The awkward part of a move-out usually happens before the final walkthrough.
The tenant thinks the keys are due at one time, the landlord has another time written down, nobody has confirmed the inspection, and the forwarding address is still somewhere on the tenant’s to-do list.
A short written move-out package can prevent most of that.
For Canadian landlords and small property managers, the goal is simple: tell the tenant what needs to happen before they leave, while keeping your inspection, deposit and record-keeping process organized.
Key Takeaways
- Send written move-out instructions about one to two weeks before departure, then confirm the appointment closer to move-out day.
- Include the tenancy end date, cleaning expectations, inspection details, key return instructions and a request for a forwarding address.
- Check your province’s inspection and deposit rules before sending the message. The process is not the same across Canada.
- Keep expectations practical. A move-out checklist should reduce confusion, not read like a warning letter.
- Save the final inspection, photographs, messages and account records with the tenant’s file after the tenancy ends.
What should a landlord send before a tenant moves out?
A useful move-out message does not need to be long. It needs to answer the questions a tenant is likely to have while packing.
These seven items cover most of the friction.
1. Confirm the move-out date and handover details
Start with the basics:
- Rental address and unit number
- Last day of the tenancy
- Agreed possession or handover time
- Where and how keys will be returned
- Who the tenant should contact if plans change
Do not assume the tenancy end date tells the tenant everything.
If you manage several rentals, put the details in writing even when you have already discussed them by phone. A two-minute confirmation email is easier than sorting out conflicting memories while a moving truck is parked outside.
2. Explain the move-out inspection process
Tell the tenant whether you will complete a final inspection, when you would like to do it, and whether there is an existing move-in condition report to compare against.
This is where provincial differences matter.
In Alberta, both move-in and move-out inspection reports are mandatory. The province also states that landlords cannot deduct damage or cleaning costs from the security deposit if the inspection-report requirements have not been met. Landlords managing Alberta rentals should review the province’s inspection report and tenancy guidance before closing out the tenancy.
Manitoba takes a different approach. A condition report is not automatically required in every tenancy, but if either the landlord or tenant asks for one, both parties must inspect the unit and complete the report. Manitoba’s Residential Tenancies Branch explains the process in its condition report guidance.
That difference is exactly why a landlord with properties in more than one province should not reuse the same legal wording everywhere.
For landlords who want the inspection records in one place, Pendo Rent’s digital inspection reports can keep notes, photographs and signed copies connected to the property instead of spread across phones, inboxes and paper forms.
If you want to go deeper on what should actually be documented, Pendo Rent’s guide to move-in condition inspection reports and damage claims in Canada covers the different provincial approaches to condition reports and deposit claims.
3. Give the tenant a reasonable cleaning checklist
“Please leave the unit clean” sounds clear until move-out day.
A more useful reminder might include:
- Remove personal belongings and garbage
- Clean kitchen counters, cupboards and appliances
- Clean bathroom fixtures and surfaces
- Vacuum or sweep floors and clean them as appropriate
- Empty the refrigerator and freezer
- Clear balconies, storage lockers and other areas included with the rental
- Deal with tenant-caused stains or mess beyond normal use
There is a useful Canadian example in Manitoba. Its Residential Tenancies Branch publishes end-of-tenancy cleaning guidance and uses the standard of leaving a rental “ordinarily clean.”
That is more useful than demanding an undefined “professional-level clean.”
Avoid automatically telling every tenant they must hire professional cleaners unless your provincial rules and enforceable tenancy terms support what you are asking for.
4. List everything that needs to be returned
Keys are easy to overlook during a move, especially when a tenancy has lasted several years.
List the access items you expect back:
- Unit keys
- Building or lobby fobs
- Mailbox keys
- Garage remotes
- Parking passes
- Storage-room keys
- Any other access device issued during the tenancy
If you recorded these items at move-in, compare against that inventory rather than relying on memory.
A simple line such as “We issued two unit keys and one garage remote at move-in” makes the handover much clearer for both sides.
5. Ask for a forwarding address
Include a clear request for the tenant’s forwarding address or other agreed method for receiving final documents and money owed.
Alberta recommends that tenants provide their forwarding address to the landlord in writing. Nova Scotia’s residential tenancy guidance also tells tenants to give the landlord an address where the security deposit can be sent or arrange how they will receive it.
Ask before move-out rather than chasing the tenant weeks later.
6. Explain what happens with the deposit
Keep this section short because the rules vary considerably.
