What to do when moving out of a rental property tenant move out checklist

What to Do When Moving Out of a Rental Property
Tenant Move Out Checklist
By Mike Wilson
Canberra University
June, 26-06-2018
Abstract - When moving out of a rental property, you’re certainly looking to the future – a
new life, in a new place (maybe one to call your own this time), with new friends, and new
experiences. You surely want the move-out to go smoothly, without any conflicts and hassles.
To achieve this, you need to comply with all your tenants’ responsibilities when moving out,
give your landlord a proper move out notice, and leave the rental in good condition.
Review your lease agreement
The first thing to do when planning to move out of a rental is review your rental agreement
and find out how to properly end the lease. Rules and regulations regarding the moving out
notice, maintenance obligations, utility transfers, etc. vary depending on whether you have a
month-to-month rental agreement or a fixed-term lease. Besides, every rental agency and
property manager has different policies and requirements, so you need to check the specific
terms you have agreed to.
The lease will define how far in advance you need to give your landlord a vacate notice
(usually about a month before move-out day) and will stipulate what is expected of you upon
leaving the property. Once you have reviewed all the provisions in your rental contract and
know your tenant move out responsibilities, make sure you add all the tasks and deadlines to
your moving calendar and complete all the chores in due time and with maximum efficiency.
Give your landlord a move out notice
Before you move out, you have to let your landlord know that you are leaving. This is called
"giving notice."
You need to give written notice to your landlord. You can do this by filling out a form from
the Landlord and Tenant Board or by writing a letter that includes specific information.
How much time or notice you have to give your landlord depends on your rental agreement:
If you pay rent by the day or week, you must give 28 days notice (for example, if you want to
leave on March 1, you have to give notice by February 1).

If you pay rent by the month, you must generally give 60 days notice.
If your lease is fixed for a period longer than a month, you must generally give 60 days
notice.
When you give notice, you have to let your landlord know what day you want to end your
tenancy. This must be the last day of the rental period. For example, if you pay rent by the
month, the last day of your tenancy must be the last day of the month.
If you are a victim of domestic or sexual abuse, you can leave your rental unit by providing
28 days notice. Under these circumstances, it does not matter what type of rental agreement
you have and you can give notice at any time.
You can contact a legal clinic or housing help centre for more information. To find help in
your area, go to Services near Me.
Inspect the property and fix damage
Now that you have found and screened a tenant to fill the vacancy at your rental, the next step
is to actually have the tenant move into your property. There are certain steps every landlord
should take to help make this transition as smooth as possible. If you get into the habit of
checking off these ten items every time a new tenant moves in, the process will be easier for
both you and the tenant, and misunderstandings and complaints will be minimized.
1. Repair Any Damage or Health and Safety Issues
Before a tenant moves in, you will want to repair any existing damage at the property.
Damage could include a hole in the wall or a broken window lock.
You will also want to make sure there are no health or safety issues. Safety issues include
verifying that there are two forms of exit from the unit and that all carbon monoxide and
smoke detectors are in working order. Health issues include checking for signs of mold and,
for buildings constructed before 1978, that there are no lead-based paint hazards.
This maintenance is necessary for the health and safety of the tenant. It also helps to ensure
that you pass any property inspections required before the tenant moves in.
2. Clean the Property
This is especially necessary if you are doing an apartment turnover, which means there was a
previous tenant living in the unit. You will want to make sure the unit is thoroughly cleaned,
especially areas such as the tub, toilet, stove, and refrigerator.

