Landlording & Rental Property Move-Out Reminder Form

On a recent trip back home to Missouri, I got to see my latest triplex purchase.  And most importantly, I was able to meet and visit with each of the residents living there.  I learned that one resident plans to move out in a few months and also that we have a feral cat problem.

Now that I know I will soon have a vacancy, I am putting specific steps in place to start finding great new residents to make the upstairs apartment their new home.  And the very first thing I did (after spraying for feral cats!) was give my resident our ‘move-out reminders’ checklist.  That form is SO important to help set the expectations for what we expect from departing residents (i.e. what they need to do to get their deposit back) as well as what they can expect from us.

Advice to Landords & Property Managers: Give your resident what they need to make the move-out transition a win-win for both of you (resident and landlord).

Here is a sample of my Resident Move Out Form that I give to my exiting tenants:

[START OF  FORM]

Dear Resident,

Your lease/rental agreement requires that you leave your unit in a clean, undamaged and re-rentable condition.  Please call and arrange and date and time for us to walk through your unit with you.  Your security deposit will be refunded based upon the following criteria:

• Give appropriate 30-day notice in writing as required by agreement.
• Fulfill the term of the lease
• Reimburse any utilities owed to landlord.
• Cooperate with the showing of the residence for sale or re-rental, keep it in a presentable condition.
• Put out all unwanted times for trash or special pick-up.  (Avoid piles of debris in front of your home on moving day.)
• Remove all food, debris and other belonging from the property.
• Clean (and defrosting if necessary) refrigerator.
• Clean stovetop, oven and all other appliances.
• Replace burned out light bulbs; dust ceiling fans and light fixtures.
• Clean all floors; vacucum carpets.
• Wipe down cabinets and countertops in kitchen and bathroom.
• Sweep cobwebs from corners and elsewhere.
• Scrub all sinks, bathtubs, shower stalls and toilets.
• Wipe mirrors clean.
• If you are responsible for the lawn, be sure it is freshly mowed and free of weeds, trash, etc.
• Report any and all damage to landlord in writing.
• Return all checked out keys to landlord and advising him of the day the utilities will be taken out of your name.
• Submit a ‘change of address’ card at your local post office

(or visit www.usps.com and look for the ‘change your address’ link) to receive forwarded mail at your new address.

• Leave an accurate forwarding address for any security deposit return and incoming mail after you have vacated.

After you have vacated the rental, it will be inspected for compliance with your lease/rental agreement and the expense of cleaning, repairing damages, etc. will be charged against your security deposit.  You will be notified within 30 days of any changes and returns the remainder of your deposit.  Best wishes with your future plans.