Here are four examples that show just how different the process can be:
| Province | Example of move-out deposit rule |
| Alberta | If there are no deductions, the landlord must return the deposit plus applicable interest within 10 days after the tenant gives up possession. If deductions are being made, different statement and timing requirements apply. Review Alberta’s security deposit and tenancy guidance. |
| Saskatchewan | A landlord who wants to claim against the security deposit must make the claim through the Office of Residential Tenancies within seven business days after the tenancy ends. Saskatchewan explains the process on its Security Deposits page. |
| Nova Scotia | The deposit must generally be returned within 10 days after the tenancy ends unless the tenant agrees in writing to a deduction or the landlord follows the province’s security-deposit claim process. See Nova Scotia’s Residential Tenancies information. |
| Quebec | A landlord cannot require an additional security or key deposit. Quebec’s Tribunal administratif du logement explains the restriction in its guidance on paying the rent. |
Saskatchewan also states that a landlord cannot build an automatic forfeiture of the security deposit into the tenancy agreement.
This is why a generic line such as “your damage deposit will be returned within 15 days” should never appear in a Canada-wide template.
For a broader comparison, Pendo Rent’s province-by-province guide to rental deposits in Canada covers deposit limits, permitted uses and return timelines across the country.
7. Give the tenant one clear contact point
Moving week gets messy.
A tenant may discover a missing fob, need to adjust an inspection time, or realize they cannot remove something on schedule.
Tell them exactly where those questions should go.
One established email address, tenant portal or messaging channel is easier to manage than a conversation scattered across calls, texts and personal inboxes.
It also leaves a much cleaner record if there is a disagreement later.
A simple move-out message you can send
Subject: Move-out details for [Rental Address]
Hi [Tenant Name],
Just a reminder that your tenancy at [address] ends on [date].
Before moving out, please remove your belongings and leave the rental in the condition required under your tenancy agreement and the rules that apply in our province.
Your move-out inspection is scheduled for:
Date: [date]
Time: [time]
Meeting point: [location]
Please return the following during the inspection/key handover:
- [Number] unit keys
- [Number] building fobs
- Mailbox key
- Parking or garage remote
- Any other access devices provided during the tenancy
Please also send your forwarding address to so I can complete the final tenancy paperwork and any applicable deposit process.
If anything changes before move-out day, please contact me at [contact information].
Thanks,
[Landlord/Property Manager Name]
What not to put in your move-out checklist
Avoid turning the email into a list of automatic penalties.
For example:
“$250 will automatically be deducted if the apartment is not professionally cleaned.”
That wording assumes the landlord already has the right to make the deduction before the unit has even been inspected.
A better process is to explain the expected condition, complete the inspection, document what is actually there, and then follow the rules that apply in the property’s province.
The same goes for damage.
A faded wall, worn flooring or an old appliance is not automatically the same thing as tenant-caused damage. Document the condition first. Decide whether there is a legitimate claim second.
On move-out day, document before you clean
Once the tenant has returned possession, complete the inspection before a cleaner or contractor changes the condition of the rental.
Compare the unit against the original move-in report where one exists.
For each room:
- Take a wider photograph showing the overall condition.
- Take closer photographs of anything that may require attention.
- Record what you see without exaggerating it.
- Note missing keys or access devices.
- Save the completed report and photographs together.
Good documentation matters because a deposit claim can depend on more than a photograph taken after move-out. Inspection requirements, deadlines and the way the deposit is handled all vary by province.
Pendo Rent’s guide to condition inspection reports and damage claims explains how those rules differ across Canada.
After the tenant leaves, archive the tenancy
Move-out is not the moment to erase the tenant from your records.
Keep the documents that explain what happened during the tenancy:
- Lease and amendments
- Rent ledger
- Relevant notices
- Move-in and move-out reports
- Photographs
- Deposit records
- Final correspondence
That record can also matter later at tax time. Pendo Rent’s guide to keeping rental records CRA-ready year-round covers how to organize leases, payment records, expenses and property documents without having to rebuild the paper trail every spring.
If you use Pendo Rent, former tenant profiles can be archived instead of deleted, preserving payment and tenancy history. The step-by-step tenant management guide explains how that workflow works.
If another tenant is moving in shortly afterward, the Sept. 1 rental turnover checklist for Canadian landlords picks up from here with cleaning, repairs, deposit handling and the next move-in.
Make the last week boring
That is a good outcome.
The tenant knows when the handover is happening, what should be cleaned, what needs to be returned and where to send their forwarding address.
You know when the inspection is happening, which provincial process applies and where the final records will be stored.
There should not be much drama left for move-out day.
Pendo Rent helps landlords keep inspections, photos, signatures and tenant records connected to the right property instead of spread across paper files, inboxes and camera rolls. Start a free 30-day trial today if you want a cleaner system for the next move-in and move-out.
Disclaimer: This article is for informational purposes only and does not constitute legal advice. Always consult your local Residential Tenancy Branch or a qualified legal professional for advice specific to your situation.
