Exit Checklist for Your Property: How to End a Tenancy Smoothly and Prepare Your Tenant

A tenancy ends when either you or the tenant gives written notice. This applies whether the fixed term is ending, the tenancy is rolling over, or the tenant simply chooses not to renew.

The landlord or property owner should always notify a tenant when their rental agreement is nearing its end. If you don’t offer a renewal or extension, the tenant will need to move out by the agreed date. If the tenant notifies you that they intend to leave, your role is to acknowledge it quickly and outline what happens next.

If the tenant decides to leave before the end of the agreement, the process becomes more detailed. Depending on the situation, there may be break fees, advertising costs, or rent obligations until a replacement tenant is found. Regardless of the scenario, clarity is essential. Always document and align communication with the lease terms.

Once notice is confirmed, the move-out process begins. This is when your exit checklist becomes the anchor for everything that follows.

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Read more: End of Tenancy Guide for Property Owners

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Your exit checklist is the foundation of a smooth transition. It sets out the tasks your tenant needs to complete before handing back the property. When done well, it eliminates guesswork and prevents disputes.

A comprehensive exit checklist usually covers the following responsibilities:

• Returning all keys, remotes, and access devices. Every item provided at the start of the tenancy must be returned, including spare keys, letterbox keys, swipe cards, garage fobs and security tokens.

• ‍Cleaning to the original standard. The tenant must leave the property in the same level of cleanliness as recorded in the entry condition report. This does not mean brand-new. It means comparable. This includes kitchen appliances, bathrooms, floors, windows, built-in cupboards, and any outdoor areas.‍

• ‍Removing all belongings and rubbish. Leftover items, furniture, food or rubbish are one of the most common issues at move-out. Your checklist should make it clear that the property must be completely empty.

• Repairing tenant-caused damage. Tenants are responsible for fixing any damage beyond fair wear and tear. For example, holes in walls, broken fittings, burns, stains or cracked glass caused by negligence or misuse.

• ‍Maintaining outdoor areas. If the tenant was responsible for gardens, lawns, courtyards or balconies during the tenancy, these areas must be handed back tidy and maintained.

• ‍Final meter readings and utility closure. Your checklist should remind tenants to organise final readings, settle outstanding accounts, and disconnect or transfer utilities.

• Providing a forwarding address. This ensures you can share closing documents or contact them about any post-tenancy matters.

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Read More: A Guide to Routine Property Inspections

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Your expectations must always be reasonable, lawful, and grounded in the original condition of the home.

You can reasonably ask your tenant to:

• Restore the property to its earlier condition (minus fair wear and tear)
• Clean the home to the entry condition standard
• Remove personal belongings and rubbish
• Repair the damage they caused
• Maintain or tidy the outdoor spaces they were responsible for
• Pay rent up to the vacate date
• Finalise utilities and provide proof if needed
• Return all access devices
• Provide updated contact details

You cannot ask them to:

• Repaint or repair items that deteriorated with normal use
• Replace old or worn fixtures that weren’t damaged
• Professionally clean carpets unless required at the beginning
• Pay for upgrades or improvements
• Pay for things that are your responsibility as the owner (e.g., structural issues, age-related wear)

The principle is simple: tenants must return the property in the same condition it was provided in, taking into account fair wear and tear. Anything beyond that is your responsibility.

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A clear step-by-step process makes the experience smoother for you and your tenant. Here’s the ideal flow:

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‍Step 1: Acknowledge the notice and confirm the plan‍

Once a written notice is given, send a formal confirmation. Include the vacate date, attach your exit checklist, and outline what will happen in the lead-up to move-out.

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‍Step 2: Provide clarity and support before the move-out date‍

Many issues arise because tenants simply aren’t sure which standard is required. A quick message 5–7 days before the vacate date helps you both avoid stress. You can clarify questions about cleaning, outdoor areas, or repairs before they become bigger problems.

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‍Step 3: Receive the property and collect keys‍

Once the tenant has vacated, meet them (or arrange a secure drop-off) to collect keys, remotes, and access devices. This marks the point where the home formally returns to you.

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‍Step 4: Complete the final inspection‍

Using the entry condition report as your guide, walk through the property and assess its cleanliness, condition, and any changes that have occurred. Document everything clearly with photos and notes.

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‍Step 5: Discuss issues calmly and constructively‍

If cleaning has been missed or damage identified, communicate it respectfully and provide evidence. Most disagreements are resolved quickly when explanations are factual and supported by photos.

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‍Step 6: Process the bond quickly‍

If the property has been returned in good condition, lodge the bond refund promptly. If deductions are needed, outline them with supporting documentation and allow the tenant to discuss them. Clear, fair explanations usually lead to agreement.

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‍Step 7: Finalise the tenancy‍

Confirm rent has been paid to the end, ensure utilities have been closed, organise any follow-up repairs if required, and safely store all documentation for future reference.

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Most move-out issues stem from unclear expectations and poor communication. You can prevent almost all of them by:

Communicating Early

Tenants appreciate having plenty of notice about what is required before they move out. Clear instructions given weeks in advance, rather than days, give them enough time to plan cleaning, repairs, rubbish removal and utility closure.

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Sharing Photo-Supported Condition Reports

Many tenants are not always sure what returning the property in good condition actually looks like. Providing the original condition report with photos gives them a clear visual example to follow.

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Checking in Before The Vacate Day

A brief message a few days before handover can prevent small issues from becoming larger ones. This check-in gives tenants the opportunity to ask questions about anything they are unsure of, whether it is the garden, cleaning expectations or how to return the keys.

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Documenting Everything

Throughout the move-out process, thorough documentation protects both you and your tenant. Photos, notes and dated messages create a clear and factual record that can resolve misunderstandings quickly. If questions arise during the bond process, detailed documentation makes the outcome more transparent and easier to navigate.

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Keeping Your Tone Professional and Calm

A firm but fair tone encourages cooperation. Even when issues appear, staying calm and factual leads to faster resolutions and avoids unnecessary tension. When tenants feel respected, they are more willing to work with you, which creates a more positive end-of-tenancy experience for everyone.

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