Moving out of an apartment can be a complex process for both property managers and residents, with numerous tasks, deadlines, and legal requirements to navigate. This comprehensive guide provides essential checklists and best practices to ensure a smooth transition, protect security deposits, and maintain positive relationships between management and tenants. Whether you’re managing multiple properties or planning your next move, the below outline can be used to create tools will help streamline the process and reduce common pain points.
Most U.S. renters move within five years, but they’re more likely to live in one home for the long haul than a decade ago.
One in six (16.6%) renters stayed in their home for 10 years or more in 2022, up from 13.9% a decade earlier.
One in six (16.4%) lived in their home for five to nine years in 2022, up from 14% a decade earlier.
The lion’s share of renters stay put for one to four years. Just over two in five (41.8%) stayed in their home for one to four years in 2022, up from 39.9% a decade earlier.
One-quarter (25.2%) of renters stayed in their home for 12 months or less before moving in 2022. That’s down from 32.2% in 2012.
Young renters more likely to move often than older renters
Gen Z renters are much more likely than renters of other generations to move within one year, while baby boomers are much more likely to live in their rental for 10-plus years.
More than half (55.5%) of Gen Z renters stayed in their home for 12 months or less as of 2022, and another 40.6% stayed for one to four years. Just under 4% of Gen Z renters have lived in the same place for five-plus years.
28.8% have lived in their home for 12 months or less, and 50.7% have lived there for one to four years. Roughly 20% stayed for five-plus years.
The lion’s share of Gen X renters (39.5%) stayed in their home between one and four years, while just 17.1% stayed for 12 months or less. Roughly 22% stay for 5 to 9 years, and another 22% stay for 10 years or longer.
Roughly one-third (32.9%) of baby-boomer renters have lived in their home for 10-plus years, and another one-third (32.2%) have lived there for one to four years. Just over one in five (21.5%) have lived in their home for 5 to 9 years, and 13.3% have lived there for 12 months or less.
Move-Out Guide: Creating A Property Manager's and Residents Handbook
Pre Move-Out (60-90 Days)
- Send lease renewal notifications with clear response deadlines
- Provide digital and physical move-out checklists
- Schedule preliminary unit inspections to identify potential issues
- Create a customized timeline for each resident's move-out
Notice Period (30-60 Days)
- Document receipt of move-out notice
- Schedule move-out inspection date and time
- Send detailed cleaning requirements and expectations
- Provide recommended vendor list (cleaners, movers, repair services)
- Begin pre-marketing the unit
Final Weeks
- Conduct pre-move-out inspection
- Document existing conditions with photos
- Share utility transfer/cancellation requirements
- Confirm final move-out date and inspection time
- Review lease requirements for security deposit return
Move-Out Day
- Complete detailed unit inspection with resident present
- Document all conditions with photos and videos
- Collect all keys, fobs, and parking permits
- Obtain forwarding address for security deposit
- Complete move-out condition report with resident signature
Post Move-Out
- Process security deposit within state-mandated timeframe
- Provide itemized list of any deductions with photos
- Update unit status in property management system
- Schedule necessary repairs and updates
- Document lessons learned for process improvement
60 Days Before Move-Out
- Review lease agreement for notice requirements
- Submit written notice of non-renewal
- Begin decluttering and organizing
- Research moving companies and get quotes
- Start documenting unit condition with photos
30 Days Before
- Schedule utility transfers/disconnections
- Book moving company or truck rental
- Begin packing non-essential items
- Address any maintenance concerns
- Request move-out inspection checklist
Two Weeks Before
- Deep clean or schedule professional cleaning
- Repair minor damage (nail holes, scuffs)
- Update forwarding address with USPS
- Schedule elevator use if needed
- Confirm move-out inspection time
Move-Out Week
- Complete final cleaning
- Remove all personal belongings
- Document final unit condition
- Attend move-out inspection
- Return all keys and access devices
Security Deposit Protection
- Take dated photos/videos of clean unit
- Keep all cleaning receipts
- Get written confirmation of unit condition
- Know state-specific deposit return laws
- Keep copies of all move-out documentation
Different states have varying requirements for:
- Notice periods
- Security deposit return timeframes
- Allowable deductions
- Documentation requirements
- Dispute resolution processes
Property managers should maintain current knowledge of local laws and incorporate them into their move-out procedures.
Implement digital solutions for:
- Move-out notifications and tracking
- Inspection scheduling
- Photo/video documentation
- Maintenance requests
- Security deposit processing
Move-Out Confirmation Email
Successfully managing move-outs requires careful planning, clear communication, and thorough documentation from all parties involved. Property managers can maintain consistent standards by following these guidelines and leveraging digital tools, while residents can maximize their security deposit returns. Remember that the key to a successful move-out lies in early preparation and maintaining open lines of communication throughout the process. Keep this guide handy as you create your own go-to resource for navigating future move-outs with confidence and professionalism. Your residents will thank you!
