Move-Out Process
Step-by-Step Process
STEP 1: Complete the Maintenance Checklist
As a reminder, the Maintenance Checklist represents the "standard of quality" we promised both to you and to the next tenant. The home met that standard when you first received the keys, and when you return the keys, the home should meet that same standard.
If you’ve kept up with the Maintenance Checklist each Spring and Fall, as we recommend, you shouldn’t have much to do at this point. However, if you haven’t, you still have nearly two months to catch up on any missed tasks.
Please don’t hesitate to reach out if you have any questions or need assistance with the checklist.
Tips for Success:
Don’t wait until the home is empty to start the work. Complete as much as possible before the home is vacant.
Once the home is vacant, plan to finish any remaining tasks that couldn’t be completed while your personal belongings were still in the house.
Ensure the entire checklist is completed. If any tasks are missed, our maintenance technician will need to complete them, and the associated costs will automatically be billed to your account.
Completing the checklist will help ensure a smooth transition for both you and the new tenant. Thank you for your attention to this, and we appreciate your efforts in keeping the property in great condition.
STEP 2: Setup eCheck for the Security Deposit Refund
Sign into AppFolio and setup eCheck. It's free, fast, & secure.
https://yourrentalhome.appfolio.com/connect/users/sign_in
STEP 3: Rent-Ready Call
1-2 weeks before your move-out, our Coordinator will give you a call, or you can reach out to us, to discuss your progress on the checklist, answer any questions, and provide helpful advice. Our goal is to help you receive a 100% refund of your security deposit, and we’re happy to give you advise, or even dispatch a handyman if needed. Standard hourly rates apply.
STEP 4: Move-Out Inspection
One of our Maintenance Techs will verify that the Maintenance Checklist has been completed and the home is "Move-In Ready" for the next tenant, who likely plans to move in the following day.
If our Maintenance Technician or the next tenant identifies any incomplete items on your checklist, the cost to make repairs or cleaning will be billed to your account.
STEP 5: Bookkeeping
Any expenses billed to your account will be itemized on your Account Ledger for your reference.
If you have any questions about the expenses related to an incomplete Maintenance Checklist, please call our office and select the option for Move-Out assistance.
If your balance exceeds the amount of your security deposit (or renters bond), you will have seven days to pay the remaining balance in full.
On the 7th day at midnight, your account will be submitted to Hunter Warfield Collections.
Things to avoid during a move out
Holdover Expenses
If you fail to move out, complete items on your checklist, or repair any damage that causes a delay in the next tenant's move-in or self-guided tours, you will be billed for the following expenses:
$100 Late Move-Out Fee
Prorated rent
Prorated utilities
Plus the cost of the work:
Contractor rates vary but are commonly $125/hour + markup.
Security deposit
The manager is not responsible if incorrect bank account information is entered by the tenant. We cannot assist in collecting funds deposited into incorrect account.
It typically takes about one week for funds to arrive in your bank account, but this may take longer during holidays.
If you do not receive your deposit within 10 days of the transaction date listed on your account ledger:
Submit a transaction review.
We will email Appfolio to get the "Trace Number".
Your bank can use that number to research the payment.
Manager has no access to bank info and cannot provide further assistance.
AppFolio's response is time varies. Plan on 3-5 business, at best.
Holdover Term
The Holdover Term refers to the period (in days) after your lease expires when the new tenant is unable to move in due to the following reasons:
Failure to vacate before 10:00 AM on the last day of your lease term.
Failure to complete tasks on the Maintenance Checklist or repair damage, which results in the need to dispatch an emergency technician.
During the Holdover Term, the exiting tenant is responsible for the following charges: Prorated rent, $100 Late Move-Out Fee per day, Labor and materials required to complete any outstanding tasks
Early utility turn-off and subsequent property damage
Please remember do not turn off utilities until 12:01 AM the day after your lease expires. If we still need to complete items on your Maintenance Checklist or make repairs, please keep utilities on until the Coordinator notifies you that the work has been completed. Failure to comply with this can result in the following charges:
$100 Lease Violation Fee
Cost of utility bill (or prorated, if applicable)
$20 Billing Fee per utility bill
Property Damage Risks:
Turning off utilities prematurely can lead to significant damage to the property, including:
Freezer Defrosting: When the freezer thaws, water can leak onto the floor, potentially ruining hardwood or Pergo flooring in just a few hours. Repairs could cost thousands.
Freezing Pipes: Without heat during winter, pipes may freeze and burst, leading to flooding and serious damage to cabinets, flooring, and more. Repair costs can range from $10,000 to $30,000.
Humidity Issues: During the summer, the AC functions as a dehumidifier. Without it, humidity levels rise, creating conditions for mold growth, known as a "Humidity Bloom." This occurs when indoor humidity exceeds 60% for over 72 hours, leading to mold growth in the living space.
You will be held responsible for the cost of repairs related to any property damage caused by turning off utilities prematurely.
Frequently Asked Questions
Can I use my security deposit for last months rent?
No, the security deposit is reserved specifically to cover any unfinished tasks on the Maintenance Checklist or unrepaired damage. If rent is not paid during your last month, Late Fees and Eviction Fees will apply, and an eviction will be filed if necessary.
What if only one of the tenants on the lease wants to move?
If only one tenant on the lease needs to move, please submit the Roommate Removal Request Form using the link below:
What if I change my mind and don't want to move?
You can cancel your Move-Out request any time before the lease is delivered to a new tenant for signing. Once the new tenant has signed the lease, the move-out is final and cannot be canceled. If you decide to stay after that, you would be subject to eviction since the new tenant has rights to the home.