-out process and protect both parties from potential disputes.
Remove personal items
Tenants must remove all personal belongings from the property before moving out. This step is crucial to avoid additional fees or delays in moving out.
Highlight key points to ensure tenants understand their responsibilities:
- Completely remove: All personal belongings, including furniture, decorations and trash, must be removed. Anything left behind will be considered abandoned property.
- Avoid fees: Inform tenants that any items left behind may incur additional moving and disposal charges, which will be deducted from the security deposit.
- Smooth transition: Vacant properties allow for a smoother transition to the next tenant and allow for necessary cleaning and repairs to be made without hindrance.
Provide tenants with a timeline and remind them to start the relocation process as early as possible. Provide resources such as local donation centers, trash removal services, or storage facilities.
Clear communication and support during this process will help tenants understand the importance of this step.
return key
Clearly explain the process for returning keys. Arrange a specific time and method for key return, whether in person or through a secure return location.
Stop or divert utilities and services
Tenants are advised to have utilities and services stopped or transferred prior to the move-out date. This includes electricity, water, gas and any other services they provide during the tenancy.
Provide redirection for deposit refunds
Ask the tenant to provide you with a redirection address. This is critical for sending security deposit refunds and any necessary communications after move-out.
Move-out inspection
The move-out inspection is a critical step in the leasing process, ensuring that the property is returned to you in perfect condition and identifying any necessary fees to be deducted from the security deposit. Conduct inspections in the presence of tenants to increase transparency and resolve any issues on the spot.
Key inspection scopes during the inspection:
- Cleanliness: Check that the house is thoroughly clean.
- repair: Identify any damage that needs to be repaired beyond normal wear and tear.
- Personal items: Confirm that all personal belongings have been removed.
Document the condition of the property with photos and detailed notes. Compare the current status to the move-in inspection report to evaluate if there are any discrepancies. This thorough rental property inspection will allow you to communicate any repairs or cleaning costs that will be deducted from the deposit.
This process protects your investment and creates a fair and transparent relationship with your (former) tenants.
Deposit refund
Being transparent about the deposit refund process will help maintain a positive relationship. Start by requesting the tenant’s forwarding address.
From there, communicate a time frame for receiving your refund. State law generally sets this period, which ranges from 14 to 30 days after the tenant moves out.
For example, this is Florida law:
When vacating the premises due to the termination of the lease, if the landlord does not intend to claim the security deposit, the landlord shall have 15 days to return the security deposit, together with interest if otherwise requested, otherwise 30 days, by registered mail Give written notice to the tenant’s last known mailing address stating his or her intention to make a claim against the deposit and the reasons for making the claim.
If there are any deductions from the security deposit, please provide a detailed list detailing the reasons for each deduction. Common deductions include unpaid rent, necessary repairs beyond normal wear and tear, and cleaning expenses. Including photos and documents from the move-out inspection can help justify these fees.
Clear communication and compliance with legal requirements are key to a successful refund process.
final thoughts
With a comprehensive move-out checklist from your landlord, the move-out process can be smooth and worry-free. Communicate expectations clearly, conduct thorough inspections, and handle security deposits fairly. With a little planning and attention to detail, you can make the move-out process efficient and stress-free for you and your tenants.
Save time and money with this refreshing guide to managing your own property.
exist self-managed landlordAmelia McGee and Grace Gudenkauf share tips for efficient property management, tenant screening and onboarding, and scaling your business, all to help you escape the 9-to-5 drudgery and create lasting wealth through real estate.
Notes on BiggerPockets: These are the opinions written by the author and do not necessarily represent the views of BiggerPockets.