Even if this is the first time you are renting out the unit and everything is brand new, you
should still vacuum or sweep to remove any debris. You should also have the property
exterminated before tenant move-in even if there is no noticeable problem.
3. Make Sure Heat, Plumbing and Electric Are Working
Before a tenant moves in, you must make sure all utilities are working. You will need to do
this whether you are responsible for paying for the utilities or whether the tenant is
responsible for paying for them.
You will want to make sure the heat works in all rooms, that there are no clogs or leaks in the
plumbing and that the outlets and overhead lights in every room are operational. These are
necessities that a tenant needs to maintain their quality of life.
4. Go over the Lease and Have the Tenant Sign the Lease
You should go over the lease agreement with the tenant section by section so that they
completely understand what they are agreeing to. Once you have gone over the entire
agreement with the tenant and answered any questions, you and the tenant should sign and
date the lease agreement.
5. Collect First Month’s Rent and Security Deposit
You should always collect the first month’s rent and the entire security deposit before the
tenant moves into the unit. If the tenant does not pay on time the first month, it increases the
likelihood that they will be late with their rental payments the following months.
The exception to collecting the first month's rent prior to the tenant's move in would be if the
tenant is receiving government assistance, such as Section 8. Section 8 will send you the
check once the tenant has moved into the unit. However, Section 8 tenants are still
responsible for paying their own security deposit. You should still collect this deposit prior to
the tenant's move-in.
6. Have Property Inspected if Required
Depending on your town’s laws, you may have to have the unit inspected before a tenant can
move into the unit. This inspection is done so the town can issue you a Certificate of
Habitability. Some towns only require this inspection the first time the unit is rented, some
towns require it every five years and some require it every time a new tenant moves into the
unit. Make sure you know your town’s rules.

If you are renting to a Section 8 tenant, the apartment will have to be inspected by a Section 8
inspector to make sure it meets their health and safety standards. Section 8 requires the unit to
be inspected every year that the Section 8 tenant lives there.
7. Change Locks
Before a new tenant moves in, you should always change the locks on the doors. This is done
for the safety of the tenant and to protect you from liability. You do not want an old tenant to
have the keys to the new tenant’s apartment. Spend the $20 on a new lock to avoid any
issues.
8. Go Through Move-In Checklist
On the tenant’s actual move-in day, you should go over the move-in checklist with the tenant.
The checklist describes the condition of the property as a whole and of each room in detail.
You should have the tenant sign and date this checklist. The move-in checklist is important as
it allows you to compare the condition of the property when the tenant moves in, to the
condition of the property when the tenant moves out.
9. Provide Tenant With Your Contact Information
You should provide the tenant with your contact information. This will be the method of
communication which allows them to reach you if they have a question or complaint. It can
be a phone number or an email address, but make sure they know to only contact you during
normal business hours, 9 A.M. to 5 P.M. unless it is an absolute emergency.
10. Go Through Any Specific Tenant Requests or Conditions
There are situations where a tenant may have a specific request or special requirements that
are not typical. Some examples could be:
Having the Apartment Painted a Certain Color
Installing a Washer/Dryer Prior to Move In
Receiving a Government Assistance Housing Voucher
A Disability Which Requires a Service Animal
In the situations such as the government assistance and the service dog, you are legally
responsible to take the appropriate steps to accommodate the tenant. In the situations that are
more desirable than necessity, it is up to you to decide if you would like to honor the request.
You should make sure to add any special requests as a clause in your lease agreement. For
example, if you are going to charge the tenant $500 to paint the apartment, you need to

include this in your lease so that you have written the proof that the tenant has agreed to these
terms.
Pay off your bills
Your landlord has the legal right to use your deposit money for any unpaid charges and bills,
so make sure you pay off any due taxes and fees before moving out of the rental – waste
management fees, utility bills (for gas, electricity, and water), service fees (for Internet, cable
TV, and phone), etc. Inform all your service providers that you’re moving out and arrange the
services at your rental to be disconnected on the day after your move (unless you have a
different agreement with your landlord) and the utilities in your new home to be turned on by
move-in day. Don’t forget to take readings of all gas, electricity, and water meters on moving
day and photograph them for proof. (See also: How to transfer utilities when moving)
Unless you can pay online, leave enough money for any bills that are due at a time when you
will already be away.
Take all your things out of the rental
Make sure you don’t leave any of your stuff behind – you’re going to pack your belongings
and move them to your new home, of course, but there may be some things you don’t want to
take with you or some things you may completely forget about. None of them should remain
in the rental property though, as your landlord can charge you for having to take out and
dispose of your stuff. So, make sure you:
Sort out your possessions a couple of months before your move and find a way to get
rid of everything you don’t want anymore – sell or donate useful items that are still in
good condition, throw away damaged items and items that are too worn out to be used
ever again, recycle whatever you can, etc.;
Remember to take down pictures and calendars from the walls, remove stickers and
magnets from the fridge, get all your items from the bathroom (shower curtains, mats,
towels, toiletries, etc.), pack decorations and hobby materials, take your door mats
and rugs, tools and flower pots, etc.;
Open drawers and cupboards, look in the loft and under the stairs, go through the
basement and the garage, walk around the yard – just double-check everything;
Take out all the trash.
Don’t forget that cleaning supplies, laundry supplies, hazardous materials (paints, fuel
supplies, etc.), trash cans, and anything else that was not in the rental unit when you moved in
has to go as well.

