A landlord-tenant relationship will always end at some point!
A periodic tenancy, such as month-to-month, doesn’t usually have a specific end date. It renews every month until either party terminates it by serving the other proper notice. Fixed-term leases, on the other hand, have specific start and end dates.
Regardless of the type of rental agreement, though, a tenancy will eventually come to an end. And it’s at this time that you may find yourself in conflict with the tenant.
They may leave the property in dire need of disrepair and/or uncleanliness, which could impact your ability to maintain your property and keep renters happy.
This is where a move-out letter can come in! It helps you lay out your expectations just before the tenant vacates the unit.
A detailed letter should highlight all important aspects, such as cleanliness and repairs, ensuring that both parties are clear on what needs to be done before the tenant leaves.
The following is everything you should know about move-out letters. Keep reading to learn more!
Benefits of Sending a Move-Out Letter to Your Tenant
The following are some of the benefits you stand to get by sending a move-out letter to your tenant.
Help Outline All Expectations
A good move-out letter can help cut down on miscommunications between you and the tenant. All you’ll need to do is explain your expectations succinctly yet detailed.
This way, the tenant will know what they must do before moving out. They will also get time to ask for any clarifications they may need.
Allows the Tenant Time to Act
Sending the letter in advance will give the tenant time to fix anything they would need before moving out. For example, take care of any damages exceeding normal wear and tear to avoid potential security deposit deductions.
Sure, there are multiple benefits of sending move-out letters to tenants. However, you can only reap such benefits if you can draft the letter properly. And this brings us to the next point…
Tips on How to Write a Proper Move-Out Letter
Just as every property is different, so are move-out letters. What may apply to one property will not necessarily apply to the other.
As such, you’ll need to draft a bespoke letter that specifically addresses the needs of your rental property.
If you are a newbie landlord, your best bet would be to hire an expert property manager to help you draft it.
But generally speaking, the following are some tips to help you get started.
You should include the delivery date regardless of whether you send it by mail or deliver it in person.
You should also include details on how the tenant can contact you in case they need to.
Don't forget to add the effective date of moving out. You may need to do this especially if the tenancy is periodic. This is because periodic tenancies don’t usually have a specific move-out date like fixed-term leases do.
If the tenant is going to be renewing the lease, however, make sure to provide them with the lease renewal details. For example, any rent changes or additional rules the tenant must comply with.
You should also add the details of the property inspection. Ensure they have all the basics for a smooth process. Share with them the date and time of the inspection to allow them ample time to prepare.
Provide them with a general overview of the items you’ll be inspecting. For example, the appliances, walls, pests or mold infestations, and compliance with the lease terms.
When Should You Send a Move-Out Letter to the Tenant?
When to send a move-out letter will depend on your state and local laws. Therefore, make sure you do your due diligence to ensure you stay compliant.
In the state of Virginia, for example, walk-through inspections are mandatory both at the start and before a rental agreement expires.
The following are some of the important things to keep in mind in this regard:
- You must make reasonable efforts to notify the tenant of the inspection.
- You must notify the tenant of the inspection at least 5 days before the inspection date.
- The tenant can choose whether or not they want to be present for the inspection.
- You must notify the tenant of the date and time of the inspection at least 3 days before the actual move-out date.
- You must give the tenant a copy of your findings for action.
So, when should landlords send move-out letters? In Virginia, you must do so within 5 days of receiving the move-out notice from the tenant or after serving them a notice to vacate.
Difference between a Move-Out Letter and a Notice of Eviction?
An eviction notice is starkly different from a move-out letter. As already explained, when a landlord sends a move-out letter, it’s meant to communicate their expectations to the tenant to ensure the process is as smooth for all parties as possible.
An eviction notice, on the other hand, is meant to terminate a tenancy due to a lease violation by the tenant. Common lease violations in Virginia include failure to pay rent, damage exceeding normal wear and tear, and illegal activity.
To evict the tenant, you’ll need to first send them an eviction notice. It must be appropriate depending on the violation committed and can either be curable or not.
Conclusion
Tenant turnovers can be one of the most challenging aspects of landlording if not done well. Luckily, move-out letters can help to simplify the process for a mutually beneficial experience.
If you need help drafting a proper move-out letter or the overall management of your property, look no further than Vesta Property Management. We help property owners in Front Royal increase their income and reduce stress. Get in touch today!