When a tenant decides to move out—whether by lease expiration, notice, or eviction—it kicks off a multi-step process that can quickly become overwhelming for landlords and property owners. From legal compliance to physical turnover, there’s a lot to juggle. That’s why understanding the tenant move-out process is crucial, and where a local property management company can become your greatest asset.
Below is a step-by-step guide to the typical move-out process, with insights into how property managers streamline every phase for landlords like you.
1. Tenant Notice & Documentation
First, when a tenant decides to move out, they’re typically required to give written notice (most commonly 30 days prior to vacating).
What to Do:
As a landlord, it’s important to review the lease agreement to ensure the notice period aligns with the terms originally agreed upon.
- Once the notice is received, acknowledge it in writing and document the intended move-out date.
- Make sure to log the communication in your records.
- If a tenant is breaking the lease early, be prepared to outline any applicable penalties, fees, or expectations.
- It’s also a good time to confirm next steps and establish clear communication for the remainder of the tenancy.
How Property Managers Help:
A property management company will verify the notice, provide confirmation in writing, and initiate the necessary paperwork. They’ll ensure everything is filed and tracked in case of disputes or record-keeping needs.
2. Move-Out Instructions for Tenants
Tenants should never be left guessing about what’s expected of them when they move out.
What to Do:
- Provide a detailed move-out checklist that outlines how to clean the property, which utilities they should disconnect, and the deadline for returning keys, garage openers, and other access tools.
- Let them know how to leave forwarding addresses for mail and where to return their keys.
- Also include instructions for disposing of large items or arranging a final trash pickup
Clear direction not only makes the process smoother for tenants but also reduces the chance of disputes, leftover messes, or abandoned belongings.
How Property Managers Help:
Property managers send tenants a detailed move-out checklist, including cleaning guidelines, utility disconnection timelines, and instructions for key return, helping reduce misunderstandings and unnecessary deductions.
3. Scope of Work & Security Deposit Processing
Once the tenant has vacated and turned in their keys, it’s time for the property inspection.
What to Do:
Walk through the property and compare its current condition to the move-in inspection report, which should represent the condition of the property when the tenant originally moved in.
- Document any damage with photos and detailed descriptions.
- Pay close attention to appliances, flooring, walls (nail holes), and bathroom cleanliness.
- Determine what qualifies as normal wear and tear versus tenant-caused damage.
- Based on your findings, calculate any deductions from the security deposit and itemize them in writing.
In Michigan, landlords are legally required to return the tenant’s security deposit or an itemized list of deductions within 30 days after the tenant has moved out and returned possession of the rental property, so it’s crucial to act quickly and follow local regulations. Making an error in the security deposit refund timeline can result in charges to the landlord several times the amount of the security deposit.
How Property Managers Help:
A property manager will conduct the final walkthrough, document damage, and coordinate repairs or cleaning. Most importantly, they calculate allowable deductions, provide an itemized list, and return the deposit within the legal time frame, ensuring compliance and reducing risk of tenant disputes.
4. Turnover, Repairs, and Make Ready
The turnover phase is your window to get the property back in shape for a new tenant (and time is money). At Epic, we break this section into 3 sections: Maintenance, Cleaning, Quality Control.
Maintenance:
- Schedule required maintenance, repaint walls, patch holes, replace damaged fixtures, clean or replace carpets, ensure all appliances are functioning properly, etc.
- Don’t forget routine maintenance like HVAC filter changes, smoke detector checks, and rekeying locks.
Cleaning:
- Schedule unit cleaning. Don’t forget things like the inside of appliances, ovens, and cabinets. The goal of the cleaning phase is to have the property market ready when complete (although, at Epic, we include one additional step…)
Quality Control:
- Years ago we did not have this step in our turnover process. What we found was that having the last set of eyes on the property be the person who cleaned it, we often overlooked maintenance items that were difficult to catch in large turnovers (as the initial turnover scope can sometimes be daunting), cleaning issues, or other reasons that the property might not be ready to market. By catching these issues in the quality control phase we were able to ensure that every showing was viewing the property in the best possible condition, greatly improving our lease up times.
Efficient turnover ensures the home is safe, clean, and appealing to potential tenants, which in turn reduces vacancy loss and maximizes your ROI. Therefore, it is extremely important to complete the above items as quickly and efficiently as possible.
To ensure the correct team is involved with each step of the process, there is a handoff at every stage, and you can’t afford to drop the ball or delay the process. This was the reason we initially developed custom software at Epic Property Management. The “back-office” side of turnovers can be very complex, especially at scale, and the ability to automate, track, and streamline the above steps is a huge advantage, leading to drastically improved performance from your investment.
Learn more: Maximize ROI with more Efficient Apartment Turnover
How Property Managers Help:
Property managers have a trusted network of contractors and in-house staff to coordinate the entire turnover process efficiently, minimizing vacancy time and ensuring the unit is in top-notch condition for the first showing.
5. Marketing the Property Again
As soon as the property is ready, it’s time to list it and attract qualified renters.
What to Do:
- Start by taking updated, high-quality photos that showcase the unit’s best features. At Epic, we have professional photos taken of all units. For a nominal cost, we have seen our lease-up times drastically reduced by simply having professional photos in all advertisements.
- Write a compelling listing description that includes rent price, amenities, pet policy, lease terms, and availability date.
- List the property on major rental sites, your website, and social media platforms.
- You can also consider signage at the property if traffic in the area is high.
Be ready to respond quickly to inquiries, schedule showings, and begin your application process. Acting fast and professionally during this stage helps reduce vacancy time and fills your property with reliable tenants more quickly. We believe this is best accomplished by live answering all incoming calls from potential tenants, and then conducting 100% in person showings: it’s a challenging task that requires 7-day/week operations, but it greatly improves conversion rates.
How Property Managers Help:
Property managers handle professional marketing, host showings, screen applicants, and manage the entire leasing process from start to finish, saving you time and reducing stress.
Why Partnering with a Property Management Company Matters
As you can see, the move-out process involves legal timelines, tenant communication, detailed documentation, and time-sensitive turnover work. For landlords juggling multiple properties–or simply looking to minimize hassle–this process can be a burden.
That’s where property management companies shine:
- Legal Compliance: Helping ensure notices, deposits, and deadlines meet state/local laws
- Documentation: Photo records, inspection reports, and communications are organized
- Vendor Coordination: Access to trusted cleaners, painters, handymen, and more
- Reduced Vacancy Time: Fast turnover means faster rent income
- Peace of Mind: You stay informed without doing the heavy lifting
Ready to simplify your next move-out?
Let’s talk about how our property management services can keep your properties running smoothly… from move-ins to move-outs, and everything in between.