You and your tenant have agreed to end the tenancy - How to make sure you exit amicably

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Agreeing on an end-date for a lease is a great start, but that doesn’t mean the job’s done. The final weeks of a tenancy can set the tone not just for the bond, but for how smoothly you hand over the property and whether you leave on good terms. On the one hand it means the tenant will remember you as fair, and you remembering them as cooperative, on the other hand it also means you can both move forward with your lives in a peaceful manner without the lingering effects of an unpleasant experience ending a tenancy. 

Despite best intentions, there is always an opportunity for something to go wrong, even when it doesn’t need to.  In this article, we assume the end date is agreed. We won’t rehash the legal steps in full (you can refer to our separate walkthrough on ending tenancies), but rather focus on the practical things you as the landlord (or self-managing owner) should do - and the things to clearly discuss with your tenant - so the exit is calm, clear and positive.

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Why exiting amicably with your tenant matters

Many of the issues landlords and tenants face at the end of a tenancy don’t spring from major disputes, they come from mismatched expectations. A common root cause? Lack of clarity about cleaning standards, hand-over of keys, final inspection timing, showing the next tenant, or how the bond gets processed.

Each state has their own bond authority. Each bond authority shares a variety of different stats about bond claims and the reasons. We can do a further deep dive into states and stats, but the RTA in QLD provided some insight a couple of years ago suggesting about 75% of bonds were returned in full. VIC provided a similar account. What this tells us, is that are claims and if you want a clean break, you need planning, communication and clarity. That’s not to say the claims are or are not legitimate, it is just a fact that there is plenty of activity around the bond and claims at the end of a tenancy and it is worth paying attention. 

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The practical checklist: how to exit a tenancy smoothly

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1. Confirm all the details in writing‍

You may have verbally agreed the end date, but send an email (or message via your account in the RentBetter Platform) confirming the date, the time for the final inspection (if pre-agreed) and any extra terms (e.g., early access for removals, storage of tenant’s items after inspection, etc). This becomes your shared reference point and ensures communication of key dates and times. 

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2. Schedule the final inspection early‍

Rather than leaving it to the last minute, book the inspection at least a week before the end date (or as your schedule allows). Invite the tenant, confirm exactly what you’ll inspect (use your entry report as the baseline), and allow time for small fixes if needed. If you’re using the RentBetter Platform, you can log photos and condition reports easily.  Ask the tenant: “Is there anything you expect may need attention?” This keeps the tone collaborative.

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3. Discuss key hand-over and property access‍

Clarify when the keys, remotes/fobs will be returned and by whom. Will you do it on inspection day? Or will the tenant drop them in a secure box later? Also clarify showing of the property to prospective tenants - it’s fine to ask for access, but ensure it’s respectful (give adequate notice as required in your state/territory) and that the tenant’s privacy is respected.
Avoid surprises or suggesting “I’ll just pop in whenever”.

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4. Set cleaning expectations and bond-related condition

You cannot impose more than what the tenancy agreement or legislation allows, but you can set out what you expect by referencing the original entry report. Say: “The property should be returned in essentially the same condition except for fair wear and tear. Here’s what we’ve tracked from the entry report.” Ask them to confirm their understanding. If you intend to deduct for cleaning or repairs, let them know early. Transparent discussions here avoid friction.

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5. Explain the bond process clearly

‍Tell the tenant how the bond refund procedure works in your state: which authority holds it (for example, NSW has the Rental Bond Board). Share the timeline: when you’ll submit a claim, what happens if either party contests, etc. Let them know that any arrears, damage or cleaning issues may be deducted — but that you intend to work with them in good faith. When both parties agree, the bond is often released much faster. 

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6. Communicate access for marketing/new tenants respectfully

If you plan to show the property to new tenants or buyers, bring the tenant in on the plan: give notice consistent with your state regulation (e.g., 24 hours in many jurisdictions), schedule times convenient to them, and make it clear you’ll minimise disruption. Making the tenant a partner in the process rather than a passive subject changes the tone entirely.

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Make ending your tenancy stress-free!

Ending a tenancy doesn’t have to be stressful or adversarial. When you act early, set clear expectations, keep the lines of communication open and remind both parties of the shared goal - handing over a property in good shape, bond refunded, and everyone moving on positively - you’ll finish things with more goodwill than most.

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If you’re ready to streamline your exit process, try a free demo of RentBetter and see how our Condition Report tool can make your final inspection easier. Or if you’re getting ready to switch from an agent to self-managing, download our free Switch Kit and get the templates and steps you need.