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What Documents do I need when Preparing for an Extension or Move-Out
What Documents do I need when Preparing for an Extension or Move-Out

Learn how to prepare for a lease extension or move-out

Kevin avatar
Written by Kevin
Updated over a week ago

As a landlord, properly handling lease extensions and tenant move-outs is essential for maintaining a well-managed property. Having the necessary documents ready during these processes can help streamline the transition, protect your property, and ensure compliance with legal requirements.

Documents for Preparing a Lease Extension:

  1. Lease Agreement Addendum: When you and your tenant agree to extend the lease, draft an extension addendum. This document should clearly outline the new lease end date, any changes in rent, and any additional terms agreed upon.

  2. Notice of Lease Extension: If your lease agreement requires tenants to provide notice of their intention to extend, ensure you receive written notice within the stipulated timeframe.

  3. Rent Increase Notice: If the rent is changing with the lease extension, provide written notice of the new rental amount and effective date, as required by local laws.

Documents for Preparing a Tenant Move-Out:

  1. Move-Out Checklist: Before the tenant moves out, provide them with a move-out inspection checklist. This document outlines the condition you expect the property to be in upon their departure.

  2. Notice to Vacate: If you require tenants to provide notice before moving out, make sure to receive written notice in accordance with the terms of the lease agreement.

  3. Security Deposit Itemization: If you plan to deduct any amounts from the tenant's security deposit for damages beyond normal wear and tear, provide an itemized list of deductions along with supporting documentation.

  4. Move-Out Reminder: A friendly reminder to tenants about their move-out responsibilities, including cleaning and repairs, can help ensure they leave the property in good condition.

  5. Property Condition Report: After the tenant moves out, perform a thorough inspection of the property and document its condition using a property condition report. This will serve as a reference for security deposit deductions.

  6. Security Deposit Refund Form: If you're returning a portion or all of the security deposit, provide the tenant with a security deposit refund form outlining the amount being returned and any deductions made.

  7. Forwarding Address Collection: Collect the tenant's forwarding address to send correspondence and the security deposit refund if applicable.

  8. Termination Letter: After the move-out process is complete, send a termination letter confirming the end of the lease and acknowledging the tenant's departure.

  9. Tenant's Notice of Termination: A notice for tenants wishing to terminate a month-to-month lease agreement so both parties have termination in writing.

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Conclusion: Having the right documents in place when preparing for lease extensions and tenant move-outs is crucial for maintaining a professional and organized rental management process. Clear communication and proper documentation protect both you as a landlord and your tenants, helping to minimize disputes and ensure a smooth transition for all parties involved. Always consult local laws and regulations to ensure compliance throughout these processes.

This information is provided solely for informational purposes. We offer more support through our Tenant-Landlord Law Resources.

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