Clean thoroughly
1. Remove all your property from the unit. Take out everything that you brought into the
house or apartment, including wall-mounted decorations and shelving units. Remove
pictures, posters and decals from the walls. Check the closets and cabinets to make sure you
haven’t left anything behind.
2. Clean your walls. Check your walls carefully and remove any tape, nails, picture hangers,
or poster gum. Check for dirt, marks and smudges, especially if you have small children in
the house. Use a duster to remove cobwebs. Scrub dirty areas with a gentle cleanser and a rag
or soft sponge.
On latex paints, use a solution of water with a few drops of dish detergent, or a gallon (3.8
liters) of water mixed with 3-4 tablespoons (45-60 ml) of white vinegar.
On tougher oil-based paints, like those used in kitchens, you can use a gentle degreaser.
Use caution when cleaning around electrical fixtures, like light switches and outlet covers.
Wring your sponge out carefully before attempting to clean these surfaces. You may wish to
switch off your electricity at the circuit breaker before cleaning a dirty outlet cover.
3. Clean your appliances. Use an all-purpose cleaner (like Formula 409) or specialized
kitchen cleanser (like Bar Keepers Friend) and a gentle sponge or Magic Eraser to scrub your
stove, refrigerator, and dishwasher (if you have one). If you can, remove bins and racks from
your fridge and oven and wash them in the sink with a gentle detergent or a solution of warm
water and baking soda.
4. Clean your plumbing fixtures. Take special care to clean your bathtub, shower, toilet, and
sinks. Use Comet or a similar cleanser for plumbing fixtures, along with a gentle scrubber or
magic eraser, to clean off soap scum, stains, and hard water deposits. For especially stubborn
stains or deposits, you may need to let the cleanser sit for several minutes before you start
scrubbing.
A little bit of white vinegar mixed with water is also excellent for removing lime and soap
scum.
5. Clean your counters and cabinets. Wipe down your counters and the exteriors of your
cabinets with a gentle cleanser and a rag or sponge. Areas around the handles of cabinets are
especially prone to getting smudged and grimy. Don’t forget to clean out the insides of your
cabinets, as well. For tough spots, use a mildly abrasive mixture of baking soda and water,
and scrub with a soft brush.
6. Wipe down your mirrors and windows. Spray your mirrors and windows with a glass
cleaner (like Windex) and wipe them clean with a rag or sponge, making sure not to leave
behind streaks or lint. You can also clean glass surfaces with a mixture of white vinegar and
hot water.

