Summer often brings an increase in tenancy agreements coming to an end. Whether your tenants have given notice that they won’t be renewing their lease or have decided to vacate part-way through their tenancy, it's important to handle the process efficiently. This guide outlines steps you can take to minimise administrative challenges and reduce the risk of extended vacancies between tenancies.
1. Obtain a Written Notice to Vacate
Ensure that your tenant’s notice to vacate is received in writing, whether via email, post or in person. This is crucial for maintaining clear records and preventing any misunderstandings.
2. Confirm Vacate Details with the Tenant
After receiving the notice, it’s a good idea to reach out to the tenant to confirm the vacate date and discuss any end-of-lease requirements. If you have a property manager, they can handle this for you. During the call, it’s also helpful to thank the tenant for taking care of the property (if applicable), confirm any outstanding rent, and provide tips on how to ensure a smooth move-out process and bond refund.
3. Follow Up with Written Confirmation
After the phone call, send a written confirmation outlining the agreed vacate date, any remaining rent, and details of the final inspection. If you have a vacate checklist, include it in this communication. This is also a good opportunity to send a repairs and maintenance form and a copy of the original entry condition report.
4. Advertise the Property Early
As soon as you receive the vacate notice, start preparing to advertise the property. Ideally, you should begin marketing the property four to six weeks before the current tenant moves out. This reduces the likelihood of a long vacancy period. Coordinate with your tenant to schedule open homes, giving them ample notice so they can plan around these viewings.
5. Conduct the Exit Inspection and Finalise the Bond
Once the tenant returns the keys, perform an exit inspection. Key areas to check include walls, carpets, light fixtures, exhaust fans, and outdoor spaces like balconies and gardens. After the inspection, let the tenant know if any additional cleaning or repairs are needed to secure their full bond refund. If everything is in order, process the bond refund, and your property will be ready for the next tenant.
Final Thoughts
Keeping communication clear and outlining the vacate process helps ensure everything runs smoothly. Whether your tenant is breaking their lease or simply not renewing, following these steps will help minimize any disruptions and reduce the risk of a prolonged vacancy between tenancies.
Please note: This article is general in nature and does not constitute financial or legal advice. Always consult your professional financial and legal advisors before making decisions.
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