End of tenancy checklist for property managers

The end of a tenancy can be a difficult transitional period but, with the right planning, it doesn’t have to be. As a property manager, there are several things you can do, both in advance and after tenants have vacated the property, to make things run more smoothly.

We’ve created a checklist to help you prepare for the end of tenancies, handle checkouts with ease, and prepare your property for new tenants as quickly as possible. 

End of tenancy notice 

Whoever is ending the tenancy, be it the tenant or the landlord, should provide formal written notice, including the intended checkout date. If your tenant provides you with notice, you should also provide written acknowledgement so both parties are on the same page. 

You should provide tenants with key details they can use to plan their departure, including:

• The date and time by which the tenant should have vacated the property
• Details of the final rental payment
• Information about when and how the tenancy deposit will be returned to them
• Information about the checkout inspection, when it will occur, and the state the property should be left in 

Communicate about the checkout inspection

As was true throughout the tenancy, communication is key to ensuring a smooth checkout process. Make sure that your tenants are aware of their responsibilities and obligations laid out in your tenancy agreement, especially regarding end-of-tenancy cleaning, maintenance, and removal of possessions. 

If you are going to carry out a formal checkout inspection, let your tenants know exactly when this will occur so they can properly prepare. It’s also advisable to invite them to attend, so you can discuss any issues with the property as they are uncovered and discuss reasonable resolutions together. 

Carry out a checkout inspection

A checkout inspection allows you to ​​assess the condition of a property at the end of a tenancy in comparison to when tenants moved in. If there are any damages or issues that can’t be considered general wear and tear, then you should record these and assess whether any deductions will need to be made from the tenancy deposit.

Here are key things to look out for and check: 

Check the property is clean

Perhaps the most obvious thing to do in an end-of-tenancy inspection is check that the property was left clean. Tenants should clean the property and remove any rubbish before vacating. 

Remember that tenants are only responsible for returning the property in the same condition they found it, allowing for reasonable wear and tear and, under the Tenant Fees Act 2019, you can’t require tenants to pay for professional cleaning services. You can ask them to clean to a professional standard, but only if this is how the property was before they moved in.

Perform an inventory check

Use your check-in inventory to check that all the furniture and appliances provided are still in the property and are not damaged. You can also use the inventory to compare the condition of the walls, floors, doors and outside spaces.

Check all appliances are safe and work

As part of your inspection, you should check that all key appliances in the property are working correctly. This could include the fridge, the oven, the washing machine, the dryer, or the dishwasher.

If there are any problems, you can assess whether the damages are your responsibility or the tenants’. Checking appliances at this stage will also give you enough time to make necessary repairs before new tenants move in. 

Check property for signs of damage or maintenance required

The checkout inspection is the perfect opportunity to assess any damage to the property and make a formal note of it. Doing a thorough walk around the property will also give you the opportunity to see if there is additional maintenance that needs to be done before new tenants move in, even if this has nothing to do with the departing tenants. 

Test all alarms in the property

Before new tenants move in, you should test all the alarms in the property, including smoke alarms, carbon monoxide alarms, and burglar alarms, to make sure that they are working properly.

Take meter readings and call utilities companies

Ask your tenants to take meter readings on the day that they vacate the property. If the checkout inspection is not happening on the same day, then you should also take meter readings when you are doing this. 

If your tenants are responsible for paying the bills at the property, ask them to notify the relevant providers that they are moving out and check that all utility bills to date have been paid, so there will not be an outstanding balance for any new tenants.

Notify the council

If your tenants are responsible for paying council tax on the property, they will need to pay up until their move-out date and then close their account. If new tenants are moving in immediately, then they can begin paying the council tax for the property. If there will be a period of vacancy, you will need to arrange to pay the council tax during this period. 

Check for rent arrears 

Before returning your tenants’ deposit, ensure that they have not fallen into rent arrears and have made their final agreed payments to you. 

Release the deposit 

You should return tenancy deposits to your tenants within ten days of the tenancy ending. If you want to make deductions, you should present these to your tenants with reasoning within the ten days so they can either agree or dispute. If there is a dispute, the deposit can stay in the deposit protection scheme until the issue has been resolved. Many deposit protection services also provide independent resolution services to help settle deposit disputes.

Advertise your property

If you haven’t yet found new tenants for your property, you should re-advertise as soon as possible. 

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