Tenant Move-Out Checklist and Template for Property Managers

Hey there, property managers! Are you tired of chaotic move-outs? Today, we're diving into why clear communication with your residents during the move-out process is crucial. Spoiler alert: it's not just about avoiding those awkward, "But I thought I could leave my enormous, torn up couch that barely fit through the door when I moved in" conversations.

Why a Communication Plan is Important

1. Sets Clear Expectations: Laying out your move-out process helps residents understand what's expected of them to avoid issues to begin with.
2. Reduces Disputes: Clear communication can prevent arguments and unnecessary deposit disputes.
3. Streamlines the Process: A smooth move-out is like a well-choreographed dance number – everyone knows their part, and no one steps on any toes.
4. Increases Deposit Returns: Clearly setting expectations helps your residents get their full deposits back. 
5. Reduce Turn Time: When residents know what’s expected and what you’re looking for, they’re less likely to leave bulky furniture and dirty appliances.

Resident Move-out Checklist

Communicating move-out expectations clearly to residents improves the experience for everyone. No one is left guessing or frustrated at the results. Here is a list of expectations and timelines property managers and landlords should consider when detailing their move-out expectations with residents:

1. Move-out Inspection: Schedule and communicate the move-out inspection date. Bonus points if you use RentCheck to schedule pre move-out and move-out inspections that residents can perform themselves.
2. Key Drop Off: Make it clear where and when keys should be returned. Hint: you can make this a required step of your move-out inspection in RentCheck.
3. Cleaning: Clearly outline your expectations for cleanliness, without leaving anything to chance. If you deep cleaned the unit before they moved in and expect them to return it in the same condition, make that clear.
4. Left Items: Remind residents that their apartment isn't the Island of Misfit Toys: all items must go. This is also a good time to let them know the penalty for items left behind. RentCheck can help get residents’ acknowledgement of this policy during a pre move-out inspection or move-out verification. 
5. Security Deposit: Let renters know when to expect to receive word about any deductions and the return of their security deposit.

Email Template: Move-out Communication to Residents 

Here's a template you can customize and send to your residents:

Subject: Moving Out? Important Steps for Getting Back Your Deposit

Dear [Resident Name],

As your move-out date approaches, please follow these steps to help us ensure a smooth transition: 

1. Inspection [Due] Date: [Date and Time] (Note: this will depend on whether you/your team is completing the inspection, or if you’re using a tool like RentCheck to allow the resident to perform the inspection themselves.)‍
2. Key Return: Please return all keys to [Location] by [Date and Time].
3. Cleaning: Please remove all trash, furniture, and personal items by the move-out date. [List any other specific items/areas of note].
4. Security Deposit: Expect your deposit return within [X days] of move-out, minus any deductions for damages or cleaning.

For a full checklist of move-out procedures, check out the attachment. Follow it closely to maximize your chances of a full deposit return.

‍

Best regards,

[Your Name]
Property Manager Extraordinaire

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Move-out Checklist for Tenants

For the best results, it’s a good idea to provide a detailed checklist of move-out expectations to residents in the move-out email. Here’s a list to get you started:

1. ☐ Schedule/perform move-out inspection
2. ☐ Clean all rooms thoroughly 
3. ☐ Patch and paint any wall holes 
4. ☐ Deep clean appliances 
5. ☐ Remove all personal items 
6. ☐ Clean carpets/flooring 
7. ☐ Return all keys and access cards
8. ☐ Provide forwarding address for deposit return (hint: RentCheck can help collect this info too!)
9. ☐ Check for and replace any burnt-out light bulbs (if applicable)
10. ☐ Do a final walkthrough 

Tools to Make Move-Ins and Move-Outs a Breeze

RentCheck allows you to perform and record digital inspections, photo documentation, and seamless communication with residents throughout the lease cycle so nothing falls through the cracks. Once a resident is ready to move out, RentCheck allows you to easily compare move-out inspections side-by-side to the unit’s condition at move-in. Start a free trial today to see how it works!