Move-Out Procedure Checklist

Email and mail (or post in the portal) the move-out packet: vacate date, cleaning expectations, key return procedure, forwarding address request, and the state-specific timeline for the security deposit statement. Reference the lease section governing turnover so the tenant cannot later claim they were not informed.

The forwarding address is the legal mailing target for the itemized deposit statement. If the tenant declines to provide one, document the refusal in writing — most state statutes require the manager to send to the last known address, and a documented refusal protects against statutory damages claims later.

Reminders cut down on holdover tenancies. Restate the vacate date, the deep-clean expectation, and the key return method. Note any prorated rent owed if vacate is mid-month.

Schedule five to seven days before vacate. The pre-move-out walkthrough is optional under most state statutes but recommended — it gives the tenant a chance to cure issues before final inspection, which materially reduces deposit disputes.

Walk every room with the tenant present. Use the same form as the move-in inspection so comparisons are clean. Capture photos of any condition issues you intend to charge for at move-out — putting the tenant on notice now makes deductions defensible later.

Itemize what the tenant can cure before vacate to avoid deposit deductions — patch nail holes, replace burnt bulbs, deep-clean appliances, remove debris. State plainly which items will be charged if not cured.

Check closets, attic, garage, storage unit, balcony, and any exterior storage. Items left behind trigger your state's abandoned-property procedure, which generally requires a notice period and storage before disposal — do not just throw items out.

Inventory against the move-in record: house keys, mailbox key, gate fob, garage remote, amenity card, smart-lock codes. Anything not returned becomes a deduction line item and a security risk until rekey.

Document each missing item with the move-in record showing what was issued. Charge actual replacement cost — fob/remote replacement often runs $50-150 each from the manufacturer or property's access vendor. Add to the deduction worksheet so it flows into the itemized statement.

Call the electric, gas, and water providers to confirm the tenant's account has been closed and ownership account is active for the vacant period. A unit without active utilities cannot be shown — coordinate the same-day handoff to the management account.

Press the test button on every detector, replace any battery older than the prior turnover, and log the test date. Most states require working detectors at every move-in — the log is a habitability defense if a future incident occurs.

Pull the signed move-in inspection form and the dated move-in photos. Walk room by room comparing surfaces, appliances, fixtures, and flooring. Normal wear (minor scuffs, light carpet wear, faded paint after multi-year tenancy) is not chargeable; damage beyond wear (holes, stains, broken fixtures) is. Disputed deductions usually fail in small claims when there is no signed move-in baseline to compare against.

Photograph every room from multiple angles plus close-ups of any damage. Use a tool that embeds the timestamp (HappyCo, zInspector, or the PMS inspection module). Photos without verifiable dates are weaker evidence in deposit disputes.

Separate the punch list into tenant-chargeable items (damage beyond wear) and owner-paid items (normal wear, capex refresh). Misclassifying capex as repair affects the owner's tax treatment at year-end — a $400 disposal swap is a repair; a $4,000 full appliance refresh is a capital improvement that depreciates.

Before dispatch, verify each vendor's general liability and workers comp certificates are unexpired and name the property as additional insured. A lapsed COI on a vendor working a vacant unit puts the manager personally on the hook for any incident.

Rekey or replace every exterior cylinder regardless of whether all keys were returned — prior tenants may have copied keys. Update the master key log and reset any smart-lock codes. Standard cost is $50-150 per unit; the liability of skipping it is much larger.

Deep clean covers appliances inside-and-out, baseboards, vents, blinds, tubs, and grout. Carpet shampoo handles light wear; replace if pad is saturated or staining returns after extraction. Schedule cleaning AFTER maintenance finishes — vendors track in dirt.

Touch up where the existing paint matches; full repaint when patches will not blend (typically every 3-5 years or after damage). Replace burnt bulbs, missing outlet covers, broken blinds, and any cabinet hardware showing wear. The unit needs to photograph well for the new listing.

For every chargeable damage item, obtain a written quote or invoice from a licensed vendor. The deduction must reflect actual cost — courts reject 'estimated' or round-number deductions when the manager cannot produce paperwork. Attach quotes to the deduction worksheet for the itemized statement.

List each deduction with description, amount, and supporting document (vendor invoice, photo, prior notice). Subtract total from the deposit; any remainder is the refund due. Reference your state statute number on the form (CA Civ Code §1950.5, NY RPL §238, TX Property Code §92, FL Stat. §83, etc.) — required in some states and good practice everywhere.

Send by the method your state requires — certified mail with return receipt is the safe default. Windows vary by state (commonly 14-30 days; some up to 60). Missing the window can forfeit deduction rights AND trigger statutory damages of 2-3x the deposit. Keep the postal receipt in the tenant file.

Mark the unit vacant in AppFolio / Buildium / Yardi as of the actual vacate date, not the lease-end date. The vacancy day count drives the owner statement and the firm's economic-vs-physical vacancy metrics.

Retain the lease, signed move-in and move-out inspections, all photos, the itemized deposit statement, screening reports (FCRA: typically 5 years), and any notices served. State retention is generally 3-7 years post-tenancy. Move from active tenant folder to archive — do not delete.

Pull comps from Zillow Rentals, Apartments.com, and the firm's own portfolio. Underpricing leaves owner money on the table; overpricing extends days-vacant — every vacant day costs 1/30 of monthly rent plus utilities. Set asking rent to lease in 14-21 days at current market velocity.

Shoot only after maintenance and cleaning complete — no drop cloths, no painter's tape, no maintenance materials in frame. Wide-angle, daylight, lights on, blinds open. Photos taken mid-make-ready cause showing-to-application drop-off and lengthen days-vacant.

Push to Zillow Rental Manager, Apartments.com, Realtor.com Rentals, Hotpads, and the firm's site through the PMS syndication. Include any required disclosures up front (lead-paint for pre-1978, source-of-income protections in covered jurisdictions). Enable self-show via Tenant Turner / Showdigs / Rently if the firm offers it.