landlord guide to smooth move in move out tenant

Landlord’s Guide to an Easy Move-in / Move-out Process

Moving out your tenant could be quite stressful if you are hit with some unexpected scenarios, such as damages that require immediate repair. With usually less than a day of time to clean up and get your rental ready, moving the new renter in could be quite a scramble.

To ease the process and minimize your stress on this hectic day, we recommend a few steps to take prior to the check out day. Provided that your tenant has notified you within the notice period, you can follow up with reminders to ensure that the last day of tenancy goes as smoothly as possible.

Landlords can minimize the stress of tenants moving out

Send your tenant reminders and let them know what’s expected

Your tenant may not be familiar with the move out process. Therefore, sending an email reminder can make their move less stressful for them too.

  • Move-Out Reminder – Send them an email 30 days prior to move-out day and attach a checklist.
  • Sign off the Conditions Report – Set a time to walk them through the conditions report and the final sign off. Make sure to attach the conditions report from the move in as a reminder of the original condition.
  • Final Confirmation – Set up a meeting time to complete the move out process including returning the deposit balance, keys, etc.

Explain your expectations for cleaning, yard maintenance, utility bills, etc.

Encourage your tenant to review the Property Condition Checklist and the cleaning check out list. Let them know this is what you will be using to assess the unit’s condition.

Explain to your tenant the process for handling the Deposit Refund Statement

Let your renter know that any refund from their deposit will be mailed back to them at their last known address within 14 days of vacancy of the premises. Check your state tenancy laws for details on the timelines and the method of returning deposits.

When determining charges for your “Deposit Refund Statement”, you need to consider:

  • What your lease indicated the deposit can be used for
  • Whether the Tenant complied with all of the conditions of the Agreement
  • Whether the Tenant returned all keys that were originally given to them at the start of the tenancy. If not, check the lease agreement on the replacement cost and deduct from the key deposit you collected
  • Whether the unit has been left in acceptable condition as referenced in the Property Condition Checklist

Sometimes, the relationship can be strained at the end of a tenancy, and you could be left with a mess that is nearly impossible to repair before the next tenant moves in. So the best way to deal with this is to:

  • communicate well with your tenant far in advance
  • set the expectations and ensure there is an understanding about the condition of the property
  • explain the process of returning the deposit if applicable
  • go through a Cleaning Checklist and the Conditions Report
  • refer to photos of the property you may have taken prior to their move in.

Aways try to take photos of the suite before turning over to the next tenant. Often times, tenant would take their own photos and report any issues before taking possession. This may not work for everyone, but tenants often get a clear message that the condition of the suite is being taken very seriously and will hold them accountable for any major damages. You can also give them tips and advice on how to keep the suite clean (e.g. having liners inside the oven) so that they don’t spend half a day trying to clean appliances.

Comments 2

Friend And Farelly [2 years ago]

Great article full of great tips! Thank you for sharing

Ashmore Lettings [1 year ago]

Great advice, extremely useful! I will defiantly pass this post on, thanks.