Move-out letters are an essential part of the property management process. When the tenancy ends, you are required by the state to give your tenants a notice regardless of whether your lease agreement has a termination date clearly stated or not. The notice is commonly referred to as the move-out letter.
In this guide, Blue Door Realty will provide you with the necessary information on the importance of move-out letters and the ways to draft it efficiently. Keep reading to learn more!
The Aim of a Move-Out Letter
Although the lease agreements dictate the time and the condition that the tenant should vacate the premises with, move-out letters are also necessary. These letters serve the purpose of ensuring compliance with the property condition standards, reducing the possibility of complaints and ensuring a smooth transition between tenants.
Benefits of the Move-Out Letter
The move-out letter is not only beneficial to the landlord but also to the tenant. Here are some of the benefits:
– An act of good faith: Move-out letter is the ideal way to foster positive landlord-tenant relations even after the moving-out of the tenant as it ensure a seamless move-out process.
– Clarify expectations to the tenant: The letter will help the tenant understand what you expect from them, reducing potential conflicts in the future.
– Give tenants time: Move-out letter helps you outline the tasks and requirements for the tenants before them moving out, providing your tenants with enough time to fulfill them.
How Should You Write a Move-Out Letter?
As a landlord, you should know that all rental properties differ from one another and so do the details of a move-out letter. It is necessary that your letter stays compliant to the state laws and other regulatory provisions. We recommend that you engage a reliable and professional property management company to assist you in this management process.
To help you compose the ideal move-out letter, here is some information that should be contained within the letter:
– The time the letter was delivered including whether delivered in-person or via mail
– Your phone number, email and other pertinent contact information
– Expected move-out date together with the explanation. You can reference the lease agreement and date stated there.
– Inspection procedures including the number of times you expect to inspect the property.
– The security deposit process. Be sure to read through the state’s Landlord-Tenant Rules and what they provide on the security deposit.
When Should the Letter Be Sent?
Different landlords might want to set the move-out letter depending on their unique set of expectations. However, we recommend that you read the provisions of local laws and State regulations. This will confirm when the move-out letter can be sent and the number of notices you are required to provide to your tenants.
Is There a Difference Between an Eviction Notice and a Move-Out Letter?
A move-out letter and an eviction notice have the same intention but the reasoning behind them is what makes them different.
An eviction notice is required when the tenant fails to comply with the terms of the lease agreement. This could either be in terms of rent payment, maintenance of the property or any other obligation stated on the lease agreement.
If the lease is broken by a tenant, the landlord may start the eviction process by use of an eviction notice. The eviction process is stated clearly within the state’s landlord-tenant rules. You need to make sure that the process stays compliant with these provisions and laws in order to avoid legal troubles.
In contrast, a move-out letter doesn’t have to follow all these procedures. After all, the letter is a declaration of both parties agreeing to terminate the lease amicably.
As implied earlier, the move-out letter should serve to inform the tenant of your expectations as the landlord. It is necessary to have a move-out checklist as part of the letter. Here are the things that should be included in the checklist:
– Cleaning of the bathrooms
– Cleaning of all windows
– Disposal of all waste and garbage
– Wall paint should be the original color (unless the tenant had permission to change)
– Clean all floors.
In addition, it is necessary to be aware of the impact of normal wear and tear. While you want to be exhaustive, you cannot expect the tenant to repair damage caused by normal use.
A move-out letter can ensure that your tenants know your expectations regarding your property’s condition. With a move-out letter, you can guarantee consistent rent, a smooth turnover between tenants, better maintenance of your rental unit.
Managing a rental unit comes with its own set of challenges and requirements. As a landlord, you should be well aware of the challenges and the responsibilities. To ensure your success as a landlord, our team at Blue Door Realty offers various property management services such as drafting a move-out letter, tenant screening, property maintenance and much more.
We are the leading property partners in New Mexico, known for our professionalism and expertise in managing properties. Get in touch with us today to learn more!