PropertyManagementMaven: Good Tenant/Resident Move-Out Procedures can Save TIME and MONEY!!!

In addition to utilizing a 19 page Resident Handbrook that is provided with our lease packet, I have a move-out procedure that has served me well......I offer lease renewals in Feb for leases that expire at NOON on the 3rd Friday or June or July....the month BEFORE the move out month, I provide a check out letter with the pro-rated last month rent per their lease along with a 2-page Move-Out Cleaning Check List AND the cards of a house cleaning service and carpet cleaning service....both of which I have used and approve of.  Residents are free to utilize their own services HOWEVER, if the cleaning is not done to MY SATISFACTION, I will have it re-done and take the cost from their deposit PLUS a 20% service charge which is in my lease.

By law, in VA, I am required to advise residents they can request to be present at my check-out inspection and since my procedure for arranging for this is in the Resident Handbook which is provided with the lease, my procedure is established no matter what residents may think the reason for the inspection.

My check-out inspection is for the RESIDENT to advise me WHY the property is in it's current condition....it is an exit interview on the condition of the property.  It is NOT for me to advise them what I will be charging for or how much of the deposit they may receive.....In VA, I have 45 days to make that determination and the check-out inspection is not for that purpose...I have 40+ days to find defects or items to charge departed residents. 

Note that I task residents with providing their forwarding address on a self-addressed envelope....most put stamps on it.

The following is a sample of my check out letter:

Your February, 2008 rent will be $ 766.50. I am enclosing a copy of our Check-Out Cleaning Checklist which you should use in performing the cleaning on the property. It is only a guideline and specific cleaning may be necessary for your particular home.

Be sure to remove all boxes and debris and to not leave any items by or in the trash containers. Toter garbage cans need to be emptied and the cans returned to the property and not left at the curb. Items too large for the containers should be disposed of off of the property or recycled at an area recycling center.

Enclosed please find information for Homestead Cleaning Services and Magic Carpet Service. Both of these firms provide excellent services at a reasonable price. If you clean the carpet yourself, you may be responsible for the cost of a professional cleaning if it is performed unsatisfactorily.

You may be present at the time we perform the check out inspection of the property; however, you must so advise us of your desire to be present by e-mail and we will notify you by e-mail of the date and time range * either 10AM-12Noon or 2PM-4PM we have scheduled the inspection. If you wish to be present at our check out inspection, the utilities should remain on for an additional 3 days in order to accommodate your request. We will schedule the property inspection ONLY AFTER we receive the property keys. At the check out inspection you will not be told of any damages or assessments to your security deposit nor will you be allowed to correct any deficiencies. Under Virginia law, we have 45 days to itemize and return your security deposit as we may determine additional charges and/or damages during this period.

Please return all property keys to our office before NOON on the last day of your lease AND provide a self-addressed #10/business size envelope with your forwarding address on it so that we may return your deposit as quickly as possible. With your envelope, provide evidence/fill invoice that the property propane tank was filled (Economy Propane) within 30 days of your lease termination as the tank was full when you took possession.