Landlords: Tips for Running Smooth Move-in and Move-out Days
Move-in and move-out days are extremely important aspects of the turnover process. Not documenting everything thoroughly can come back to bite you. These are the two moments where the condition of your property and the accuracy of your documentation matter most.
A smooth move-in sets the tone for an entire tenancy, while a smooth move-out protects your money and sanity. When your turnover process is organized and predictable, you’re less likely to experience disputes.
Here are some of the best tips for making it as smooth as possible.
1. Use clear, written procedures as a standard
Most turnover issues come from disorganization, like unclear expectations, missing documents, and last-minute scrambling. Written procedures eliminate these issues and make your turnover process systematic and repeatable.
Start by creating a checklist for each stage. Never rely on your memory. Create a checklist that outlines every action you need to perform, including handing over keys, taking photos, setting up utilities, cleaning requirements, and inspection times. This will prevent tasks from slipping through the cracks and will protect you during disputes.
Before a tenant moves out, give them clear instructions so they know what you expect. Tell them exactly what you want them to do with their keys, your cleaning standards, and documents required (if any).
If all this sounds exhausting, you’re not alone. Many landlords prefer to hire a property manager to avoid the hassle and stress. Pros like the Houston apartment property managers at Green Residential have standardized procedures for turnover inspections and tenant onboarding that make the whole process smooth.
2. Document everything with photos and video
Good documentation is your only safety net, and that requires visuals. Photo and video documentation is the only way to prove your property’s condition prior to a tenant taking possession.
Take timestamped photos of every part of every room and appliance. This will create a clear baseline for comparing the property’s condition at move-out. However, photos aren’t enough. A video walkthrough will capture details photos may miss that can become important if a dispute arises later on. Thorough visual documentation is your best tool for protecting your lawful security deposit deductions.
3. Set clear expectations for cleaning and repairs
Everyone has a different idea of what “clean” means, and it’s critical to set expectations before a tenant moves out. Providing them with a move-out checklist will prevent misunderstandings and ensure tenants understand how they need to return the property. For example, tasks like cleaning light fixtures, appliances, cabinets, baseboards, and windowsills should be specifically listed.
It helps to explain what counts as normal wear and tear. For example, minor scuffs are considered wear and tear but holes in the wall from shelving are not. Clear explanations can save everyone time and prevent conflict.
Some tenants want help cleaning and would rather hire a professional. Give tenants access to your preferred cleaners. By offering them your vendors, you’ll ensure the cleaning work meets your standards without having to hire them yourself.
4. Schedule cleaning and repairs before the unit is vacant
Once you know a tenant is moving out, schedule cleaning and repairs right away. Don’t wait for a tenant to leave to get it in your calendar. Turnover is already expensive, and the last thing you want is a preventable, extended vacancy.
Reserve your cleaners and contractors weeks before a tenant’s move-out date to avoid having to wait weeks for availability. Aligning cleaners, contractors, painters, and repair techs ahead of time will cut your vacancy period dramatically. In fact, fast turnovers can reduce vacancy loss significantly.
5. Communicate issues clearly and professionally
When a tenant wants to do their move-out walkthrough with you, it’s best to honor their request. In most states, tenants have a legal right to be present for their move out inspection. During this walkthrough, make it clear in the moment if there are any issues the tenant needs to address to get their security deposit back. If you see any damage, point it out and document it on the move out checklist.
Smooth turnovers are supported by strong systems
Move in and move out days flow when they’re founded on clear procedures. Without strong systems in place, turnovers can be stressful and chaotic. When you streamline the whole process, you save money, reduce vacancy time, avoid stress, and protect yourself against future legal claims. The stronger your systems, the easier it becomes to move from one tenant to the next without disruption.
