Tenant Move-Out Checklist

Purpose

The Move-Out Checklist is a key part of our tenant transition process at Johnson Property Management.
It ensures all necessary steps are completed for a smooth move-out, helps document the unit’s condition,
and verifies that all lease obligations are met before a tenant vacates. This process protects both the
property owner and tenant by maintaining accurate records and addressing any outstanding issues.

Why It’s Done

● To document the unit's condition at move-out, comparing it to the move-in report.

● To confirm that tenants have fulfilled their lease responsibilities, including cleaning and repairs.

● To verify the return of all keys, remotes, and access devices.

● To ensure outstanding balances, unpaid rent, or damages are accounted for before processing the
security deposit return.
● To schedule necessary repairs or maintenance before the next tenant moves in.

Procedure
All required steps for a successful move-out process are outlined in the Move-Out Checklist attached to
this policy. Staff members must follow the checklist to ensure all necessary actions are completed before
closing out the tenant's file.
Acknowledgment
Once all checklist items are completed, the staff member responsible for the move-out must sign and
date the checklist to confirm all steps have been properly followed. This ensures consistency and
accountability in the move-out process.
At Johnson Property Management, we are committed to providing a smooth and efficient move-in
experience for all tenants while upholding professional property management standards.

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Tenant Move-Out Checklist / 03-2025
 TENANT MOVE-OUT CHECKLIST
Property Address & Unit: _______________________________________

Tenant(s) Name: _________________________________________

MOVE-OUT DATE: __________________________

STEPS Date Completed

▪ Tenant Terminating Lease

o Received in writing & attached to tenant file
o Rental Owners must be advised immediately
once written notice is received via email.
▪ Listing Apartment
Upon notice of
Move-Out o Schedule visit for photos OR refer to Google
Drive for saved photos; ensure good quality.
o Scheduled Date:____________ (Get Photos)

▪ Cleaning Checklist
o Emailed the tenant the move-out cleaning
checklist, which is stored in Google Drive under
the Johnson PMI – Procedures folder.
▪ Update Lease – End Date
o In Buildium, update the lease end date if it is
ending before the fixed-term lease expiration.
▪ Move-Out Process
o Ensure that tenants are aware that they need to be
moved out by noon on the last day.
o Schedule the move-out inspection with tenants &
put in Google calendar & Label appropriately.

▪ Move-Out Inspection
o Perform a detailed move-in inspection with
tenants using the Happy Co. App. Capture photos
& add notes.
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Tenant Move-Out Checklist / 03-2025
 ** Reminder: Capture photos of appliances (inside & out) with serial #.
● Keys
o Collect all the keys for the unit.
Move-Out Day
▪ Rekey the Locks
o Bring a spare key to rekey ALL the locks.
o Ensure keys are tagged & labelled.

STEPS Date Completed

Upon return to the

▪ Enter 'New Lease Fee' & ‘Move-Out Fee’ Bill
Office
o Enter bills in Buildium using the up-to-date PM
Agreement in Google Drive, as printed versions
may be outdated

▪ Enter Tasks
o Create a TASK in Buildium for move-out
issues and share with owners for approval.
▪ Enter ‘Inspection Report’
o Save the inspection report in each tenant's
Buildium file.
o Go to Files, find the report, and share it with the
tenant and owners.
▪ Master Apartment Sheet
o Remove/Add what is necessary
● Tenant Move-in Checklist
o Once completed & dated, upload the sheet to the
tenant's file as Tenant Move-Out Checklist
o Add it to Google Drive under Inspections >
Year > Tenant Inspections >Property, labeled
as 14WaterUnit1MoveOut (example).
● Keys
o Place old unit keys in the office spare key jar
after rekeying.
o Return Master Key for apartment to the office
keyboard.

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Tenant Move-Out Checklist / 03-2025
 Deposit (Claim or
Return) ● After the move-out inspection with Jon or Aeron,
ask them if the tenants are eligible for the deposit.
● If they are, send them the email to claim the deposit to
SNB if it's remitted to SNB. -
Builduim>Communication>Mailing and email
templates> Return of Security Deposit

-If Deposit is owner held- do a refund and informed

Aeron

● If not eligible, we must submit the claim to SNB within

7 days of the move-out date, so please make sure to stay
on top of this. You can refer to the VIDEO for detailed
instructions on how to submit a deposit claim to SNB.

● If the tenants broke the lease, submit a claim to SNB

as well.

o Tenants can only claim their deposit if they

follow Section 22 of the PM agreement.

By signing below, I confirm that all steps on this checklist have been completed accurately and in full. I
acknowledge that all necessary documents have been submitted, inspections conducted, and required
actions taken.
Completed by: ________________________ Signature: ________________________

Date: ________________________________

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Tenant Move-Out Checklist / 03-2025