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What To Write In a Move-out Letter




A tenancy move out letter is a document prepared by a landlord and sent to a tenant whose term is coming to an end. It is worth noting that a move out letter is not a vacation notice. It is a document, which serves different purposes and has many benefits. A landlord will use a tenant move-out letter to appreciate and thank the tenant for the time he has stayed in the property. This way, the move out letter makes a good ending of the contract. Secondly, a move out letter will inform the tenant of his obligations as he is clearing from the property. Remember, it can be possible that the client may not remember some of his obligations, but through the move-out letter, the landlord has a chance to courteously remind him.

What are the benefits of a tenant move out letter?

When as a landlord you prepare and send a tenant move out letter, you stand to enjoy the following benefits:-

1. By ending a tenancy with a move-out letter, you have a chance to formally thank the tenant for choosing your property and for all along complying with the tenancy agreement provisions. Also, if you had earlier collided with the tenant, you will bring back the friendship. The hidden benefit of this is that the tenant will probably recommend your property or may decide to come back. If the client leaves when he is unhappy, he may talk ill of your property, which can turn off potential tenants.

2. By sending a move-out letter, you will be sending a guide on what the tenant is expected of him, allowing him to prepare and properly execute his roles. This avoids last minutes rush or situations where the client will not fulfill his obligations unknowingly. For example, the move out letter will outline what the tenant is supposed to clean and the repairs conditions.

3. Through the move-out letter, the landlord is able to give the tenant certain timelines to avoid any hitch due to miscommunication. For example, the landlord has the chance to specify the when the inspection will be done and when he should expect his deposit.

4. The move out letter will also outline the process, which is followed before issuing back the deposit. Remember, deposit is one of the major concerns by a moving client.

5. Through a move-out letter, the tenant will seek any clarifications and concerns before he moves out, this avoids the last minute collisions hitches, which can result in disputes.

6. When a move out letter issued by a landlord, it can be very useful in case of disputes, which result in legal actions.

Move out expectations

The largest share of the move out letter contains the tenant obligations, the inspection process, and deposit release process. Below is a guide on what to write in a move-out letter

When introducing the expectation you can write to the tenant the following,

“As contained in the tenant agreement, we expect you shall leave the property, as you found it, except for the normal wear and tear, which are obvious.”

“To help you remember the condition of the property as per the date you moved in, we have issued together with this letter a checklist of all the inventory, which were in the property as you signed. We are sending this checklist because it is what we shall use during the inspection.”

The above is a sample of the general expectation by the landlord. After that list any item that the tenant is supposed to clean, however, ensure, it is an exact copy as the tenant signed when they occupied the property.

They can include:

1. Cleaning requirements

· Sweeping of the wood floors

· Vacuum any rag and carpets

· Mop the bathroom and kitchen floors

· Clean baseboards, walls, shelves, and ceiling

· Scrub countertops and sink, kitchen cabinets, oven and cooktop

· Clean the fridge, both within and without, empty every content and, leave the fridge with doors open

· Clean the showers, bathtubs, plumbing fixtures, and toilets

· Remove smears, dirt, stains from the windows and doors.

· Include anything else, which is available on your property but doesn’t not appear in the list above.

2. Remind the client not to leave anything behind as they vacate. This can include, clothes, garbage, food, cleaning supplies, plants, dishes, appliances, furniture, newspapers, food, clothes, garbage, or any other item that was introduced by the tenant.

3. Remind the client that if they leave anything behind, including any of their properties or wastes, you will have to dispose of them, and that may attract charges.

4. Request the tenant to disconnect the cables, phone, utility and the Internet, which are under his name. Also, he should deactivate any item was being brought via the post address.

5. Outline important dates, which any activity will be carried out. For example, the inspection date and when you shall issue a verdict report.

6. Outline how you shall send the security deposit, either by person or by the address issued by the tenant. Request the tenant to confirm the mode of payment.

7. Notify the tenant how you shall inform him in case there will be charges, either from rent balances, damages or if the property will not be thoroughly cleaned. The best mean of communication and explanation, in this case, is in writing.

8. Provide your official contacts to that if the tenant has any issue they can reach you.

9. Finally, you must sign and ensure the document is official.

10. Other reminders can include, replacing the bulbs, trimming the lawn, and cleaning the ground. Securing the property after moving out, and reporting any damage in writing.

The important consideration in a move out letter is to ensure that you don’t include any new condition apart from what the tenant signed when getting into the property.

It is also recommended to attach the following copies

1. Cleaning requirements

2. Timelines on when inspection will be done

3. A list of all deductions that shall be made from the security deposit

4. A request for an address confirmation on how deposit shall be paid

5. You can provide a recommendation on cleaning requirements, for example, if there are holes in the walls.

6. State the laws that give guidelines if the landlord holds security deposit if the tenant doesn’t supply the mailing address.