I will pay therefore $XXX,XXX, of which:A.)

Study your states landlord tenant laws If you file the judge would probably issue a writ saying she has to be out in xxx days, the money owed for back rent and fees are on that paperwork, the cause for eviction action is past due rent, failure on her part to pay, so that's why you want her to leave... you'd still have to take her to court in small claims to collect.. the filing is so you regain the right to your property and is forced to vacate. 

A holding deposit because if they fail to move in after they are approved and have signed the lease, I can keep the holding deposit for because I have Helen the property off the market for xxx amount of time.In Andrews case, you throw in the approval process of the HOA and it creates a whole other level of messiness!

That you expect keys back by the xxx of xxx.

Otherwise if you file for Rent and they pay, the judge will probably let them stay.. so you'd be back to square one.Give them another notice saying your filing for eviction action if they aren't out in XXX hours. and you'll be by that day to collect the keys at noon.. 

INSIST upon a petty cash fund for instant approval of repairs under $xxx and an itemized Purchase Order for those  that exceed that amount.Also insist upon review and accept/denial on all applications for tenancy.These go a LONG way to keep everyone on the straight and narrow!

I recommend setting up an auto responder that says you check email between 4-6pm everyday, if you need me outside of those hours you need to call me at xxx-xxx-xxxx.  

@Anthony Nici - I would just write an addendum:It is agreed upon that the lease dated XXX for address XXX with the Landlord and XXX tenants (list all) is hereby terminated by all parties as of XXX date.  

Why don't accountants put qualifiers on their statements, like if you are operating as an S corp or if you have income over xxx, they have tricks to save you lots of money. 

CallMe at (xxx) xxx-xxxx and we can discuss what you're looking for.