Handling the tenant move-out process is usually a challenging task in property management, and mostly the conflict will be about the security deposit refund. In order to avoid this issue and other conflicts, it is important for the property management to make the tenant feel that the whole process is straightforward transaction. The steps involved in the move-out process should be made known to the tenants when they move in and sign the tenancy agreement or lease. It is also very important to keep proper documentation and open communications.

Giving Notice

Property management should mention in the contract or lease from the very start the procedure expected from tenants when they intend to vacate. The tenant has to give a written notice at least a month before the move-out date. It should be clearly stated that such notice should be in writing only, and no verbal notice would be considered. The notice should clearly mention the intention of moving out, the date of move-out, the address of the apartment or the property, and the signature of the tenant. Only when such notice is served to the property management, the move-out process would have initiated.

Property Inspection Prior to Move-Out

Conflicts usually arise when there is inspection before move-out and when there are going to be possible deductions from the security deposit amount. The best way to tackle this situation is to have a clear-cut policy about the whole thing. The tenant should be made aware that property management has a right to inspect the property during the last couple of weeks of the tenancy. Apart from that, the property manager should serve a two-day notice to the tenant before the inspection date.

The purpose of this inspection should also be made clear to the tenant, which is evaluating the property’s condition and tenant’s responsibilities before moving out. Scheduling such an inspection works out to the advantage of both the parties. Tenants will have a clear idea about what is expected of them if they want a full refund of their security deposit amount, and property management has set up a clear-cut process that provides required guidelines to the tenants, eliminating any ambiguity or confusion.

Statement Based on Property Inspection

Observations made by property management during the inspection should be itemized and documented, and the statement should be given to the tenant. Such a statement should clearly state the various things that have to be repaired or cleaned by the tenant for avoiding security deposit deductions. This itemized report has to be complete, accurate, and should confirm to the terms and conditions mentioned in the initial tenancy agreement or lease document.

Property Inspection after Move-Out

After the tenant has relinquished rights to the property and moved out, property management has to conduct another inspection to review the state of the property. The property manager will have to check whether the items mentioned in the inspection report has been taken care of by the tenant or not. It is a fantastic practice to take photos of the vacated property, which clearly shows the things left out by the tenant. This can prevent disputes and conflicts, when the deducted security deposit amount is refunded to the tenant.