How to Simplify the Tenant Turnover Process

With college students having returned to the campus area for the school year, others have moved out and started new chapters, potentially leaving behind empty rooms or units that still need to be filled. While the tenant turnover process is a necessary part of being a landlord, the process can still be overwhelming as you prepare everything for the next tenant. However, you can improve the process once you break it down into three parts: Preparation, Moving Out, and Moving In.

If you’re looking to maximize your time and minimize your stress with tenant turnovers, here’s how to cover all bases to make the process a breeze.

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Preparation

How little or how much you prep for move-out can affect your tenant turnover process, as you may be surprised by damages or needed upgrades that will add more work to your list. Focus on setting aside time to talk to your tenants before they move out and assess the condition of your rental property. Some important steps are:

Inspect the Property

Conduct a pre-move-out inspection with your tenant(s) to review any damage or wear and tear, such as water stains, pest infestations, and appliance malfunctions. Don’t forget to bring the original move-in inspection report to compare new changes and make a list of repairs or updates.

Plan for Repairs & Upgrades

After your pre-move-out inspection, review your notes, schedule cleaning or maintenance services, and order new appliances to plan for the next step in the process. As a pro tip, consider adding new paint, flooring, or carpet to catch a tenant’s eye when listing your rental.

Communication

Discuss with your tenants a move-out date and time to avoid issues with cleaning services or upgrades arriving too early. Send a move-out checklist that outlines cleaning expectations, property conditions, and how to return their keys so they can receive their security deposit. Be sure to send the checklist 2-3 weeks before moving out to avoid last-minute hiccups.

Moving Out

This step is the most important part of the tenant turnover process, as the more you care for your rental and screen new tenants, the fewer issues you’ll have during the move-in. Once your former tenants have moved out, be sure to:

Deep Clean & Repair

Hire a cleaning service to perform a deep cleaning of your rental, including all appliances such as ovens, refrigerators, and dishwashers. Another tip is to check if they have cleaned the vents, baseboards, and ceiling fans, as they hold a lot of dirt and debris. Afterwards, order new appliances, install new flooring or carpets, and lay down fresh coats of paint to prepare for marketing.

Market the Property

Take high-quality photos of your property, including close-ups of new upgrades, to attract new tenants. In the description, highlight location features such as closeness to campus and parking benefits to give extra value. Another tip is to post in student housing groups nearby at the start of the semester or month, as people tend to look then the most.

Screen New Tenants

As tenants apply, you should add a screening process to make sure they’re reliable renters. Conduct background checks, credit checks, and verify references and rental history to find any potential red flags and avoid issues such as late payments, high turnover rates, property damage, or safety concerns that can affect your other tenants and create neighbor disputes.

Moving In

Once you’ve found new tenants, your tenant turnover process will be almost done. However, you still have a few more steps before they can sign their lease. Follow through with these steps with your new tenant(s):

Conduct a Move-In Inspection

Before your new tenant(s) move in, conduct a walk-through with them to go over the rental’s condition. Be sure to have a new move-in inspection report to have records when you restart the tenant turnover process when they move out. Allow your tenants to take photos and record videos as well. During the walk-through, take the time to address any questions your tenant may have and review what’s expected of them before they sign the lease.

Send a Welcome Letter: 

When your tenants move in, provide them with a welcome letter that addresses move-in details, maintenance requests, contact information, and community rules to avoid miscommunication and answer frequently asked questions. A final pro tip is for you to offer them locations to laundromats, grocery stores, public transit, and highlight days like trash day to build a positive landlord-tenant relationship.

Maintain Communication:

During the lease, stay in contact with your tenants, resolve neighbor disputes, complete maintenance requests, and send reminders for tasks such as fall HVAC maintenance or fire alarm checks well in advance so that everything runs smoothly and tenants aren’t caught off guard. The more you communicate, the more likely your tenants will stick around and renew their lease for the following semester.

Final Thoughts

The tenant turnover process doesn’t have to be stressful. With a good system in place, you’ll have fewer vacancies, keep tenants happy, and have more time to focus on other properties. Focus on communicating with former tenants, tracking rental property conditions, and building relationships with new tenants to make your rental experience stress-free.