Commercial Tenant Move Out Checklist (Internal Use)
I. Pre-Move Out Notification
- Review lease agreement for notice requirements.
- Check tenant's written notice for compliance.
- Document the date notice was received.
- Inform management of tenant's intent.
- Contact tenant to confirm agreed move-out date.
- Send a confirmation email or message.
- Update internal records with confirmed date.
- Discuss any potential scheduling conflicts.
- Coordinate with maintenance and cleaning teams.
- Propose inspection dates to the tenant.
- Finalize date based on tenant availability.
- Notify all parties of scheduled inspection.
II. Communication with Tenant
- Draft a clear outline of the move-out process.
- Include timelines and responsibilities.
- Attach relevant forms and contact information.
- Send via email and follow up with a phone call.
- Ensure tenant acknowledges receipt.
- Specify the return method (in-person or mail).
- Set a deadline for key and card returns.
- Provide a contact person for the return.
- Document the condition of returned items.
- Confirm receipt with the tenant.
- Review tenant's account for unpaid balances.
- Prepare an itemized statement of charges.
- Schedule a meeting or call to discuss.
- Outline payment options and deadlines.
- Document all agreements made during the discussion.
- Determine a suitable date and time for the meeting.
- Send an invitation via email or calendar invite.
- Prepare an agenda outlining key discussion points.
- Allow time for tenant questions and feedback during the meeting.
- Research and compile a list of reliable vendors.
- Include contact information and services provided.
- Share any special agreements or discounts available.
- Encourage tenants to compare options and select a vendor.
- Outline the timeline for scheduling the final inspection.
- Communicate the method of notification (email, phone, etc.).
- Include any necessary preparation steps for the tenant.
- Confirm the date and time in writing to the tenant.
- Send a reminder email about the move-out date.
- List specific items that must be removed.
- Suggest storage options if needed.
- Confirm the tenant understands their responsibilities.
- Explain how to set up mail forwarding with postal services.
- Provide forms or links needed for the process.
- Suggest notifying relevant parties of the change.
- Encourage tenants to check for important mail before moving.
- Request the forwarding address in writing.
- Verify the address for accuracy and completeness.
- Explain the timeline for security deposit return.
- Assure tenants that their information will remain confidential.
- Compile a list of common utilities for the area.
- Include contact information for each service provider.
- Clarify any deadlines for cancellation or transfer.
- Suggest checking for outstanding balances before moving.
- Recommend taking photos or videos of the space.
- Advise on documenting any existing damage.
- Suggest keeping a record of communication with management.
- Explain how this documentation may aid in disputes.
- Schedule a time for tenants to voice their concerns.
- Provide clear answers to frequently asked questions.
- Offer additional resources if needed.
- Follow up to ensure all concerns are resolved.
III. Property Inspection Preparation
- Locate the tenant's lease agreement.
- Identify specific move-out responsibilities outlined.
- Check for any required repairs or cleaning clauses.
- Note deadlines for notice and final inspection.
- Document any potential deductions from the security deposit.
- Create a checklist based on the lease obligations.
- Include sections for each room and area.
- Add items for appliances, fixtures, and systems.
- Incorporate notes for cleanliness and damages.
- Ensure checklist is easy to follow during inspection.
- Collect a digital camera or smartphone for photos.
- Acquire a measuring tape for dimensions.
- Bring a flashlight for dark areas.
- Have cleaning supplies for quick assessments.
- Include a notepad or device for notes.
IV. Final Inspection
V. Cleaning and Repairs
- Provide the tenant with a detailed list of cleaning tasks.
- Discuss expectations for the condition of the property.
- Clarify any penalties for unmet cleaning standards.
- Schedule a walk-through to review the checklist together.
- Assess the property for required repairs or cleaning.
- Contact contractors or cleaning services for availability.
- Set a timeline for when services will be completed.
- Document all scheduled services for records.
- Conduct a final inspection of the property.
- Check all rooms, closets, and storage areas.
- Ensure no items are left behind in common areas.
- Obtain written confirmation from the tenant of removal.
- List specific cleaning tasks for each room.
- Include areas like kitchens, restrooms, and common spaces.
- Specify required cleaning supplies and equipment.
- Set deadlines for each cleaning task.
- Encourage tenants to document completed tasks.
- Check walls for scuffs, holes, or peeling paint.
- Ensure floors are vacuumed, mopped, or polished.
- Inspect windows for cleanliness and proper operation.
- Document any damages for repair.
