It’s a fact of life for property managers that leases end and renters move on. How you handle this cycle has a significant impact on your bottom line. The lost revenue from vacant units combined with the expense of turning and remarketing the apartment can really hurt property owners financially.
With this in mind, there are several guidelines to follow to make this transition smooth and efficient. From pre-turnover preparations to move-out day checklists and all the way through until new tenants have been onboarded, here are some guidelines to make your turnover process successful. 
Pre-Turnover Preparation
The turnover process starts well before the move-out date. As property owners or landlords, we are aware of lease renewal dates and should prepare in advance.
Communicate with Renters
To be proactive, it is critical to have a pre-turnover plan. This may come in the form of a notice that reminds renters that their lease is coming to an end on a particular date. This reminder will give renters a chance to give 60-90 days’ notice and allow property managers to plan for clean-up, repairs, and marketing of the unit.
Clearly express your expectations for what the renter is responsible for on the move-out day, including the cleanliness of the appliances and the final condition of the space. Include directions for a final inspection and the determination of the security deposit. Be clear about what circumstances may require the security deposit to be lost and what conditions the unit needs to be in to be reclaimed.
Set Up Marketing and Advertising of Unit
Part of the preparation includes marketing your community and/or unit in multiple locations to attract renters. To market the property, be sure to include updated images, a full list of amenities, rent and what’s included, and guidelines for living in the community.
Plan Your Inspection & Vendor Maintenance
Additionally, a key part of the pre-turnover plan should be inspecting the unit in the weeks leading up to move-out day to determine what upgrades or maintenance will need to be completed upon move-out. This step gives property managers a chance to schedule third-party vendors to take care of issues such as appliance repairs, plumbing or electrical issues, or painting the unit before new renters move in.
Utility Transfer Plans
As a part of the pre-turnover process, confirm utility transfer to the property management until a new renter is secured. 
Move-Out Day Preparation
On the day that your renter packs up their belongings, a few steps are vital to making the process go smoothly. These include collecting keys, changing locks if required, changing utility ownership, and thoroughly inspecting the space.
As a checklist for your inspection be sure to include the following items on your list.
- Evaluate for cracks or damage to walls, floors or ceilings
- Identify stains or marks on the walls, ceiling and floors (carpet or hardwood)
- Assess appliance functionality and any damage that may have been done to the washer and dryer (if applicable), stove, refrigerator, dishwasher and other appliances in the unit
- Check for leaks and water pressure issues in the bathroom and kitchen
- Test all windows and screens
- Check all doors and doorknobs for functionality
- Determine the health of the HVAC system, including vents, filters and air flow
Post Move-Out Action
In the hours and days following a renter’s lease ending, your efficiency is key to turning the space over to a new renter. Coordinating with vendors can mean the difference between having your unit ready to go within days versus having a space vacant for an extended amount of time.
Knowing this, have your outside vendors scheduled for maintenance so they can implement repairs upon vacancy immediately. Plan for time to complete a deep cleaning of the space during this same period if possible.
Talk to our team of professionals at Thayer & Associates if you need assistance with turnover at your property. Contact us online or call us at 617.354.6480.