Tenant move out instructions provide landlords with an effective means of monitoring tenants to ensure they fulfill all contractual responsibilities before departing, such as cleaning, trash collection and utilities disconnection.
This letter should request the tenant provide their forwarding address and inform them of a property inspection after their departure, including details on any damage fees that might be deducted from their security deposit.
Set a Date
When transitioning your property to new renters, notice must be given in advance – typically 30 days. Your lease agreement should clearly outline this timeframe; failing to do so could create issues down the road if tenants try moving in early.
Writing a letter to inform tenants when it’s time for them to vacate is a simple way of setting the date they must move out. You should clearly state in it that 30 days’ notice is required of them before moving out on this date, along with details like property address, contact info and any pertinent details.
Your tenants should receive a checklist to help them understand what needs to be done when vacate the rental property properly. Use either an pre-made checklist or create your own tailored one, covering things such as an inspection of the property, returning keys and cleaning up after themselves when leaving their unit. Furthermore, this list should specify that damages caused when leaving can be charged back directly against them, with you performing one final check-up after they depart.
Give the Tenant a Checklist
Once you know when a tenant will be moving out, you must provide them with instructions and forms so they can meet your requirements for move-out. This may include giving them an instruction sheet to assist them with cleaning duties; outlining that any costs incurred from taking furniture out will be deducted from their deposit; as well as giving them a blank inspection form. Depending on state laws pertaining to landlord-tenant relationships, additional details about how much notice must be given prior to moving out as well as their obligations when turning over keys or conducting an inspection are essential components.
Goal of this initiative: minimize security deposit disputes and ensure that landlords receive back their rental units in comparable condition to when tenants moved in. Offering tenants a checklist can ensure all areas of the rental unit, including high shelves and hidden corners are thoroughly examined before signing a rental contract.
Your tenants can download a free move-out checklist here that you can tailor specifically to their property and lease agreement. This list will remind them of their responsibilities while making sure all areas of the rental have been cleaned up and prepared for new tenants, while all belongings have been taken out – relieving stress as a landlord while keeping tenants happy and likely to renew their lease agreement.
Do a Walk-through With the Tenant
Tenants need to feel assured they’re moving into a clean, well-kept property when moving in, which requires clear instructions and an inspection process that meets tenants’ obligations to landlords. A landlord should always be prepared when handing off keys to new tenants – be it simply conducting a walk-through inspection with checklist or hiring professional property management team to oversee move out inspection.
Either way, conducting a walk-through with the tenant present can be advantageous for two reasons. First, this allows them to point out any areas they find problematic that could result in higher damage or cleaning charges, and secondly allows for them to express any questions on the checklist that need clarifying.
Once all items have been cleared out of the property, conduct a comprehensive assessment of it. This should include inspecting each room to make sure they are clean and in good repair as well as checking for safety equipment such as smoke detectors or fire extinguishers.
Remind the tenant they must return all keys (make a note of how many apartment and mailbox keys were issued), transfer utilities and change alarm codes before moving out.
Return the Keys
Remind tenants that upon moving out they must return all keys, garage door openers, parking tags or access cards back to the landlord – failure to do so creates a security risk as other people could still gain entry and cause further damage to the property.
To avoid this issue, send a letter notifying tenants when their lease ends and when they should vacate the property. Include in this checklist instructions on how they should clean, remove their personal belongings and complete a property inspection before moving out – be sure to include an address for dropping off keys prior to their departure!
Landlords should also state in this letter that after tenants move out they will conduct a final inspection to assess any damages to the property, with any costs for repairs coming directly from tenants themselves. If any are identified then these repairs could incur fees to repair.
In the event that a landlord doesn’t receive their keys back, rekeying or replacing locks could become costly – they can then deduct this expense from the tenant’s security deposit. Landlords should ensure their tenant provides their new address so they can send out their deposit plus an itemized list of deductions within 14 days.