- Set a cleaning standard for surfaces.
- Identify areas needing paint touch-ups.
- Match paint color to existing finishes.
- Schedule touch-up work as necessary.
- Ensure all finishes are in good condition.
- Document areas requiring attention.
- Assess carpet condition for stains or wear.
- Schedule professional cleaning if necessary.
- Evaluate replacement options if cleaning is insufficient.
- Document carpet condition and actions taken.
- Confirm completion of cleaning or replacement.
- Deep clean all restroom areas thoroughly.
- Check toilets, sinks, and faucets for functionality.
- Ensure all surfaces are sanitized.
- Document any plumbing issues for repairs.
- Verify restocking of necessary supplies.
- Check filters for cleanliness and replace if needed.
- Inspect ducts for dust or debris buildup.
- Test system operation for heating and cooling.
- Document findings and schedule maintenance if needed.
- Ensure compliance with HVAC maintenance standards.
- Conduct a thorough walk-through of the property.
- Take photos of all damages for records.
- Create a detailed list of repairs needed.
- Estimate costs for each repair item.
- Submit documentation to management for review.
- Inspect outdoor spaces for debris and trash.
- Clean surfaces and remove any furniture if needed.
- Check for maintenance issues like broken tiles.
- Document condition of outdoor areas.
- Ensure compliance with property standards.
- Test all light fixtures for operational status.
- Clean fixtures and replace any burnt-out bulbs.
- Inspect electrical outlets for functionality.
- Document any issues for repair.
- Ensure compliance with safety standards.
- Identify items for disposal from the property.
- Contact disposal services to schedule pickup.
- Ensure compliance with local disposal regulations.
- Document items disposed of for records.
- Confirm completion of disposal service.
- Outline a clear timeline for all tasks.
- Communicate deadlines for cleaning and repairs.
- Include milestones for tenant awareness.
- Encourage adherence to the timeline.
- Document any changes to the schedule.
- Review all safety equipment, such as alarms.
- Check for exit signs and emergency lighting.
- Confirm compliance with local fire codes.
- Document any deficiencies for correction.
- Schedule inspections if necessary.
VI. Security Deposit Assessment
- Review lease agreement for condition expectations.
- Conduct a walkthrough of the premises.
- Document any discrepancies with photos and notes.
- Compare current condition to move-in inspection report.
- Identify damages beyond normal wear and tear.
- Estimate repair costs and cleaning expenses.
- List specific deductions based on documentation.
- Ensure compliance with local laws on deductions.
- Compile a detailed report of assessed damages.
- Include itemized list of deductions and costs.
- Specify the total amount returned or withheld.
- Send statement to tenant with remaining deposit.
VII. Move-Out Documentation
- Schedule inspection date with the tenant.
- Inspect all areas of the property thoroughly.
- Document any damages or issues found.
- Include notes on repairs needed and condition.
- Sign and date the report for records.
- Gather all photos taken during the inspection.
- Organize inspection notes in chronological order.
- Collect all communication related to the tenant.
- Create a digital and physical folder for easy access.
- Ensure all documentation is complete and accurate.
- Draft a letter confirming the move-out date.
- Include details of security deposit return process.
- Mention any deductions for damages if applicable.
- Add contact information for further inquiries.
- Sign the letter and send it to the tenant.
VIII. Post-Move Out Procedures
- Access tenant files in the property management system.
- Change tenant status to 'Moved Out'.
- Document move-out date and condition notes.
- Archive previous tenant agreements and correspondence.
- Ensure all updates are saved and backed up.
- Prepare final utility and rent statements.
- Calculate any deductions from the security deposit.
- Send billing information to the accounting department.
- Request processing of deposit return within company policy.
- Confirm all transactions are recorded in financial systems.
- Assess the condition of the space for marketing.
- Create or update property listings with current details.
- Schedule professional photos or virtual tours if needed.
- Coordinate with leasing agents on showing schedules.
- Set a timeline for re-leasing the space.
IX. Follow-Up
- Reach out via phone or email.
- Verify tenant's current contact information.
- Confirm details of the security deposit return.
- Document the communication for record-keeping.
- Send a brief survey or questionnaire.
- Ask specific questions about their experience.
- Encourage honest and constructive feedback.
- Compile responses for team review.
- Gather all relevant documents (lease, inspection reports).
- Organize documents in a digital or physical folder.
- Label the folder with tenant's name and move-out date.
- Store in a secure location for easy access.
Use in Manifestly