Turning Over A Rental Unit (+ Free Tenant Turnover Checklist!)

In the time between one tenant moving out and another tenant moving in—a period often called tenant turnover—your responsibility as a landlord is to hit the reset button on the entire unit to prepare it for your new residents. While this may seem straightforward at first, there are a number of tasks you’ll need to complete to ensure the property is ready for new tenants, and managing these tasks can become tricky if you’re not vigilant about staying organized.

Whether you’re a landlord experiencing the apartment turnover process for the first time or a property manager looking to make turnover more efficient, we’re here to help. We’ve created a free tenant turnover checklist so you can properly inspect, repair, and prepare your unit for the beginning of a new lease.

Key Takeaways

• Tenant turnover is a critical period that ensures a smooth transition between previous tenants and new tenants.
• Inspections, deep cleaning, and routine maintenance are crucial for identifying damage, wear and tear, and necessary repairs from your previous tenant’s residency.
• Preparing documents, changing locks, and welcoming the new tenant ensures a smooth move-in process for the new tenant.
• A downloadable tenant turnover checklist can help you stay organized and remember all steps.

What is a Tenant Turnover Checklist and Why is It Important?

When current tenants decide not to renew their leases and instead move out of their units, you’ll be tasked with turning over their apartments to prepare them for new tenants. Many landlords underestimate the amount of effort required to effectively refresh their units until they’re already in the middle of the process, unsure of what to do next.

A tenant turnover checklist alleviates this issue by compiling all the tasks you’ll need to finish before a new tenant moves in onto one document that you can organize and carry with you during the turnover process. By putting each task into your list, you can ensure that no step is forgotten and that the apartment will be in presentable shape for new residents upon move-in.

What is a Tenant Turnover Checklist Used For?

Tenant turnover checklists are used to help you keep track of several different aspects of the tenant turnover process in great detail so you can be confident that nothing in the process gets overlooked. Our checklist can serve as your ultimate apartment turnover checklist, including everything you need to turn over a unit thoroughly and efficiently.

Let’s take a look at the main categories included:

Inspecting the Unit

The first thing you’ll need to do in the turnover process is inspect the unit. How did the previous tenant leave the space? Are there any major issues to take note of or unique circumstances that will affect the turnover process? Your tenant turnover checklist will allow you to check for various damages or signs of wear and tear and document them so you can take appropriate action.

Making Repairs and Restoring the Space

Next, landlords will act on any repairs needed to get the unit back up to standards, as well as complete a deep clean of the apartment and doing any maintenance or other improvements. This is where most of the action in your checklist will be—think replacing lightbulbs, repainting walls, deep cleaning floors, or updating the home.

Preparing the Rental for New Tenants

Finally, your tenant turnover checklist will help you organize tasks that prepare the new space for tenants. From changing locks, to preparing paperwork or other printed documents, to finally handing off the keys, a tenant turnover checklist will help keep you organized for a smooth move-in process.

Steps for Efficient Apartment Turnover

So, what kind of tasks and information go into a tenant turnover checklist? Every checklist can be created with specific tasks for each landlord and unit, but there are steps in the turnover process that landlords and property managers generally follow:

Inspection

How did the last tenant leave the apartment? Are there urgent issues or emergencies you need to address? Now is the time to inspect each part of the unit to determine what is wear and tear and what is damage that needs to be deducted from the tenant’s security deposit. Safety inspections may be needed if the property condition is poor and requires structural, electrical, or other upgrades.

Deep Clean

Even if a tenant did a suitable job cleaning before they moved out, this is still an opportunity to ensure the newly vacant unit is given a fresh start before the next resident moves in. You’ll need to give attention to each room in the home, as well as each surface and appliance, so keeping the checklist handy can help you track the myriads of cleaning tasks that still need to be done.

Repairs

Now is the time to ensure that damage is fixed and that appliances in the unit are in good working condition. Look for holes in the wall, broken appliances or furniture, possible leaks, and even signs of pests. These issues are essential tasks to address before a new tenant moves in.

Preventative Maintenance

Even if the unit is in good shape, you should take the time to replace air and water filters, and inspect HVAC and water heaters. This will keep your rental in good shape and prevent more involved maintenance and repairs down the line.

Paint/Cosmetic Updates

Touching up paint is a common step in the turnover process, but landlords can also use this step for touching up caulking or even updating/replacing cabinets and drawers. These are small differences that will make the home feel cohesive and well-maintained.

Update Safety Features & Tech

You should update safety features and tech products in the home periodically to upkeep the rental and keep its modern feel. This includes tasks ranging from replacing smoke and carbon monoxide alarms to installing new thermostats or electronic locks.

Prepare New Tenant Materials

Finally, you’ll want to change the locks/keys, put together a welcome packet with helpful tips and information for the tenants, and hand off the keys on move-in day. Congratulations! You’ve just completed your tenant turnover checklist tasks.

Free Tenant Turnover Checklist

Check out our free Tenant Turnover Checklist below for a list that contains all the information you’ll need—with room to add or subtract bullet points and tasks to meet your needs!

Conclusion

As a landlord, property manager, or investor who plans on housing different tenants in one unit over time, you’ll need to be familiar with the tenant turnover process and your responsibilities in completing it. With this new knowledge of how to turn over a rental unit, as well as our free tenant turnover checklist, you’ll be prepared to hit the reset button on each of your units and hand over the keys as a new lease begins.

Tenant Turnover Checklist FAQs

How do I handle damage versus normal wear and tear?

During inspection, document any issues. True damage (e.g., holes in walls, broken fixtures) can typically be deducted from the security deposit. Normal wear and tear (e.g., faded paint) is the landlord’s responsibility.

What should I include in a new tenant welcome packet?

Include key documents like a copy of the lease agreement, emergency contact numbers, utility setup instructions, trash/recycling pickup information, and any rules or guidelines for the property.

When should I start the tenant turnover process?

Begin the process as soon as the previous tenant vacates the unit. Early action gives you time to address any unexpected repairs or cleaning needs without delaying the next move-in.

Why is a tenant turnover checklist important?

A checklist helps landlords stay organized during the turnover process. It ensures no step is overlooked, from inspections and repairs to cleaning and handing off keys, making the unit move-in ready for the next tenant.

Should I update technology or safety features between tenants?

Yes, use turnover as a chance to update or test smoke detectors, carbon monoxide alarms, door locks, thermostats, and other safety/tech features to keep your rental modern and secure.