The Move-Out Inspection
On the resident’s move-out date, inspect the apartment with the resident to determine if the unit has been damaged beyond normal wear and tear. At the same time, the Site Manager and resident should reach an agreement as to the extent of any damage and the cost for repairs or replacements. Use the resident’s Unit Condition Report during the inspection to document the condition of the apartment upon move-out. The resident and the Site Manager must sign and date the bottom of the form. A copy of the form should be given to the resident at the time of move-out.
If the resident is not present at the time of the move-out, the inspection should be completed using the Unit Condition Report.
- In the Resident signature line, mark “resident not present”.
- In addition, photo should always be taken at the time of move out and prior to move in. Make sure the photos are properly sized, click here to learn more about resizing photos.
Determining Move Out Charges
Move out charges differ according to how long a resident has lived in their apartment. The condition of the apartment will determine what charges the vacating resident is responsible for upon move out. As you read through this section you will see that a distinction is made between a resident whose tenancy is less than or greater than 18 months.
Painting
Less than 18 Months: The vacating resident should be charged for all painting — even touch-ups, normal wear and tear excluded, as the lease agreement generally states that painting during the first 18 months of residency is defined as ‘unusual’.
More than 18 Months:Residents of more than 18 months are generally not responsible for routine interior painting. Even these long-term residents may, however, still be held responsible for unusual interior painting. Unusual interior painting might include ceilings, kitchen and bathroom cabinetry, doors and trim, or a second coat of paint.
To determine responsibility for the costs associated with painting these so-called ‘seldom painted surfaces’, managers must make an informed decision regarding the circumstances which resulted in the need to paint. If the need is a result of resident abuse or neglect, the vacating resident should be held accountable for painting.
Cleaning
Any Length of Tenancy: Our standard lease agreement states that residents are responsible for all cleaning. Regardless of the term of tenancy, vacating residents should leave their apartment reasonably clean at the time of move-out.
- Every apartment should be properly cleaned prior to the next occupancy. The standard pricing on a Move-Out Inspection Worksheet allows for a property paid ‘sanitizing’ of each apartment prior to move-in. Beyond the cost for this routine sanitizing, the vacating resident should be charged for any and all cleaning charges incurred.
- In circumstances where an apartment has been left exceptionally dirty, managers have the discretion to use the non-standard cleaning section of the Move-Out inspection Worksheet.
- In all cases, if the Non-Standard Cleaning section is used to assess additional charges, significant, compelling file documentation — including photos, detailed apartment layouts, and specific written comments, must accompany the move-out paperwork.
- If adequate documentation is not received, the vacating resident cannot be billed for these additional cleaning charges and the cleaning vendor will not be paid the additional sum due.
- If the apartment needs additional cleaning, always deduct the amount of the sanitize charge, which can be found on the Move Out Inspection Worksheet.
Applying a Sanitization Cleaning Credit:
- A few hours of normal cleaning
- Beyond sanitize cleaning is potentially billable to resident
- Sanitize cleaning credit of $65 applies
Carpets
Damage Found at Move-Out: If there is damage to the carpet, the vacating resident discharged for the third party carpet inspection as well as a share of the cost to correct the damages up to and including replacing the carpet itself. The property supervisor determines what percentage of the damage the former resident is responsible for based on a detailed carpet inspection submitted by a qualified third-party, typically a carpet shampoo vendor.
Less than 18 Months-No Damage Found: The vacating resident is charged for the carpet shampoo as such an assessment is provided for in the lease agreement. If an inspection is completed-something which is optional depending on the manager’s suspicion of damage, but no damage is found, the vacating resident is not charged for the inspection.
Residency of more than 18 Months – No Damage Found: According to the lease agreement, the landlord should reasonably expect to shampoo carpets following a tenancy of 18 months or longer. Therefore, aside from damage considerations (see above), there should be no charge for carpet cleaning (and other routine restoration charges) for tenancies of 18 months or longer.
Oregon Properties ONLY
The Landlord may deduct the cost of carpet cleaning from the deposit regardless of whether the residents clean the carpet before delivering possession and regardless of the length of occupancy. If sealing the sub-floor due to damage, charge the former resident $50 per room for every room where sub-floor sealing is required. If there is a hallway in the apartment, consider the hallway one room.
Window Blinds
If the blinds need a wipe down, the vacating resident should not be charged unless their tenancy was for less than 18 months. For tenancies longer than 18 months, wipe down of window blinds is considered normal wear and tear and not eligible for billing to the former resident.
If more thorough cleaning is required — Regardless of the term of tenancy, vacating residents should be charged any time the condition requires an aggressive cleaning utilizing unusual techniques or chemicals. Charge vacating residents of more than 18 months the difference between a wipe down and a wash as listed on the Move-Out Inspection Worksheet.
IMPORTANT DEADLINES
Completed move-out paper work should be forwarded to the Site Employee Resource Center within 10 calendar days of a move-out in Oregon, California, and Idaho and within 5 calendar days of a move-out in Washington. These deadlines are consistent with the State requirements to complete a move-out settlement within 30 days in Oregon and Idaho, within 21 days in California, and within 14 days in Washington, to avoid costly financial penalties assessed to the property.