7. Sweep and vacuum your floors. You may wish to save cleaning your floors for last, since
cleaning walls and other surfaces can create a mess on the floor. Once you are ready, wipe up
any wet spots on the floors. Sweep hard floor surfaces clean with a broom and dustpan.
Vacuum any carpeted surfaces.
8. Mop your floors. Once you have swept, mop any hard floor surfaces with a traditional push
mop or a steam mop. In areas that are especially prone to messy floors, like kitchens and
bathrooms, you may wish to go over the floor more than once. Scrub any extra stubborn spots
with a scrub brush and detergent.
Take extra care when cleaning hardwood floors. Ask your landlord or property manager what
type of finish is on your floor and get appropriate cleansers before attempting to clean it
thoroughly.
9. Clean your carpets. After vacuuming any carpeted surfaces, you may wish to spot clean or
shampoo them. Purchase a carpet cleaning solution, like Resolve or Zep. Test it in a discreet
area to make sure that it does not damage, bleach, or stain your carpet. Spot clean with a
clean, white rag. For cleaning larger areas, you can purchase or rent a carpet shampooer.
Some landlords may prefer to bring in a professional carpet cleaning service after their
tenants move out, so you should discuss this with your landlord before calling in anyone to
clean your carpet for you.
Document the condition of the rental property
As a tenant you have rights under the Residential Tenancies Act 2010 and Residential
Tenancies Regulation 2010. This factsheet outlines NSW residential tenancies law.
What the Act means for tenants
Most residential tenancies in NSW are covered by the Residential Tenancies Act 2010
(‘the Act’)
The Act and the regulations set out a standard residential tenancy agreement that
gives rights and obligations to landlords and tenants.
The Act gives the NSW Civil and Administrative Tribunal (NCAT) power to hear and
settle disputes about residential tenancies, including bond disputes.
Who the Act covers
Private tenants who have a written or oral residential tenancy agreement
social housing tenants, including tenants of Housing NSW, community housing
providers and the Aboriginal Housing Office. Social housing providers have certain
specific rights and obligations under the Act

People who rent a home in a residential park
Who/what the Act does not cover
People who own a home and rent a site in a residential park are covered by the
Residential (Land Lease) Communities Act 2013. (see thenoticeboard.org.au for
factsheets)
‘protected’ tenants under the Landlord and Tenant (Amendment) Act 1948
residential aged-care or respite-care premises
serviced apartments, hotels, motels and backpackers hostels
hospitals and nursing homes
club premises used to provide temporary accommodation
premises used mostly for the purpose of trade, profession, business or agriculture
holiday parks occupation agreements
retirement village residence contracts
refuge or crisis accommodation agreements
boarding and lodging agreements (see Factsheet 14: Boarders and lodgers)
agreements giving the right to occupy residential premises for no more than 3 months
for a holiday.
It also does not apply:
where a tenant made an agreement in good faith for the sale, purchase or mortgage of
the residential premises
where a tenant is a shareholder living in company title premises
where a tenancy agreement is part of an equity purchase agreement which gives the
tenant an option to buy
to most family arrangements.
Your rights under the Act
To be given a copy of the residential tenancy agreement, a condition report completed
by the landlord/agent and the NSW Fair Trading New tenant checklist
to have premises rented to you in a reasonable state of cleanliness and fit to live in
to be given rent receipts (unless you pay rent into a nominated bank account)
to be offered at least one means of paying the rent for which you do not incur a cost
to be given 60 days written notice of a rent increase
to have quiet enjoyment and use of the premises – the landlord/agent must not
interfere with your possession of the premises
to have reasonable peace, comfort and privacy
to have reasonable locks and security
to have reasonable repairs and maintenance done
to be repaid for any urgent repairs that you have paid for – up to $1000
to apply to NCAT for orders if the landlord has broken the tenancy agreement

to be given written notice of the landlord wanting to end the tenancy agreement
to be notified of the change of name and address of the landlord or their agent
to refuse the landlord access except in certain circumstances and with proper notice
not to be unlawfully evicted.
Your obligations under the Act
To fill out the condition report and give the landlord/agent a copy within 7 days
to pay rent on time
to care for the premises
to pay for any damage caused by you or your guests
to report the need for any repairs or maintenance
not to make alterations or additions without the landlord’s permission
not to alter, remove or add a lock or security device without the landlord’s consent
(except in certain domestic violence situations)
not to use or permit the premises to be used for an illegal purpose
not to cause or permit a nuisance
not to interfere with the peace, comfort or privacy of neighbours
to give correct written notice when you leave
to leave the premises in a similar condition to when you rented them, except for
normal wear and tear.
Terms of the standard tenancy agreement
The Act says that landlords must use the standard terms set out in the Residential Tenancies
Regulation 2010. Many of the terms are the same as those listed above.
The terms of the standard residential tenancy agreement cannot be varied (except for tenancy
agreements that are for a fixed term of 20 years or more – contact your local Tenants Advice
and Advocacy Service for more information).
If you do not carry out your responsibilities you can be said to have ‘breached’ (broken)
term/s of the agreement.
Prohibited terms
Section 19(2) of the Act says: “Terms having the following effects must not be included in a
residential tenancy agreement:
That the tenant must have the carpet professionally cleaned, or pay the cost of such
cleaning, at the end of the tenancy [unless the cleaning is required because animals
have been kept on the premises during the tenancy],
That the tenant must take out a specified, or any, form of insurance,
Exempting the landlord from liability for any act or omission by the landlord, the
landlord’s agent or any person acting on behalf of the landlord or landlord’s agent,

