The ultimate guide to rental move-out checklists

When a tenant moves out, it might be tempting to give your unit a quick once-over before moving on to the next tenant. But doing so is not only a missed opportunity for providing excellent service, it could come with some compliance issues, as well.

That’s where a well-structured move-out checklist comes in. It can help your staff identify issues in the unit and ensure you collect everything you need from your tenant.

In this blog post, we’ll explore everything you need to know about move-out checklists, including their importance, what to include, how to conduct an inspection, common mistakes to avoid, and the role of property management software.

What Is a Move-Out Checklist?

A move-out checklist is a detailed document used by property managers to assess the condition of a rental property when a tenant moves out. This checklist helps compare the property’s current state to its condition at move-in, identifying any damages or issues that need addressing. It serves as a guide for both the tenant and the property manager, documenting that all necessary tasks are completed before the tenant leaves.

Why Is a Move-Out Checklist Important?

There are four main reasons why a move-out checklist is important:

1. It Minimizes Disputes: By documenting the property’s condition, both at move-in and move-out, the checklist helps reduce disputes between tenants and property managers. It provides clear evidence of any damages or issues that may have occurred during the tenancy.
2. It Streamlines the Turnover Process: A move-out checklist helps property managers identify and execute tasks quickly to prepare the property for the next tenant. That can include cleaning, repairs, and maintenance, as well as collecting keys and changing security codes.
3. It Protects Property Value: Regular inspections and maintenance help maintain the property’s value and prevent minor issues from becoming major problems.

What Should Be Included in a Move-Out Checklist?

A comprehensive move-out checklist should cover every aspect of the rental property. Here are some key elements to include:

1. General Cleaning: Make sure all rooms, including bathrooms and kitchens, are cleaned thoroughly. This includes wiping down surfaces, cleaning appliances, and mopping floors.
2. Appliances: Make sure all appliances are clean and in good working order.
3. Carpets and Flooring: Carpets should be professionally cleaned, and all floors should be mopped or vacuumed.
4. Windows and Fixtures: Clean windows, light fixtures, blinds, and fans. Replace light bulbs. Check for cracked windows or air leaks around sashes. Make sure the blinds haven’t been damaged and ceiling fans are working properly.
5. Damage Assessment: Identify any damage beyond normal wear and tear and log needed repairs. Make sure to take pictures or video to attach to maintenance requests.
6. Patch and Paint: Patch any holes in the walls and repaint if required.
7. Plumbing and Electrical: Check that all plumbing and electrical fixtures are working, that there are no leaks in the pipes and no broken outlets or stripped wires. Test GFCI outlets to make sure they’re working properly, as well.
8. Personal Items: Make sure no personal items have been left behind by the tenant.

In addition to inspection, you can use a move-out checklist to make sure your staff completes all the tasks needed for a smooth turnover of the unit. That includes:

• Confirm the Move-Out Date: This should be spelled out in the lease, but if your tenant is breaking the lease, confirm the date that they are planning to move.
• Conduct a Move-Out Inspection: We’ll describe that more below, but you should take the necessary steps to inspect the property.
• Collect Keys: Make sure you get all keys before the tenant leaves. If your units are accessed by a keypad, change the code.
• Release the Security Deposit: Make sure you send back the security deposit according to the timeline laid out by your state or municipality. When it comes to security deposits, always check with a legal professional to make sure you remain compliant.

How to Conduct a Move-Out Inspection Using a Move-Out Checklist?

Conducting a move-out inspection involves several steps to ensure a thorough assessment of the property. Here’s a step-by-step guide:

1. Schedule a Walk-Through: Arrange a date and time with the tenant for a preliminary inspection.
2. Review Lease Agreement: Discuss with your tenant the terms and conditions related to the move-out process.
3. Discuss Tenant Obligations: Remind the tenant of their responsibilities, including cleaning, and repairs.
4. Conduct a Thorough Inspection: Carry out a detailed inspection of the property, noting any issues not previously addressed.
5. Document the Condition of the Unit: Take photographs, videos, and detailed notes of the property’s condition.
6. Check for Personal Items: Make sure the tenant hasn’t left any personal items behind.
7. Conduct a Final Move-Out Inspection: Conduct a final inspection to ensure all tasks have been completed and the property is ready for the next tenant.

Common Mistakes to Avoid During a Move-Out Inspection

Even with a detailed checklist, it’s still possible to miss something. Here are some of the common mistakes property managers should be careful avoid during a move-out inspection:

1. Skipping Minor Details: Overlooking small issues such as a small crack in a tile or a loose door handle can escalate into major disputes later on.
2. Not Using Photos or Videos: Written descriptions can be subjective and vague. A photo or a video documents everything exactly as it is, so there can be no question about the extent of damage.
3. Failing to Provide a Clear Checklist: A list item that merely says “check the unit” isn’t enough. You should provide a detailed checklist that outlines each item to inspect in every room.
4. Allowing Tenants to Conduct the Move-Out Inspection: Tenants are not trained property managers and may miss subtle wear and tear. Always have a professional or a member of your staff conduct the inspection.
5. Not Requiring Signatures from Both Parties: Once the inspection is complete, both the tenant and property manager should sign off on the checklist to make sure everyone is on the same page.
6. Not Setting a Deadline: Providing a clear timeline helps keep the process on track.
7. Not Using Digital Tools: Digital inspection apps allow for easy documentation, photo attachment, and report generation, making the process more efficient and reliable.

The Importance of Property Management Software in Move-Out Inspections

Property management software plays an important role in streamlining move-out inspections. Here’s how it can help:

1. Efficiency: Property management software reduces manual data entry, minimizes errors, and expedites the inspection process.
2. Documentation: Digital tools allow you to attach documents, photos, and videos. Your staff can enter maintenance requests in real time and generate reports.
3. Communication: With a software solution, your staff can communicate with tenants and owners so that all parties are informed and on the same page.
4. Integration: Many property management software solutions, including Buildium, integrate with other tools, providing a comprehensive solution for property managers.

To learn more about how maintenance management software can help your team deliver a smooth turnover, check out Buildium. You can even sign up for a free 14-day trial to see for yourself.