Final Walk-Through

[Shawn M.]

Yesterday was my tenants last day in the unit. We are meeting today to do a walk-through of the unit to confirm their is no damage and it has been cleaned. Is there a form you use to conduct the walk-through. Any tips on conducting the finalwalk-through?

[Marcia Maynard]

We do not return security deposits on the spot and we don't let tenants pressure us into doing so. We mail the final report and the refund check to the address the tenant provides, or to the rental unit if they do not give us a forwarding address. There may be unpaid utility bills pending or damages we discover during the turnover. I may not be able to catch everything during the final walk-through and some tenants won't even participate in a final walk-through. I will however mail the final report in a timely manner as soon as I finish it and I try to get it done well in advance of the 14-day deadline that my state requires.

I follow a move-out process that has served me well. Prior to meeting with the tenant at the rental unit, I gather my "move-out tool kit" (flashlight, 12 ft tape measure, 6 inch ruler that has big enough numbers to be seen in a photograph, camera, notebook & pen, disinfectant wipes, small handyman tool kit, step stool, mobile phone, copy of tenant move-in checklist, list of common charges). I keep a cleaning caddy in the car in case needed.

I explain to the tenant the process, then we begin.

1. I collect all keys from the tenant and ask them to sign a "Return of Possession" form, on which they write the address to which I will send their final report and security deposit refund.

2. I ask the tenant about any damages known to them and have them show them to me. I let them know what I consider wear-n-tear and what I consider to be damages. I photograph (with date stamp) damages with the tenant present.

3. I ask the tenant about wear-n-tear items that may need my attention to repair or replace during the turnover.

4. I do a thorough walk-through with the tenant and point out anything that catches my eye as needing attention. If it is damage that they did not tell me about I ask, "What happened here?" I love open ended questions, they give me the best chance of finding out what occurred and commits the tenant to "owning" it. I note whether items needing repair fall into the chargeable or not chargeable category. I will photograph anything chargeable and can usually give the tenant an idea of how much the charge will be. When the tenant moved in, I gave them a copy of move-out instructions, which I also gave to them again after I received their notice to vacate. With the move-out instructions I include a list of charges for typical damages. So there should be no surprises.

5. In addition to damages, I am looking for items missing and also items that need to be cleaned. If I notice either, I ask the tenant where the item is and how much it will cost if the item is not returned. If something needs cleaning, I give the tenant a chance to clean on the spot or accept that we will charge them for the cleaning.

6. I ask the tenant about any unpaid utilities. If it is during business hours, we call the utility at that moment to verify final bills have been paid and to turn the utilities back into our name.

7. During the final walk-through I ask the tenant what they liked least and what they liked best about living in the unit. This helps me better understand renter mentality, what I might use for marketing, and what things I might want to improve. I learn things not only about the unit, but also the tenant's thoughts on the neighborhood and our management style. Very helpful.

8. Finally, I let the tenant know that during our cleaning and preparation of the apartment for the next tenant if we find additional chargeable items, we will let them know. I inform them that their final report and any refunds due will be mailed within the next 14 days. I thank the tenant for renting from us and wish them well.

This move-out process typically takes one-hour. Good tenants will show for the appointment and want to participate in a final walk-through. The worst tenants do not. I write all my notes in a notebook and I do not write on the original move-in check list. The original is kept in the tenant file, along with the final report which I add later.

Hope this helps!