That, if the tenant breaches the agreement, the tenant is liable to pay all or any part of
the remaining rent under the agreement, increased rent, a penalty or liquidated
damages,
That, if the tenant does not breach the agreement, the rent is or may be reduced or the
tenant is to be or may be paid a rebate of rent or other benefit.”
In addition, the Regulation says:
“A residential tenancy agreement must not contain a term having the effect that the tenant
must use the services of a specified person or business to carry out any of the tenant’s
obligations under the agreement.”
Inconsistent and prohibited terms are void
A term is void if it is:
Inconsistent with any term of the standard residential tenancy agreement, or
Prohibited by the Act or Regulation.
Additional terms
Additional terms may included in the standard residential tenancy agreement if:
Both you and the landlord agree to them
They do not conflict with the Residential Tenancies Act 2010 or any other legislation
They do not conflict with the terms of the standard agreement.
If you are unsure about an additional term, get advice from your local Tenants Advice and
Advocacy Service or apply to NCAT for an order that the term is invalid.
Arrange a move out inspection
Every move-out checklist for tenants ends with scheduling a final inspection. So, don’t forget
to call your landlord a week or so before leaving the property and ask him/her to conduct a
move-out walkthrough of the rental unit to see whether any security deposit deductions are
justified. Be present at the move-out inspection, discuss any issues that may arise, try to find
mutually beneficial solutions, and request your tenancy deposit back.
Get your security deposit back
When you move out of a rental property, you’re legally entitled to get your tenancy deposit
back (unless you have done extensive damage or violated the terms of your lease agreement).

You already know what to do when moving out of a rental to avoid deposit deductions – all
that is left to do now is send a written request by certified mail (with return receipt requested)
to your former landlord (keep in mind that you’re required to provide your new address in
your request). Depending on your state law, the landlord will have two to three weeks after
receiving the letter to either return your deposit money or provide a written statement of
deductions (for unpaid utility bills, repairing damaged items, cleaning the property, etc.).
If there’s no response or if you disagree with your landlord’s statement, you might need to go
to small claims court to settle the issue.
Conclusion
Whether you’re moving out of a rental or your own property, moving house is a difficult and
stressful process that requires a lot of careful planning, meticulous organization, and hard
work. Make sure you research all your options, plan your move well, find affordable and
trustworthy moving partners to work with, book their services as early as possible, pack
safely and efficiently, take care of all the necessary moving tasks and preparations, and
ensure a smooth and successful relocation. Happy new life in your new home!
References
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https://settlement.org/ontario/housing/rent-a-home/tenant-rights-and-responsibilities/whendo-i-have-to-tell-my-landlord-that-i-am-moving-out/
ERIN EBERLIN(2018) | 10 Items Landlords Must Check Off Before Tenant Move | The
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https://www.thebalancesmb.com/landlord-actions-before-move-in-2125027
BetterRemovalistsCanberra(2017) | 5 Major Differences Between Good and Bad Removalists
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https://www.betterremovalistscanberra.com.au/5-major-differences-good-bad-removalists-canberra/
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https://www.wikihow.com/Leave-a-Rental-Unit-in-Good-Condition
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https://www.tenants.org.au/factsheet-01-residential-tenancies-act