Move In:

Once you have gone through the process of showing your vacancy, finding potential tenants, screening those tenants, and finally picking the perfect tenant then you can start the move in process with your new tenant!

Step 1: Before the new tenant moves in repair any pre-existing damages in the unit.

Step 2:Make sure all smoke detectors, carbon monoxide detectors, and light bulbs are working. It’s best to install new batteries in the detectors and fresh light bulbs in the units upon tenant move in.

Step 3: Check for signs of mold, and if the building was constructed before 1978, check to make sure there is no lead based paint. These are both hazardous health issues.

Step 4: Make sure all utilities are in working order. Even if the tenant is responsible for paying for the utilities themselves, they must be in working condition.

Step 5: Change the locks of the unit.

Step 6: Review the lease with the new tenants and after they have stated they understand the lease, you and the new tenants should sign and date the lease. Also, you should collect the first month’s rent and security deposit during this step.

Step 7: Depending on how the former tenants left the unit you may need to hire a cleaning company to clean the unit. Even if the apartment seems clean it is always a good idea to get the unit professionally clean to prevent molding or debris.

Step 8: Before your new tenant moves in conduct a walk through with them and document any damages beforehand so the new tenants aren’t charged for anything they aren’t responsible for once they move out.

You may use this form for your walk through: http://housing.ucsc.edu/cro/pdf/condition-checklist.pdf

Step 9: Lastly, supply your new tenants with the contact information that they will need. This includes the on-site manager information (if applicable), the maintenance information, the management company information or the owner information, and the utility companies that cover the area in which the unit is located.

Move Out:

Tenant move out should be handled with precise guidelines to avoid future problems or legal ramifications with your former tenants.

When the former tenants move out, either because they have completed their lease or in violation of their lease agreement, it is their responsibility to leave the property in an acceptable condition.

Step 1: Your tenant has given a 30 day notice. Remind them that they are still responsible for paying the last month’s rent unless stated on their lease. This way, if the tenants leave the property in a poor condition, you can use the deposit to cover the damages.

Step 2: Once notified by the tenant 30 day notice issue a Move Out reminder letter and Move out Cleanup letter. This will minimize damage and clean up.

Step 3: Conduct the final walk through with the former tenants after they move out using the same walk through form they filled out upon moving in.

You may use this form for your walk through: http://housing.ucsc.edu/cro/pdf/condition-checklist.pdf

Step 4: Major areas for inspecting include flooring, walls, appliances, fixtures, and windows. For flooring if your units consist of carpet check for staining, burn or chemical marks. If your units consist of hardwood floors pay attention to hard scratches (light scratches are made for everyday wear and tear and can’t be used against the tenant). Regarding walls pay attention to wall damages such as holes caused by furniture, punching, etc. Unless excessive, small holes in the walls used for hanging objects isn’t considered damage.

Step 5: Notify the tenant that the security deposit will be returned minus the cost to cover the damages that they inflicted upon the unit and for the cleaning of the unit.

Step 6: Ask the tenants for their forwarding address.

Step 7: If there are damages to the apartment get estimates from contractors for any work required in order to repair the damages. If the apartment was kept in great shape and repairs are not needed, then proceed to cleaning.

Step 8: If the former tenant left the apartment dirty you will need to hire a cleaning crew.

Step 9: If deductions for the cost of the repairs and cleaning from the security deposit are necessary, you must notify the tenant. Please note that the tenant can dispute the charges.

Step 10: Issue the former tenant's undisputed security deposit.

Step 11: Lastly, keep on file the refunded check number, amount, and address sent to for legal purposes