When The Tenant Moves Out, We Spring Into Action!
A tenant moving out is more than the end of a lease. It is the transition between one tenancy and the next—and how RENEW handles that transition can affect vacancy, property condition, leasing speed, and the final accounting.
At RENEW Real Estate Services, we use a consistent process to keep the transition organized, document the condition of the property, address any necessary make-ready work, and get the home back on the market as quickly as practical.
Just as importantly, we keep owners informed along the way.
Here is what you can generally expect when a RENEW-managed property enters the move-out process.
1. Move-Out Notice
When a tenant gives notice, we begin preparing for the upcoming vacancy.
Per the lease agreement, tenants must provide written notice at least 30 days before the end of their lease term. Once we receive that notice:
•The tenant receives a detailed move-out and cleaning checklist outlining the condition in which the tenant should return the property.
•You are notified of the upcoming vacancy so you can plan ahead.
•We remind you about transferring utilities into your name once the property becomes vacant, when applicable, so there is no interruption that could delay the make-ready process.
Starting the process early helps us stay ahead of the turnover and reduce unnecessary downtime.
2. Move-Out Day
On the scheduled move-out date, tenants return all keys to our office. Once the keys are received, we notify our field technician and get the move-out inspection on the schedule. We aim to complete the inspection within one to two days of key return, subject to weekends and technician availability. If keys are not returned on time and the delay causes the property to remain unavailable, prorated rent may be charged for the additional time in accordance with the lease.
3. The Inspection
The move-out inspection gives us a detailed record of the property’s condition before the next tenant takes possession. Our technician performs a thorough inspection that includes:
•Photos of every room and key systems
•Checking appliances, plumbing, and overall condition
•Documenting damage beyond normal wear and tear
•Identifying cleaning, repairs, or other work needed before the property can be relisted
Photos and inspection notes are uploaded into AppFolio and shared with you so you can see the property’s condition for yourself. At the same time, we change the locks and install a Rently lockbox. The lockbox remains inactive until the property is ready to show. A “For Rent” sign is also placed at the property.
Once the inspection is reviewed, we determine the scope of work needed to get the home back to rent-ready condition.Our preference is always for a tenant to leave the property in true move-in-ready condition. When that does not happen, RENEW is equipped to coordinate everything from light cleaning and touch-up paint to drywall repair and more significant make-ready work.
4. Getting the Property Rent-Ready
Tenants are responsible for damage beyond normal wear and tear. Cleaning is handled separately from repairs. When cleaning is needed before the property can be relisted, the tenant is responsible for the cost. The lease provides for a $300 minimum cleaning charge, with the final amount based on the actual cleaning invoice. No cleaning charge is applied if the property is returned in suitable condition.
How Are Repair Decisions Are Handled?
If the projected cost of the work is fully covered by the security deposit, we can proceed with the work under the management agreement, so the turn stays on schedule. If the costs are expected to exceed the available deposit, we prepare contractor estimates, present the scope of work to you, and develop a clear plan before authorizing the larger repairs. You receive the applicable estimates and invoices for transparency and to give you a clear record of the work performed and the associated costs.
Typical Turnaround Times
Every property and turnover is different, but our typical targets are:
•Light cleaning or minor touch-ups: Usually three days or less after keys are returned
•Larger make-readies: Two weeks or less in most cases
The condition of the property, the amount of work required, and contractor availability can all affect the timeline. Once the property is rent-ready, we activate the listing on our website, syndicate it to major rental sites, and turn on showing access through Rently. New professional photos are taken when they are needed to market the property effectively.
5. Final Accounting & Security Deposit
Once the necessary work is complete and applicable invoices have been received, we process all security deposit accounting within 30 days in accordance with Tennessee law and the terms of the lease. Depending on the circumstances, the deposit may be applied to:
•Unpaid rent
•Documented damage beyond normal wear and tear
•Necessary cleaning charges
•Other applicable charges permitted by the lease
When the property is returned clean or requires only minimal work, we typically complete the accounting within approximately 14 days.
The final itemized accounting, along with supporting contractor invoices and estimates, is available through your owner portal and included in your monthly owner statement package, giving you visibility into the final charges. If the total amount owed exceeds the security deposit, we bill the tenant for the remaining balance. We initially attempt to collect the balance in-house, which may include negotiating a lump-sum payment or short payment plan. If the tenant remains unresponsive, the balance may be referred to an outside collection agency.
What If a Tenant Disputes a Charge?
Tenants sometimes question or dispute move-out charges. When that happens, we review the inspection documentation, photos, invoices, and other available information carefully. If a tenant’s claim is valid, we may adjust the accounting or issue an additional refund when appropriate. If the charge is supported by the documentation, we continue working to collect it on the owner’s behalf. Our goal is to resolve these situations fairly while protecting the owner’s position and maintaining a well-documented record of the property’s condition and the work performed.
The Move-Out Process at a Glance
1. Tenant gives 30-day written notice - Owner is notified and the tenant receives move-out instructions.
2. Keys are returned - Inspection is scheduled, typically within one to two days.
3. Inspection is completed - Photos and notes are documented, locks are changed, and the scope of work is determined.
4. Make-ready is performed - Cleaning and repairs are coordinated. Owner approval is obtained when the anticipated costs exceed the available security deposit.
5. Property is placed back on the market - The listing is activated and syndicated, showing access is turned on, and new photos and videos are taken when needed.
6. Final deposit accounting is completed - The security deposit is reconciled and the final accounting and supporting documentation are made available through the owner portal.
A Move-Out Shouldn’t Become an Owner Project
A tenant moving out creates a lot of moving pieces: inspections, keys, utilities, repairs, cleaning, contractors, photography, listings, showings, security deposits, and final accounting. The purpose of having RENEW manage the property is that you should not have to coordinate all those pieces yourself. You are notified when the tenant gives notice. You receive the inspection documentation. We coordinate the make-ready process, obtain approval when a larger expense requires it, and work to get the property back on the market quickly. And when the move-out is complete, you can review the supporting documentation and final accounting through your owner portal. The result is a process designed to protect the property, minimize unnecessary vacancy, document the property’s condition, and keep you informed without turning the transition into another project on your plate.
If you ever want to review a specific move-out or have questions about an upcoming vacancy, our team is happy to walk through the process with you.
