Turning over a rental property involves more than just signing a new rental agreement or lease and then handing over the keys to the new renters. It takes weeks of effort, including marketing the unit, taking inventory of repairs needed, scheduling new renter’s showings, and arranging for a move-out walkthrough to document the move. It can be exhausting dealing with third-party vendors and tenants that just want to complete the process.
To allow for a smooth turnover, here is a sample of a checklist you may want to use as a property manager.
Pre-Move Out Communications & Scheduling
Once a property manager has been notified that a renter is planning to move, it is an ideal time to start the process of move-out with a brief meeting to communicate the process, expectations, and schedule showings and final walkthrough.
During this stage of the process, which may last a few weeks depending on the prior lease requirements, it is a good idea to lay out precisely what the manager needs from the renter. Some of the things discussed should include:
- Announcement of the official last day or move-out day
- Discussion of moving plans and forwarding address
- Reminder of cleaning requirements
- Review of any wear and tear or repairs that need to be made before new renters arrive
- Scheduling an inspection for the move-out day
Document, Document, Document
While paperwork and documentation is often seen as a hassle, they can also be advantageous for organized property managers. Property managers who document in writing and images on move-in day the condition of the unit will be able to compare the unit from then to the move-out date. The lease will most likely explain the responsibilities of a tenant in terms of what is considered wear and tear and what goes beyond that classification, but documentation of the unit before the renter moving in will help.
Documentation is also key to knowing when appliances and services may need to be updated or scheduled for regular maintenance. If possible, schedule any maintenance such as stove, refrigerator, or washer/dryer repairs or cleanings during the window between tenants.
Schedule Maintenance
Whether the unit needs a fresh coat of paint or the plumber needs to examine the leaky faucet closer, the move-out/move-in window is a great time to schedule these sorts of repairs. Maintenance that should be considered includes:
- Plumbing
- Electrical work
- Appliance repairs
- HVAC cleaning
- Key lock changes
- Security and alarm updates
- Painting and flooring
- General repairs to fixtures, built-ins, windows, or doors
- Cleaning crew for a top-to-bottom cleaning
Final Steps
On move-out day, a walkthrough will help determine the cleanliness and overall health of the rental unit. Using that documentation, a decision can be made regarding the security deposit. After viewing the unit, a disbursement of the remaining security deposit to the tenant can be made. Using the forwarding address, it should be sent to the former tenant in a timely manner.
Does your property need managing, especially during the turnover process of moving in and out? Contact us at Thayer & Associates.