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Tenant Move-Out Process

Run this checklist at least 30 days before a tenant moves out

Introduction:

First steps:

Record basic details

Confirm move-out date

Update property page in Appfolio

Property inspection:

Send email to schedule inspection

Confirm inspection date

Gather documents from move-in inspection

Determine method/tool used for inspection

Perform the inspection using your tool

Inspect kitchen

Inspect living area

Inspect bedrooms(s)

Inspect bathroom(s)

Add inspection details to property page in Appfolio

Move-out day:

Obtain a forwarding address

Collect the keys

Security deposit:

Assess condition of the property

Determine how much will be paid back

Return the deposit within 30 days

Related checklists:

Introduction:

A tenant has decided to move out or has been told by the property owner to vacate. Now, the property needs to be inspected, keys collected and the security deposit returned, as well as a bunch of other tasks that need to be completed.

This checklist will ensure that you are completing each necessary step in the tenant move-out process and updating Appfolio accordingly to maintain data integrity.

(As a side note - and although it won't alter how this checklist is used - please be aware that Appfolio doesn't currently integrate with Zapier.)

First steps:

Record basic details

Property address

Tenant name

Email address

Appfolio tenant page

Appfolio property page

Confirm move-out date

Select the move-out date that you have confirmed with the tenant.

Confirmed move-out date

Update property page in Appfolio

Link: {{form.Appfolio_property_page}}

Property inspection:

Once the move-out date has been confirmed between you and the tenant, it's time to conduct a walk-through inspection of the property to document any damage as well as cleaning and general maintenance needs.

This is also an essential step in evaluating what portion (if not all) of the security deposit will be paid back to the tenant once they have vacated the property.

As you perform the inspection, keep in mind that some things need to be checked in every room, while others are unique to specific rooms. For example, you will obviously only need to inspect a stove in the kitchen, whereas flooring, walls, doors, locks, and windows will need to be inspected in all rooms.

Check out our comprehensive home inspection checklist for more detailed instructions.

Send email to schedule inspection

Contact the tenant to schedule an inspection date for you to evaluate the overall condition of the property.

Confirm inspection date

When the tenant has replied to your email, confirming a date for you to perform a walk-through inspection, enter it below.

Scheduled inspection date

Gather documents from move-in inspection

Select the date of the move-in inspection conducted when the previous tenant moved out along with any documents/photographs that you can refer to when evaluating the current state of the property.

Date of move-in inspection (when previous tenant moved out)

Documents/photographs from move-in inspection

Move-in inspection document

Determine method/tool used for inspection

Do you use a software tool (e.g.zinspector, EZ) to perform property inspections?

1

Yes
2

No

Perform the inspection using your tool

Inspect kitchen

Carefully inspect each functional element of the kitchen. Complete the sub-checklist below and document your notes in writing and photographs.

The sink: Turn the faucet on and check for water pressure and drainage. Inspect under the sink cabinet looking out for leaks, mold or water damage. Also, check the water valves for corrosion or leakage.

Countertops: Inspect for any significant chips, cracks or gauges.

Cabinet and drawer storage: Check that all cabinet doors are functioning properly. Note if any hinges or hardware are missing.

The stove: Check each burner to ensure they are clean and working correctly

The oven: Check that the oven is clean.

The refrigerator: Check that the refrigerator is clean and functioning properly.

The dishwasher: Check for mold inside the wall frame. This would indicate if the seals and hoses connecting the dishwasher to the water source are damaged.

(Subtasks)

1

The sink
2

Countertops
3

Cabinets and drawer storage
4

The stove
5

The oven
6

The refrigerator
7

The dishwasher
8

Flooring
9

Windows
10

Light fixtures
11

Walls
12

Ceiling

Kitchen - Inspection notes (damage, cleanliness, maintenance)

Kitchen - Photograph #1

Kitchen - Photograph #2

Kitchen - Photograph #3

Inspect living area

Document the conditions of:

(Subtasks)

1

Flooring
2

Walls
3

Ceiling
4

Doors
5

Windows
6

Light fixtures
7

Smoke detector

Living area - Inspection notes (damage, cleanliness, maintenance)

Living area - Photograph #1

Living area - Photograph #2

Living area - Photograph #3

Inspect bedrooms(s)

Go through each bedroom and note the condition of:

(Subtasks)

1

Flooring
2

Carpets (if any)
3

Walls
4

Ceiling
5

Doors
6

Windows
7

Light fixtures
8

Smoke detectors

Bedroom(s) - Inspection notes (damage, cleanliness, maintenance)

Bedroom(s) - Photograph #1

Bedroom(s) - Photograph #2

Bedroom(s) - Photograph #3

Inspect bathroom(s)

Bathrooms often have hidden damage, so be sure to:

(Subtasks)

1

Check around the toilet for leaks
2

Check for broken tiles
3

Check the sink and drainage
4

Check the faucet
5

Check the showerhead
6

Check condition of the mirror
7

Check the walls and ceiling
8

Check windows

Bathroom(s) - Inspection notes (damage, cleanliness, maintenance)

Bathroom(s) - Photograph #1

Bathroom(s) - Photograph #2

Bathroom(s) - Photograph #3

Add inspection details to property page in Appfolio

Be sure to add inspection documentation and notes to the property page in Appfolio

Move-out day:

Obtain a forwarding address

According to landlordstation.com:

"One of the tricks of the tenant trade is to “forget” to leave a forwarding address to a landlord upon checking out of a property."

Don't get tricked!

Make sure the tenant provides you with a forwarding address so you can return their deposit and forward their mail.

If you are dealing with a troublesome tenant, not having a forwarding address is a problem as they may leave the property in such poor condition that their security deposit cannot cover the issue and you need to file a lawsuit against them.

Forwarding address line 1 (street address)

Forwarding address line 2 (apartment, suite, unit)

Forwarding address - City

Forwarding address - State

Forwarding address - ZIP code

Collect the keys

The day has come for the tenant to vacate the property. Be very clear about where you would like them to leave/drop-off the keys. This should be stated in the lease agreement, along with a description of the penalty if they fail to return the keys within a certain timeframe.

Security deposit:

Review security deposit limits and deadlines in your state.

Assess condition of the property

Damage summary since move-in inspection

Will you be returning the tenant's deposit?

1

Yes, in full
2

Yes, in part
3

No
4

Not sure yet

Remember that not all items, specifically normal wear and tear, can be charged to the tenant.

Determine how much will be paid back

State laws typically allow landlords to use deposits to cover:

unpaid rent or other charges--for example, unpaid utility bills
repairing the damage the tenant or their guests caused (not for normal wear and tear)
cleaning the premises so they’re as clean as when the tenant moved in

Read about the difference between damage and normal wear and tear.

When returning the deposit to the tenant, be sure to include an itemized list of damages and the

Itemized list of damages/excessive dirt and costs associated to them

Amount to be paid back