Tenant Move-Out Checklist

Get the vacate date confirmed by email or signed notice — verbal confirmations create disputes about prorated rent and holdover. Verify the notice meets the lease's required notice period (typically 30 or 60 days) and matches the lease end date.

If the tenant vacates mid-month, prorate per the lease — most leases bill through the lease end date regardless of when keys are returned. Don't waive the few days of rent without owner approval; it's the most common owner-statement complaint at turnover.

Cover cleaning expectations, key return location, forwarding address request (required for the deposit statement), utility transfer instructions, and the walk-through scheduling window. Setting expectations now prevents deposit disputes later.

The move-in inspection (with tenant signature and dated photos) is the baseline against which all damage is measured. Without it, deductions are nearly indefensible in small claims court. Pull it from the tenant file before going on-site.

Use HappyCo, zInspector, or your PMS inspection module to capture timestamped photos of each room — walls, flooring, fixtures, appliances. Note normal wear-and-tear separately from damage; only damage beyond ordinary use is deductible.

Check closets, garage, attic, storage areas, and outdoor spaces. Abandoned property triggers state-specific notice and storage rules (commonly 15-30 day notice before disposal) — don't just toss items, even small ones.

Separate tenant-charged damage (deductible from deposit) from owner-paid make-ready (paint, carpet replacement past useful life, appliance refresh). Misclassifying capex as repair causes owner tax-return headaches at year-end.

Before dispatching painters, cleaners, plumbers, or HVAC techs, confirm each vendor's general liability and workers comp certificate is current and lists the property as additional insured. A lapsed COI on file leaves the manager personally exposed for any vendor accident on premises.

Schedule deep clean, carpet shampoo or replace, paint touch-up or full repaint, and any punch-list repairs. Sequence vendors so paint dries before carpet install and cleaners come last — out-of-order scheduling is the most common reason days-vacant blows out.

Most states require working detectors at every move-in. Test each unit, replace batteries (or full unit if past 10-year life), and log the test date on the make-ready sheet. A failed detector is both a fine and a habitability defense if a future incident occurs.

Don't shut utilities off entirely during turnover — vendors need power for cleaning equipment and the unit needs HVAC for paint cure and showings. Transfer electric, gas, and water to the owner's name effective the day after the tenant's vacate date.

Each deduction needs a paid invoice or detailed estimate from a licensed vendor. Generic line items like 'cleaning - $300' get reduced or thrown out in court; itemized invoices with hours and materials hold up. Apply useful-life depreciation on carpet and paint (typically 5-7 years).

Use your state's required format — California requires receipts attached for any deduction over $125; Texas requires a written description of damages; Massachusetts requires a sworn statement under penalty of perjury. Generic deposit-statement templates often fail state-specific requirements.

For damage beyond the deposit amount, capture timestamped photos from multiple angles, get two repair bids, and preserve the move-in inspection. This is the evidence package if the matter goes to small claims or collections.

Retain lease, signed disclosures (lead paint for pre-1978, state-specific disclosures), move-in and move-out inspections, screening reports (FCRA requires retention), deposit statement, and all communications. Most states require 3-7 years post-move-out; FCRA requires longer for screening data.

Mark the unit vacant in AppFolio, Buildium, Yardi, or your PMS as of the vacate date. Days-vacant starts counting now and feeds economic vacancy on the owner statement — accurate dates matter for portfolio reporting.