What Landlords Should Know About Move-out Letters

move out letter

What happens if a tenant wishes to vacate or if the length of their tenure has ended? A number of activities must be agreed upon including inspecting the property, gathering the keys, returning the security deposit, and more.

A move-out letter is a formal written communication from an owner to a tenant informing them of the dates on which they must leave the rental unit and the expected condition of the property should be found in. It gives the tenant enough time to plan their move. Additionally, it can allow the landlord ample time to schedule remodeling and start looking for new occupants.

A thoughtful, thorough letter could aid in safeguarding your rental property. A move-out letter’s main purpose is convincing tenants to vacate your property promptly and leave it in excellent shape. This article explains the significance of a move-out letter and the benefits landlords could gain from it.

What Is A Move Out Letter?

Understanding the Purpose of the Letter can be confusing because landlords utilize so many various types of notices when dealing with tenants.

A letter informing your renter of the date they must evacuate the property is known as a move-out letter. A notice to leave can be utilized in both evictions and lease termination situations. However, termination situations are where it’s most frequently used.

placing a white envelope with an US stamp into a silver community mailbox

Depending on state and local policies and guidelines, there are several time frames for handing out a move-out notice. Make sure you comply with them by researching the local move-out laws. To establish how much notice you must provide your tenants, it’s a good idea to consult a local lawyer or property management firm that has knowledge of local real estate law.

What Purposes Does a Move-Out Letter Serve?

There are some situations where you’ll need to use a move-out notice. Each of the following situations has certain guidelines governed by the laws of your state and the local jurisdiction:

Non-renewal of a Lease

Has either you or the tenant decided not to extend the lease? If this is the case, you must give a minimum of 30 days’ notification to the tenant in a move-out letter to formally terminate the lease terms.

Terminating a Month-to-Month Contract

You must grant tenants reasonable notice when the date is approaching for them to vacate because month-to-month leases lack the solidity of longer-term lease agreements.

Defaults in Lease Provisions

You may serve a move-out letter if you find that the renter breached the conditions of the lease contract but that immediate eviction is not necessary.

a lease agreement document with a pen on top

Not Available for Rental

The move-out letter should be utilized each time you sell, remodel, occupy, or take the home off the rental market. Make sure you are familiar with your local regulations because certain states have particular requirements regarding this circumstance.

Reasons to Send a Move-Out Letter

A move-out notice can have several advantages for the landlord and the vacating tenant:

  • It may help to guarantee that the tenant vacates on amicable terms.
  • It can prevent misunderstandings by listing all move-out conditions.
  • It gives your tenant enough time to finish all responsibilities if it’s delivered with sufficient notice.

Tips For Drafting a Move-out Letter

Each property investment is distinct and can need particular care. Therefore, the details contained within a tenant move-out statement will vary considerably. Here are some pointers to get you going:

  • Specify the delivery date
  • Include a phone number and email address
  • Give your tenant notice of the departure date and a justification. 
  • Include information on a lease renewal screening and any modifications in rent if they have the option to do so
  • List crucial dates, such as the anticipated departure date and the date of the move-out inspection
  • Give instructions about leaving your keys behind
  • Detail the security deposit procedure

hand on a computer mouse with a wireless keyboard and a laptop on a desk

Get Ready with a Move-Out Checklist

Assess the unit before the renter vacates once the expiration of the lease date has been established. This enables you to walk the tenant through the home and discuss any issues that need to be resolved before they go.

Fixing problems before moving out is in the tenant’s best interest since it increases the likelihood of receiving their entire deposit back. It benefits landlords because there will be less work to be done in between tenancies. When you inspect the property before the tenancy ends, keep an eye out for the following:

  • Faulty carbon monoxide or smoke detectors
  • Mold or dampness
  • Blocked or damaged gutters and drains
  • Indications of pests
  • Significant imperfections that go beyond normal wear and tear
  • Appliances or electrical issues

The move-out checklist may advise a renter to do the following after finishing the inspection: 

  • Clean every bathroom
  • Sanitizes windows, floors and counters
  • Eliminates all trash
  • Unless they have prior written consent to do so, ensure that the paint is the original color
  • Vacuum, mop, or sweep the floors

Hire a Professional Property Manager

Writing move-out letters is crucial to being a well-organized landlord. A professional property manager can help you draft one, in addition to helping manage current and future tenancies. They can market the property, draw in dependable tenants, maintain your rental, collect rent on time, and take care of the practicalities of moving out.

Bottom Line

Having a well-written move-out letter benefits both the landlord and the tenant. However, you have to ensure that you follow local and state laws when sending tenants notices and carrying out other rental-related duties. 

It could be difficult to complete all of this as a self-managing landlord. Home Choice Property Management will work with you to ease any pressures relating to property ownership. Our real estate team and property management professionals have years of practical expertise. Contact us today to learn more about our services!