The Ultimate Landlord Move-Out Checklist (With Examples!)

When the day finally arrives for a resident to vacate a rental property, property managers must ensure that everything is in order and that the transition to new residents goes smoothly. The key component to achieving this goal is utilizing a well-planned move-out checklist.

By following a thorough and systematic approach, landlords and property managers can avoid common pitfalls, minimize disputes, and ensure that the property is ready for the next occupant.

This article details the ultimate landlord move-out checklist, with examples that will make the process interesting and ease the burden on property managers and residents.

What Is A Landlord Move-Out Checklist?

A landlord move-out checklist is simply a document that property managers can use to keep track of all tasks and activities associated with a resident’s departure from their rental property. 

The purpose of this document is to ensure that the property manager remains organized during the move-out process, adheres to all relevant laws and regulations, and completes essential inspection tasks related to a resident’s departure.

Why Should A Landlord Use A Move-Out Checklist?

Landlords should use a tenant move-out checklist for several reasons. First, it ensures that all their obligations are met prior to the resident's departure. This includes providing the resident with a final inspection, returning any relevant paperwork and deposits, etc.

Second, landlord move-out checklists can help protect property managers from potential legal issues or future disputes, whether from former residents or new applicants.

Third, a move-out checklist helps property managers quickly and efficiently prepare the property for its next occupant. This includes tasks such as cleaning, repairs, providing notices of vacancies, etc.

Create Your Own Move-Out Checklist In 3 Easy Steps

Let’s show you how to create a move-out checklist.

Step 1: Start With The Critical Information

The first and most important step in creating a rental property manager move-out checklist is to gather critical information. This encompasses the occupant's identity and communication details, move-in and move-out dates, rental property location,prevailing rent sum, and tenancy contract.

The collected data ought to be precise, current, and readily available when required. Ensure that you are also familiar with the resident’s lease agreement so you know exactly what they are entitled to in terms of deposits, returns, and other liabilities.

This step may seem simple, but it is essential for the success of an efficient move-out process. Engage the resident and ensure they are aware of all the necessary information they need to provide before the move-out date.

Step 2: Add A Room-By Room Inspection Breakdown

When making a landlord move-out checklist, it’s important to break down the tasks room by room. That way you can easily see at a glance what needs to be done in each specific area, such as the kitchen or bedroom.

For example, in your kitchen, you may need to make sure that all appliances are working properly and that the cabinets are free from dirt. In the living room, check for any damage or stains on the walls and floors. And in the bedroom, confirm any furniture is removed and there’s no visible damage to carpets or windows.

Each room can be broken down further into smaller tasks. For example, in the kitchen, you may need to check that all cupboards are vacuumed and free of food particles, surfaces wiped down with a disinfectant, and any appliances have been unplugged.

As a property manager, your goal is to ensure that the property is left in a clean and move-in-ready condition for future residents. So making sure all rooms are checked off on your checklist is key to achieving this goal.

Step 3: Add Space For Signatures And Closing

The final section of your landlord move-out checklist should be a space for signatures and closing remarks. Here you can include a signature line for the resident and the property manager to sign off on, along with any end notes about the property condition or final tasks to be completed before the resident’s departure.

Ensure you include relevant dates, and have everyone sign off on the move-out inspection checklist. This will protect you in the event of any security deposit disputes or misunderstandings about the normal wear and tear of your property.

If you took photos of the property, this is the perfect section of your checklist to include them as well. Photos are a great way to document any potential damage that occurred during the resident’s stay.

Once all signatures and closing remarks are added, you can consider your landlord move-out checklist complete!

How To Use A Move-Out Checklist

Having grasped the creation of a move-out checklist, it's crucial to develop a comprehensive understanding of its effective utilization. A move-out checklist should be followed carefully so that the process goes as smoothly and efficiently as possible.

Step 1: Document The Request

Begin a paper trail as soon as a resident informs you of their intention to move out. Make sure to document the request in writing, such as via a certified letter or email. This will provide proof if there are any disputes about when the resident gave notice of their intent to vacate the property.

During this step, you should also outline the expectations for move-out, such as deadlines for returning keys and how long the occupant has to wait to get their full security deposit back.

Step 2: Complete The Move-Out Property Inspection

Once the moving date is decided, arrange an inspection of the property before the resident moves out. This will help you identify any damages that have occurred during their tenancy and can also be used as evidence in case a dispute arises about the condition of the property at move-out. Note all damages down on your move-out checklist and take photos for reference.

During the inspection, ensure the resident knows what you expect for the move-out condition. For instance, you may require that any personal belongings are removed from the property and walls be painted back to their original color if the occupant had made any changes during the tenancy period.

Step 3: Compare With The Move-In Inspection

This is an integral part of the move-out process and should not be overlooked. Compare the condition of the property at move-out with its condition at move-in and make sure to document any differences.

This comparison will help you decide whether a resident is responsible for any damage or wear and tear that has occurred during their tenancy, as outlined in your rental agreement. 

You may also use it to decide whether a security deposit should be used for repairs or returned in full. Also, be sure to consult local laws about the use of security deposits in your area.

Photos from both the move-in inspection and move-out inspections can help you establish any damages that occurred during the tenancy. Therefore, it is important to take photos at both these stages so you have a record of the condition of the property before and after the new occupant’s stay.

Step 4: Obtain A Forwarding Address

A forwarding address is essential for returning a resident’s security deposit. It must be obtained before they move out, as per local laws in most areas.

It is important to make sure you get this address in writing so that it can be used if there are any disputes about its accuracy or authenticity. Additionally, this will help you keep track of your former residents in the event they need to be contacted again regarding a dispute or refund.

Make Your Next Move-Out Inspection Hassle-Free

If all of this sounds like a lot of work, don't worry. Automating your property inspection process is one of the most efficient ways to streamline move-in and move-out inspections for property managers. 

RentCheck provides an easy-to-use digital platform that allows you to quickly and accurately document the conditions of your rental property upfront. This can save you time, money, and effort when it comes to move-out inspections.

RentCheck offers a comprehensive report with photos, which can be used as evidence in case a dispute arises. Plus, RentCheck’s automated reminders help you keep track of important deadlines, such as when to inspect the property before and after the current resident has moved out. Even better, residents can use the app to perform inspections, saving property managers time, money, and stress.

By using this software, you can rest assured that every move-out inspection will be thorough, efficient, and legally compliant. In addition, RentCheck’s cloud-based platform allows you to access your inspections anytime, anywhere. Get it today!

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